Privacy Policy

VITALARISTA LLC, 30 N Gould St Ste N, Sheridan, WY 82801, USA, is responsible for data processing on move-your-animal.com. You can reach us at info@vitalarista.com. We are a company based in the USA. Your data is therefore also processed by us in the USA.

Move-your-animal is a marketplace: pet owners describe a transport, transport companies submit offers, and the booking, messages, and payment of the reservation fee are handled through the platform. The transport company carries out the transport. For this purpose, we process the data listed in the following sections, but only to the extent required by the respective function.

When you access a page, our hosting provider Vercel Inc. (USA) processes technically necessary data: IP address, time, requested address, browser and operating system. Without this data, a page cannot be delivered or protected against attacks. Pages are delivered via Vercel's global network, while the platform's server functions run in Frankfurt am Main.

Legal basis: Art. 6 Abs. 1 lit. f DSGVO (secure operation of the website).

For an account, we store your email address and your role (customer or transport company), along with the information you provide in your profile, such as your name, country, and telephone number. You log in using a link that we send you by email; a password is optional and is only stored in encrypted form.

When you submit your first transport request as a guest, we automatically create a customer account using the e-mail address you provided and copy your name, country, and phone number from the request. The sign-in link is included in the confirmation e-mail. The address is only considered confirmed once you open the link. If the address already belongs to a transport company account, we do not create or change anything.

Legal basis: Art. 6(1)(b) GDPR (user agreement and initiation of transport order).

For a request, we process:

• Name, email address, country and, if provided, phone number
• Pickup and destination addresses with street, postal code, and city
• Preferred date and flexibility
• Animal details: animal type, number of animals, breed, name, weight, sex, notes, and a photo if you upload one
• Additional requests such as a TRACES notification, veterinarian assistance, or traveling along
• the request for an insurance quote and the animal's estimated value

What is publicly visible. Open requests appear in the marketplace on the homepage with the origin and destination, countries, animal type, number of animals, date, and photo if you uploaded one. Your name, contact details, street addresses, animal's name, and notes are not shown there. The photo is available at a publicly accessible address.

What transport companies can see. Matching transport companies can also see postal codes, the photo, and details such as weight and breed. They can only see the street address, animal's name, and notes after submitting an offer or if the request is specifically directed to them. We do not share your email address or phone number.

We calculate a rough price estimate based on the distance, animal type, and current diesel price. To do this, the origin and destination are converted into coordinates (see section 16).

To protect against automated requests, the form uses hCaptcha from Intuition Machines, Inc. (USA). Your IP address, browser data, and mouse movements are transmitted to hCaptcha.

Legal basis: Art. 6 Abs. 1 lit. b DSGVO; for hCaptcha, Art. 6 Abs. 1 lit. f DSGVO (protection against misuse).

If you accept an offer, a booking with price, payment method, and status is created. The reservation fee and, if agreed, a deposit towards the transport price are paid via Stripe (Stripe, Inc., USA, and affiliated companies, including Stripe Payments Europe, Ltd., Ireland). You enter your card details directly at Stripe; we do not receive them, only the payment status and reference number. Stripe also processes the data for fraud prevention on its own responsibility.

We create invoices and, where applicable, credit notes for each booking, including the name, address, service, and amount. For cash payments, the transport company confirms after the trip whether and how much it received.

Legal basis: Art. 6(1)(b) GDPR; for invoices and their retention Art. 6(1)(c) GDPR.

We store messages between the customer and the transport company so that both parties can view the conversation and it can be reviewed in the event of discrepancies. Under § 6a of our terms and conditions, exchanging contact details through the platform is not permitted. An automated filter therefore checks each message for phone numbers, email addresses, and messenger usernames before it is sent. If it finds any, the message is not sent and you receive a notice. The same check applies to free-text fields in offers and reports. The filter only decides whether this one message is sent; it does not block an account.

Legal basis: Art. 6 Abs. 1 lit. b DSGVO; for the filter, Art. 6 Abs. 1 lit. f DSGVO (enforcement of the terms of use, traceability in the event of a dispute).

You can upload documents, such as an equine passport, EU pet passport, vaccination records, or health certificates, and as a transport company also permits and certificates. The files are stored in non-public storage. A transport company only sees a customer's documents if the customer has shared them for the trip and the transport has been agreed upon. This access ends 30 days after delivery. Transport company certificates are only viewed by us for verification.

If you select an animal from your profile for a request, the transport company will see its details for the transport documents (TRACES) once the transport has been agreed: name, species, breed, sex, date of birth, weight, color, passport or life number, microchip number, and rabies vaccination for dogs and cats. This access also ends 30 days after delivery.

