How do I ensure my shipment status updates with customers using a visibility platform are compliant?

To keep shipment status updates compliant when using a visibility platform, focus on what data you share, why you share it, and how you control it.

Key compliance steps

1. Use only necessary shipment data

   • Share the minimum information needed for tracking and delivery coordination.
   • Avoid exposing sensitive details like full customer personal data, internal route info, or commercial terms unless required.

2. Have a lawful basis / proper consent where needed

   • Make sure you’re allowed to process and share shipment-related personal data under applicable privacy laws.
   • If the platform sends customer notifications directly, confirm whether customer consent is required in your region and use case.

3. Set clear data processing agreements

   • Sign a Data Processing Agreement (DPA) with the visibility platform.
   • Ensure roles are clear: who is controller, processor, subprocessor, and who is responsible for customer notices.

4. Review cross-border data transfers

   • If shipment data crosses countries, confirm the platform’s data hosting and transfer mechanism complies with local rules.
   • Use approved transfer safeguards when needed.

5. Control customer notifications

   • Make sure messages are accurate, timely, and limited to shipment updates.
   • Don’t include marketing content unless you have permission to do so.

6. Implement access controls

   • Restrict who can view shipment data internally and externally.
   • Use role-based access, MFA, audit logs, and least-privilege permissions.

7. Publish/update your privacy notice

   • Tell customers what shipment data you collect, how it’s used, who receives it, and how long it’s retained.
   • Include the visibility platform as a service provider or third party as appropriate.

8. Apply retention and deletion rules

   • Keep shipment data only as long as needed for operational and legal purposes.
   • Confirm the platform can delete or anonymize data on request or at end of retention.

9. Check messaging compliance

   • Email, SMS, and app notifications may each have different rules.
   • Ensure opt-in/opt-out and unsubscribe requirements are followed where applicable.

10. Assess security

• Use encryption in transit and at rest, logging, monitoring, and incident response procedures.
• Verify the platform’s certifications or security controls if relevant.

Practical checklist

Before going live, confirm:

• DPA is signed
• Privacy notice is updated
• Customer notification permissions are documented
• Data fields shared are minimized
• Retention/deletion settings are configured
• Access controls and audit logs are enabled
• Cross-border transfer safeguards are in place
• SMS/email consent and unsubscribe handling are compliant

Best next step

If you tell me:

• your country/region,
• how updates are sent (SMS, email, portal, app),
• and what visibility platform you use,

I can give you a more specific compliance checklist.