This Privacy Policy sets out the conditions and requirements governing the collection and processing of personal data by VETEV EVENTOS, LDA through the website and the technological platform used to manage and monitor transport services for the employees of client companies.

VETEV EVENTOS, LDA is committed to processing personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, Law no. 58/2019 of 8 August and all other applicable legislation relating to data protection and privacy in electronic communications. Data protection law requires data subjects to be informed, in particular, about the identity of the controller, the purposes of processing, the applicable legal bases, the recipients, the retention period and the rights and contacts available for exercising those rights.

1. Data Protection

1.1Unless otherwise stated for specific processing operations, the controller of the personal data collected through the website and the platform is VETEV EVENTOS, LDA, corporate entity no. 516 936 581, with its registered office at Avenida do Atlântico, no. 16, 3rd floor, office 3.12, 1990-019 Lisbon, Portugal.

Email: jpombo@vetev.pt

1.2Data Protection Officer

Name: Paulo Manuel Marques Lourenço

Email: dpo@vetevb4w.pt

1.3In the operation of the platform, VETEV may act as controller in relation to data processed for website management, security, support, contract management, billing, compliance and the operation of the platform itself. VETEV may also act as processor where it processes data on behalf of a client company in accordance with that company’s instructions. In specific cases, VETEV may act under a joint-controller arrangement where the purposes and means of processing are jointly determined.

The applicable qualification depends on the contractual relationship with each corporate client and should be reflected in the relevant data processing agreements.

2. Categories of Personal Data Processed

VETEV EVENTOS, LDA may process the following categories of personal data:

• a)website browsing data, such as IP address, device identifiers, technical logs, browser type, operating system, date, time and pages visited, and cookie preferences where applicable;
• b)data collected through forms, including name, company, job title, email address, telephone number, message content and any other data voluntarily submitted by the user;
• c)platform user data, such as the user’s name and identifier, employer, user profile, contact details, routes, timetables and operational information associated with transport services, as well as real-time location data and operational history where necessary for the functioning of the service, together with support, audit and security records;
• d)driver data, including name, contact details, internal professional identifiers, vehicle and operational data, real-time location, operational history and records relating to service, incidents, time and journey status;
• e)data provided by client companies, such as lists of transported employees, schedules, pick-up points and destinations, timetables and any data strictly necessary for organising transport services.

Data collection is limited to what is strictly necessary for the stated purposes.

3. Purposes and Legal Bases

VETEV EVENTOS, LDA processes personal data for the following purposes:

1. a)Website management and response to contacts

To respond to contact requests, demonstration requests and commercial or institutional enquiries.

Legal bases: pre-contractual steps and the performance of contracts, together with any legitimate interests that are appropriate to the specific context.

1. b)Platform management and provision of the transport service

For the planning, execution, monitoring and verification of contracted transport services, including the management of routes, timetables, passengers, drivers, operational alerts and support.

Legal bases: performance of contracts, legitimate interests in the management of the services and, where applicable, compliance with legal obligations.

1. c)Real-time location and operational monitoring

Real-time monitoring supports safety, incident management, operational optimisation, proof of service delivery and information made available to authorised users.

Legal bases: performance of contracts and legitimate interests in the security and management of the services. In employment contexts, transparent information is essential. The geolocation processed within this framework relates exclusively to vehicles.

1. d)Security, fraud prevention and audit

For the detection of unauthorised access, information security, service continuity, incident investigation and evidential logging.

Legal bases: legitimate interests and compliance with legal obligations relating to security.

1. e)Service-related informational communications

For sending operational notifications, route changes, delays, incidents, transport reassignments, confirmations and communications strictly related to service execution.

Legal bases: performance of the contract and operational legitimate interests.

1. f)Marketing and promotional communications

For sending commercial information or promotional content.

Legal bases: prior consent where legally required or, where permitted by law, legitimate interests under the conditions laid down in Law no. 41/2004 of 18 August.

4. Source of Data

Personal data may be collected directly from the data subject, from VETEV EVENTOS, LDA client companies, through use of the website, app and platform, and through devices and systems integrated into the service.

Where data is not collected directly from the data subject, VETEV EVENTOS, LDA shall provide the information required by law.

5. Recipients and Processors

Personal data may be disclosed to VETEV EVENTOS, LDA clients where this arises from the provision of the service, to technology, hosting, cloud, maintenance, support and security providers, to communications and notification operators and to public authorities where there is a legal obligation to do so.

Whenever processors are engaged, VETEV EVENTOS, LDA ensures that the legally required contractual arrangements are put in place and verifies the existence of adequate guarantees of security and confidentiality.

6. International Transfers

Whenever data is processed outside the European Economic Area, VETEV EVENTOS, LDA shall ensure that the transfer takes place under a legally valid mechanism and with adequate safeguards.

7. Retention Period

Personal data is kept only for the period necessary for the purposes that justify the processing, without prejudice to statutory retention periods and to the need to preserve evidence, defend rights and comply with regulatory obligations.

As a rule, contact data is retained for 12 months after the last relevant contact, unless the relationship continues; marketing data is retained until consent is withdrawn or an objection is made; security logs are retained for 12 months; and operational transport data and geolocation data are retained for the period strictly necessary for service performance, incident management, evidence, audit and compliance with legal or contractual obligations, with the period to be expressly defined and justified internally.

8. Data Subject Rights

Under the law, the data subject may request access to personal data, rectification, erasure, restriction of processing, portability and withdrawal of consent, without affecting the lawfulness of processing carried out before such withdrawal.

The data subject may also lodge a complaint with the Comissão Nacional de Proteção de Dados. Requests may be sent to dpo@vetevb4w.pt.

9. Security

VETEV EVENTOS, LDA adopts appropriate technical and organisational measures to protect personal data against destruction, loss, alteration, unauthorised disclosure or access, including access control, profile segregation, encryption, incident management and permission review.

10. Cookies and Similar Technologies

The VETEV EVENTOS, LDA website uses cookies and similar technologies as described in the Cookie Policy. Where required by law, non-strictly necessary cookies are activated only after the user has given prior consent.

11. Changes to This Privacy Policy

VETEV EVENTOS, LDA may update this Privacy Policy at any time. The most recent version will always be made available on the website, together with the date of the latest update.