Legal basis: Art. 6 Abs. 1 lit. b DSGVO.

When a transport company starts a trip and enables location sharing, its device regularly transmits latitude and longitude, accuracy, and time during the trip. Customers on this trip can see the location on a map. Location sharing can be stopped in the browser at any time.

Legal basis: Art. 6 para. 1 lit. b GDPR (performance of the transport); for the transport company, consent through the device's location-sharing feature.

After a trip, the customer and transport company can rate each other with stars and a short text. A review is published once both parties have submitted a review or the deadline has passed. The customer's first name and first letter of their last name, the star rating, the text, and the transport company's name are publicly visible.

Legal basis: Art. 6 Abs. 1 lit. f DSGVO (reliable information for other users).

Customers and transport companies can report a delay, no-show, damage, or dispute regarding a booking. In the event of damage, we ask for time, location, type of damage, animal affected, sequence of events, vet consulted, costs, witnesses (names only), and, if applicable, police or official reference numbers. Photos, medical reports, and invoices can be attached.

Both parties to the booking and we can see the report. Only the reporting person and we can see the case number. The other party's email addresses do not appear in the report. We will forward a damage report to an insurer if you want us to or if this is necessary to settle the claim, and we will send it to you on request so you can submit it yourself.

Legal basis: Art. 6 Abs. 1 lit. b DSGVO; for documentation, Art. 6 Abs. 1 lit. f DSGVO (clarification of and defense against claims). Health information concerns the animal, not you.

You cannot purchase insurance through the platform. If you indicate in your request that you would like a quote, we receive an internal message containing the route, animal type, number of animals, estimated animal value, date, your name, and your email address. To provide you with a quote, we share the route, animal type, and animal value with an insurer or insurance broker. The insurer will only receive your name and contact details if you decide to purchase a policy.

Legal basis: Art. 6(1)(b) GDPR (upon your request).

For a transport company, we process the company name, contact person, address, tax number, license number, animal species, countries served, vehicles with photos, drivers (first name, driver's license classes), uploaded documents, and, for payouts, the IBAN and account holder. The company name, description, animal species, countries, vehicles, drivers' first names, and reviews appear in the public profile. Documents, tax number, and bank details are not public.

Legal basis: Art. 6(1)(b) GDPR; for verifying documentation additionally Art. 6(1)(f) GDPR (only authorized transport companies on the platform).

We send emails about your account, requests, quotes, bookings and reports via Resend (USA). Carriers receive emails about new requests that match their service area and animal types.

If you have given your consent in your account, we will also notify you via WhatsApp about new offers. For this purpose, we share your telephone number and the content of the message with Meta (WhatsApp Business Platform). You can withdraw your consent at any time in the settings.

You can specify in your account whether you would like to receive a newsletter. We do not currently send a newsletter; your preference is only stored.

Legal basis: Art. 6 Abs. 1 lit. b DSGVO; for WhatsApp, Art. 6 Abs. 1 lit. a DSGVO (consent).

To arrange requests, we contact transport companies that are not yet registered on the platform. For this purpose, we use business details from publicly available sources such as business directories and websites: company name, contact person, business e-mail address and phone number, address, and animal types. We contact a company when a request matches its service area. Each of these e-mails contains a link to unsubscribe from further messages. After that, we only store the address to ensure that we do not contact it again.

Legal basis: Art. 6(1)(f) GDPR (acquisition of transport companies for existing jobs). You can object to this processing at any time.

We also find transport companies through posts in Facebook groups about horse transport that we are members of. From there, we save the company or person's name, the details from the post and the link to the Facebook profile.

Horse owners also look for transport in these groups. From such posts, we internally save the person's name and profile link, the link to the post, origin, destination, date, number of horses and a brief summary. We ask the person via Facebook whether we may post their request on the platform. It is only published with their consent, and even then without their name and profile link. Without consent, we delete the entry no later than 90 days after saving it.

Legal basis: Art. 6 para. 1 lit. f GDPR (arranging a transport that the person sought in the group themselves). You can object to this processing at any time.

When you enter a location, the form suggests matching places. For this purpose, the entered text is transmitted along with your IP address to the Photon service provided by komoot GmbH, Potsdam. Our server also converts locations into coordinates via Photon.

Maps, such as those used for live tracking, load map tiles from the servers of the OpenStreetMap Foundation (United Kingdom). Your IP address is transmitted in the process. The European Commission has adopted an adequacy decision for the United Kingdom.

Legal basis: Art. 6 Abs. 1 lit. f DSGVO (functionality of address search and maps).

