United Join Trading Pte Limited respects the privacy of every buyer, supplier and visitor who comes to our desk. This Privacy Policy describes the personal information we collect, the reasons we collect it, the ways we use it, the parties we share it with, and the choices and rights that remain with you. It applies to our website and to the sourcing and trade documentation services we provide from our office at 12/F YING KONG MANSION, 2-6 YEE WO ST, Causeway Bay, Hong Kong (HK). The developer named in this policy is United Join Trading, and the company that operates this website is United Join Trading Pte Limited. We encourage you to read this policy in full before you send us any personal information, and to contact us at enquiries@unitedjoin.buzz or +85296973055 if anything here is unclear.
Scope of This Policy
This policy covers the personal information that United Join Trading Pte Limited collects through this website and through the ordinary running of our sourcing and trade documentation desk. It applies to enquiries sent by email or through our contact form, to orders placed with us, to supplier relationships, to samples and shipments we handle, and to visits to our office in Causeway Bay. It does not cover the practices of factories, forwarders, inspection agencies or other parties that operate independently, even where we introduce you to them. Those parties have their own privacy notices, and we encourage you to review them separately.
Where this policy refers to we, us or our, it means United Join Trading Pte Limited. Where it refers to you, it means the person whose personal information we handle, whether you are a buyer, a supplier contact, a courier, a visitor or simply someone who has written to our enquiry tray.
Information We Collect
We collect the information that is needed to answer an enquiry, coordinate an order, check a supplier and prepare a shipment. The categories below describe the kinds of personal information that may reach our desk.
Identity and Contact Information
This includes your name, job title, company, business address, email address, telephone number and messaging handles. It is the information you provide when you write to us, request a quote or open an order file.
Order and Commercial Information
This includes purchase order details, part numbers, specifications, quoted prices, payment references, shipping addresses and delivery instructions. It also includes the documentation we prepare for you, such as commercial invoices and packing lists, which may name individuals as signatories or contacts.
Supplier and Inspection Information
This includes the names of supplier contacts, the notes and photographs taken during vetting trips, and the findings of quality control inspections. Where a photograph or note concerns an identifiable individual, we treat it as personal information.
Website and Technical Information
When you visit this website, our hosting provider may record technical information such as the pages you request, the date and time of the request, the browser you use and the approximate region from which you connect. This information is used to keep the website available and secure.
Correspondence
We keep the emails, forms and messages you send to us, together with our replies, so that an order or question has a complete written record. This correspondence may contain any personal information that you choose to include.
How We Obtain Information
Most of the personal information at our desk comes directly from you. You send it when you fill in the contact form, write to enquiries@unitedjoin.buzz, call +85296973055, meet a desk officer or place an order. We may also receive information from your colleagues or your company where they nominate you as a contact for an order.
We obtain a smaller amount of information automatically from the website as described above, and from suppliers or service providers who share contact details in the ordinary course of a transaction. We do not buy personal information from data brokers, and we do not build profiles of visitors for advertising purposes.
Why We Use Information
We use personal information only for the purposes for which it was given, and for closely related purposes that a reasonable buyer or supplier would expect. The main purposes are set out below.
- To answer enquiries and provide quotes for the six services we offer
- To coordinate purchase orders with factories and agree terms
- To arrange supplier vetting trips and record the findings
- To book quality control inspections and review the reports
- To prepare, cross check and release shipping documents
- To arrange consolidation, repacking and sample courier handling
- To keep one complete and dated order file for every transaction
- To meet our accounting, tax, customs and record keeping obligations
- To protect our website, our staff and our business from misuse
- To contact you about an order or a question you have raised
We do not use your personal information to make automated decisions that produce legal effects concerning you, and we do not sell your personal information to any third party.
Lawful Basis for Processing
Where the law requires us to name a lawful basis for handling personal information, we rely on the following grounds. We handle information because it is necessary to take steps at your request before entering a contract, or to perform a contract with you or your company. We handle information because it is necessary for our legitimate interests in running a lawful sourcing and documentation business, provided those interests are not overridden by your rights. We handle information to comply with legal obligations such as tax, customs and record keeping rules. Where we rely on consent, for example for a marketing message, we ask for that consent separately and you may withdraw it at any time.
Where you provide information about another person, you confirm that you have the authority to do so and that the person understands this policy applies to their information.
