Privacy Policy

Last updated: February 2026

This Privacy Policy explains how CYMS (“we“, “us“, or “our“) collects, uses, and protects information when you visit containeryardmsoftware.com or use our Container Yard Management Software (the “Service”). We take your privacy seriously and handle all data in accordance with applicable laws, including the General Data Protection Regulation (GDPR) and Brazil’s Lei Geral de Proteção de Dados (LGPD).

1. Who We Are

CYMS is a cloud-based container yard and depot management software platform. Our registered office is at Av. Apoquindo 3001, Santiago, Chile. For privacy-related questions, please use our contact page.

2. Information We Collect

We collect only the information necessary to provide and improve our Service.

2.1 Information You Provide

• Contact & inquiry data — name, email address, company name, phone number, and message content when you submit a demo request or contact form.
• Account data — login credentials and profile information when you register for a CYMS account.
• Billing data — company billing address and payment information necessary to process subscription invoices. We do not store full payment card numbers; card processing is handled by our payment processor.

2.2 Data Collected Automatically

• Usage data — pages visited, features used, session duration, and browser/device type. This helps us identify areas where the software can be improved.
• Log data — IP address, timestamps, and error logs collected automatically by our servers for security and diagnostic purposes.
• Cookies — see Section 7 below.

3. How We Use Your Information

• Service delivery — to set up and operate your CYMS account, process transactions, and provide customer support.
• Communication — to respond to demo requests and support inquiries, and to send you essential product and account notifications.
• Product improvement — to analyse usage patterns and fix bugs. Analytics data is aggregated and not linked to individual identities where possible.
• Security — to detect and prevent unauthorised access, fraud, and other harmful activity.
• Legal obligations — to comply with applicable laws, respond to lawful requests from authorities, and enforce our Terms of Service.

We do not sell your personal data to third parties. We do not use your data for automated profiling or decision-making that produces legal effects.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area, we process your personal data on the following legal bases:

• Contract performance — processing necessary to deliver the Service you have subscribed to.
• Legitimate interests — improving our platform, ensuring security, and communicating about our products, where these interests are not overridden by your rights.
• Consent — where you have explicitly agreed to processing (e.g. optional marketing emails). You can withdraw consent at any time.
• Legal obligation — where we are required to process data by law.

5. Data Sharing and Third Parties

We share your data only where necessary:

• Hosting & infrastructure — our servers are hosted by reputable cloud providers under data processing agreements that require them to protect your data.
• Email services — transactional emails are sent through a third-party email platform operating under strict data protection terms.
• Analytics — anonymised usage statistics may be processed by analytics tools. No personally identifiable information is shared with analytics providers.
• Payment processors — invoice and billing data is shared with our payment processor solely to complete transactions.
• Legal requirements — we may disclose data if required by law or to protect the rights, property, or safety of CYMS, our users, or the public.

We require all third-party processors to handle your data securely and only for the specified purposes.

6. Data Retention

We keep your data for as long as necessary to fulfil the purposes described in this Policy:

• Active accounts — data is retained for the duration of your subscription plus 12 months after termination to allow for re-activation and dispute resolution.
• Inquiry data — contact form submissions are retained for 24 months.
• Server logs — retained for 90 days for security monitoring.
• Billing records — kept for 7 years to comply with financial regulations.

When data is no longer needed, it is securely deleted or anonymised.

7. Cookies

Our website uses cookies — small text files stored on your device — to make the site work properly and to understand how visitors use it.

You can control cookies through your browser settings. Disabling non-essential cookies will not affect core site functionality. For Cloudflare security cookies, disabling them may affect site performance.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the data we hold about you.
• Correction — ask us to correct inaccurate or incomplete data.
• Erasure (“right to be forgotten”) — request deletion of your data, subject to legal retention requirements.
• Restriction — ask us to limit how we use your data while a dispute is resolved.
• Portability — receive your data in a structured, machine-readable format (GDPR / LGPD).
• Objection — object to processing based on legitimate interests.
• Withdrawal of consent — at any time, where processing is based on consent.

To exercise any of these rights, please use our contact page. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

9. International Data Transfers

CYMS operates globally. When we transfer personal data from the EEA to countries outside it, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission, or we process data only in countries that have received an adequacy decision.

10. Security

We use industry-standard measures to protect your data: TLS encryption in transit, encrypted storage at rest, access controls, and regular security reviews. No system is completely secure, but we take reasonable steps to prevent unauthorised access, loss, or disclosure.

11. Children’s Privacy

Our Service is designed for business professionals and is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe we have inadvertently done so, please contact us and we will delete that data promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page with an updated “Last updated” date. For significant changes, we will notify active account holders by email at least 14 days before they take effect.

13. Contact Us

For any privacy-related questions or to exercise your rights, contact us at:

CYMS — Container Yard Management Software
Av. Apoquindo 3001, Santiago, Chile
Contact page: containeryardmsoftware.com/contact/