The platform is available in German, English, Spanish, French, Italian, Dutch and Polish. We automatically translate texts on the platform, guide articles and content written by users, such as transport companies’ profile descriptions, reviews, chat messages and notes in transport requests, into the language of the person reading them, and store the translation on our systems. The original remains available. The legal basis is Art. 6(1)(b) GDPR, as customers and transport companies from different countries would otherwise be unable to communicate with each other. We use OpenRouter (OpenRouter, Inc., USA) for this purpose. OpenRouter forwards the text to the language model provider, currently Google (Google LLC, USA). If OpenRouter is not configured, OpenAI (OpenAI, L.L.C., USA) translates the text. The services only receive the text to be translated, not any account data. If a text itself contains personal data, such as a name, this data is also transmitted. With OpenRouter, we only allow providers that do not store the texts for their own purposes or use them for training; we use OpenAI in such a way that the responses are not stored there for later retrieval.

Legal basis: Art. 6 Abs. 1 lit. f DSGVO (using the platform in your own language).

For login purposes, we use technically necessary cookies that contain your session. We store your selected language in the mya_lang cookie. In your browser's storage (localStorage), we store your selection in the cookie notice and the journeys you save on the marketplace. This information does not leave your browser.

If you allow "Statistics" in the cookie banner, we count page views using Vercel Web Analytics (Vercel Inc., USA). No cookies are set in the process. For each visit, the timestamp, page visited, referrer page, country and region, device type, operating system, and browser are recorded. To count visitors, Vercel creates a hash value from the request; it expires after 24 hours, and IP addresses are not stored for this purpose. We do not count pages within your account or the admin area, and we remove URL parameters before sending, except for campaign parameters like utm_source. We only see aggregated figures, not individual persons.

We currently do not use any advertising services. You can change or revoke your selection at any time under Cookie settings.

Legal basis: Section 25 (2) no. 2 TDDDG for technically necessary storage and your selected language; Art. 6 (1) lit. b GDPR for registration; Section 25 (1) TDDDG and Art. 6 (1) lit. a GDPR (consent) for visitor statistics.

Personal data is transferred to:

• the transport company for your booking, to the extent specified in Sections 5, 8, and 11
• Vercel Inc., USA – Hosting, server functions, and, with your consent, visitor statistics
• Supabase Inc., USA – Database, sign-in, and file storage; the data is stored in Frankfurt am Main
• Stripe – Payment processing
• Resend, USA – E-mail delivery
• Intuition Machines, Inc. (hCaptcha), USA – Protection against automated requests
• komoot GmbH, Germany – address search
• OpenStreetMap Foundation, United Kingdom – Map tiles
• OpenRouter, Inc., USA, and Google LLC, USA – Translation of texts
• OpenAI, L.L.C., USA – Translation of texts when OpenRouter is not configured
• Meta (WhatsApp Business Platform) – only with your consent
• an insurer or insurance broker – only in the cases specified in Sections 11 and 12

We base transfers to the USA on the EU-US Data Privacy Framework where the respective provider is certified under it, and otherwise on the EU Commission's standard contractual clauses. Under certain circumstances, authorities in the USA may access data without you having the same legal remedies available to you as in the EU.

• Account details: until you ask us to delete your account
• Data relating to a job: 90 days after delivery or cancellation, we delete the street and postal code, information and photos relating to the animal, notes, messages, quote texts and location points from live tracking. For a request without a booking, this period starts at the end of the preferred date. If damage, a dispute or another incident has been reported in connection with a booking, the 90 days do not begin until it has been resolved. This also applies to the damage report itself and its attachments.
• Invoices, credit notes, and other booking records: eight years (§ 147 AO, § 257 HGB, § 14b UStG). This includes booking amounts and times, payouts, as well as locations, countries, animal species, and the number of animals from the request.
• Account notifications and translations of user content: 90 days
• Documents: until you delete them; a carrier's access ends 30 days after delivery
• Technical access data for hosting: briefly, in accordance with Vercel's requirements
• Visitor statistics: aggregated figures only; the hash value for counting visitors expires after 24 hours

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection to processing based on legitimate interests (Art. 21). You can withdraw your consent at any time with effect for the future (Art. 7 para. 3). To do so, email us at info@vitalarista.com. You currently cannot request deletion or a copy of your data yourself in the dashboard; we will take care of it when you contact us.

We need the information in requests and bookings to arrange the transport. Without it, a booking is not possible.

You can lodge a complaint with a data protection supervisory authority, particularly in the EU Member State where you live or work (Art. 77 GDPR).

If a feature of the platform changes or a new service provider is added, we update this policy. The date above shows the current status.