Privacy Notice

Who is responsible

Roam Technologies is not yet a registered company. Until it is, Franz-Josef D. M. Knops, based in Rotterdam, is personally the controller for the personal data described here. That means he decides what is collected and why, and he is the person the rights set out below are exercised against. You can reach him at the email address at the end of this notice. When the company is registered this section will name it instead, along with its KvK registration number.

What we collect, and why

If you are a sender

Your company name, your name and email address, and the details of each shipment: what it is, its weight and dimensions, where it is going, when, and the price you propose.

We use it to assess whether we can carry the shipment, to find a suitable steward, and to contact you about it. Our legal basis is the steps taken at your request before entering a contract, and our legitimate interest in operating and improving the service.

If you are a steward

Your name and email address, the journeys you tell us about (where, when, and how much you can carry), and the minimum payment you would accept.

We use it to match you with shipments on your route, and to contact you when there is one. Our legal basis is your consent, given when you submit the form, and the steps taken at your request before entering a contract. You can withdraw consent at any time by emailing us; withdrawing it does not affect anything we did before you withdrew it.

Your travel details are ordinary personal data, but they describe your movements, so we keep them to the minimum needed and do not share them with senders beyond what a matched shipment requires.

If you create an account

Your sign-in details, your profile (including a profile picture if you add one) and any addresses you save. We use them so you can sign in, see your requests or journeys, and fill in forms faster. Our legal basis is the steps taken at your request before entering a contract.

Your phone number

Both forms ask for a phone number, and we ask for it for two reasons: so that we can reach you quickly about a shipment request or a shipment that is already under way, and so that the two sides of a confirmed shipment can reach each other for the handover. A change of time, a question at a handover, or anything else that cannot wait for an email to be read. We do not use it for marketing.

We share contact details with the other side of a match only once a shipment is confirmed, and only what the handover needs.

It is deleted along with the rest of your record under the retention periods below.

Our own notes

We keep working notes about a request, a shipment or a person, for example what was agreed on a phone call, and sometimes attach a file such as a screenshot or a PDF. Only Roam's administrator can read them; they are stored with the rest of your record at Supabase and are never shown to the other side of a match. Notes are part of your record, so you can ask for a copy or ask us to delete them like any other data.

What we do not do

We do not read your calendar, track your location, or connect to any other account of yours. If that ever changes it will be an explicit, separate choice you make, never a default.

Who else sees it

• Supabase. Your shipment or trip details, once submitted, are stored in our database, hosted by Supabase in the EU (Ireland). Supabase provides a data processing agreement as part of its standard terms, and acts as our processor for that data.
• Resend. Most emails Roam sends from roamrotterdam.com are sent through Resend. For each email Resend receives your email address and the content of the email, and acts as our processor for that. Resend also tells us whether an email was delivered or bounced; we keep that status against the shipment's reference, not against your address.
• Google. Replies to our emails reach the founder's Gmail inbox, and some emails are written and sent from it by hand. For now this is a consumer Google account used only for Roam rather than Google Workspace, which means Google handles that data under its own consumer terms rather than as our contracted processor. We are moving to Workspace, which carries a formal data processing agreement, before Roam operates at any real volume.
• Cloudflare. This website is hosted by Cloudflare, so every page you load and every form you send from it passes through their network, and they process your IP address and request details in order to deliver it. They act as our processor for that.
• The other side of a match. When a shipment is matched, a sender and a steward each learn what they need to complete the handoff, in two steps. With the offer, each side sees only what it needs to decide: the steward sees the general area of the pickup and delivery, not the exact address, and the sender is not told who the steward is. Once the shipment is confirmed, each side receives what the handover needs, such as the addresses, first names and contact details. Neither side is ever told the price the other proposed, or the price the other side pays or is paid.
• Nobody else. We do not sell your data, and we do not share it for advertising.

How long we keep it

• Steward journey details: deleted twelve months after the journey date.
• Sender shipment records: kept for seven years where a payment was involved, because Dutch tax law requires business records to be retained for that period. Where no payment was made, deleted after twelve months.
• Correspondence: deleted twelve months after the last message, unless it relates to a payment, in which case it follows the seven-year rule above.

Your rights

Under the GDPR you can ask us for a copy of your data, ask us to correct it, ask us to delete it, ask us to restrict or stop using it, object to how we use it, or ask for it in a portable form. Where we rely on your consent, you can withdraw it at any time. Contact us and we will action it. At our current size this is a person reading an email, not a form to fill in.

You also have the right to complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Cookies and tracking

Roam sets no cookies of its own and runs no analytics or tracking scripts. Fonts are served from our own servers rather than a third-party CDN, so simply reading these pages reports nothing about you to anyone.

Every form is part of this site. You fill them in without ever leaving us, and nothing you type is sent to Google. They set no cookies and run no tracking. When you press send, your answers go straight into our own database, hosted by Supabase.

Sign-in and some forms load Cloudflare's Turnstile check, which confirms that a person rather than an automated script is sending them.

If you would rather not use a form at all, email us and we will take the same details directly.

Contact

Get in touch and your message reaches the founder directly.