Order Files and Trade Documents
Our desk keeps a paper and digital file for every order. That file records the purchase order, the correspondence, the inspection report, the shipping documents and the docket number stamped on the order leaf. The file may contain personal information such as the name of a buyer contact, a signatory on a bill of lading, or a supplier representative. We keep these files because our work depends on an accurate record, and because customs and tax rules require shipment records to be kept for a period of years.
Access to order files is limited to the desk officers who work on the transaction. When a file is shared with a forwarder, a bank or an inspection agency, we share only the documents that the recipient needs to perform its role. A stamped copy remains in our roller cabinet, and a buyer may request a copy of the file at any time.
International Transfers
United Join Trading Pte Limited operates from Hong Kong, and our buyers and suppliers are located around the world. When you send an enquiry or place an order, your information may be transferred to and processed in Hong Kong and in the countries where your suppliers, forwarders or buyers are based. Those countries may have privacy rules that differ from the rules in your own country.
Where we transfer personal information across borders, we take reasonable steps to ensure it remains protected. We share only what is needed for the transaction, we work with established service providers, and we use contractual and organisational measures to keep the information secure. If you would like to know more about the safeguards that apply to a particular transfer, please contact us using the details at the end of this policy.
Retention of Information
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Enquiries that do not lead to an order are normally kept for a short period so that we can follow up, and then removed. Order files, shipping records and accounting records are kept for the period required by tax, customs and commercial rules, which is typically several years after the transaction is complete.
When information is no longer needed, we dispose of it securely. Paper files are shredded, and digital files are deleted from our systems. Where a document must be kept for a legal reason, we retain only that document and restrict access to it.
How We Protect Information
We take the security of personal information seriously and use a combination of physical and technical measures to protect it. Our office is locked outside business hours and access is limited to staff who work at the desk. Paper order files are stored in the roller cabinet, and digital files are held on access controlled systems protected by passwords and current software updates.
No method of storage or transmission is completely secure, and we cannot promise absolute security. If we become aware of a breach that affects your personal information, we will investigate promptly and notify you and any relevant authority where the law requires it. You can help protect your information by keeping your own passwords confidential and by telling us promptly if you believe an account or a message has been compromised.
Marketing Communications
We do not send marketing messages unless you have asked to receive them. If we ever offer a newsletter or a seasonal notice about our documentation desk, we will ask for your consent first, and every message will include a simple way to stop receiving it. Withdrawing consent for marketing does not affect the messages we must send about an order you have placed, such as a document ready notice or a shipment update.
We do not sell, rent or trade personal information for marketing purposes, and we do not share your contact details with advertisers.
Your Privacy Rights
Depending on where you live, you may have rights concerning your personal information. These commonly include the right to be informed about how your information is used, the right to request access to the information we hold about you, the right to ask us to correct information that is inaccurate, and the right to ask us to delete information that we no longer need. You may also have the right to restrict or object to certain processing, to withdraw consent where consent is the basis, and to request a portable copy of the information you gave us.
To exercise a right, write to enquiries@unitedjoin.buzz or call +85296973055 and describe what you would like us to do. We will respond within the period required by applicable law and may ask you to verify your identity before we act. If we cannot meet a request, we will explain why. You also have the right to lodge a complaint with the privacy authority in your jurisdiction, and we would welcome the chance to address your concern first.
Privacy for Children
Our website and our services are intended for businesses and for adults acting in a professional capacity. We do not knowingly collect personal information from children. If you believe that a child has sent personal information to our desk, please contact us at enquiries@unitedjoin.buzz or +85296973055 and we will delete the information promptly. If we learn that we have collected information from a child without the appropriate consent, we will take reasonable steps to remove it from our records.
Third Party Websites
This website may contain links to other websites, including the websites of suppliers, forwarders or industry bodies. We are not responsible for the privacy practices or the content of those websites. When you follow a link away from our site, we encourage you to read the privacy notice of the destination site before providing any personal information. This policy applies only to information that United Join Trading Pte Limited collects through its own website and desk.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, in the services we offer or in the law. When we make a material change, we will update the date at the top of this page and, where appropriate, provide a more prominent notice. The version that is published on this page at the time you use our website or services is the version that applies. We encourage you to review this page periodically so that you always know how we handle personal information.
Continued use of our website or services after an update takes effect means that you accept the revised policy. If you do not agree with a change, please contact us to discuss your options.
How to Contact Us
If you have a question about this Privacy Policy, or if you wish to exercise a privacy right, the fastest route is to write to the desk or to call us during Hong Kong business hours.
Privacy Contact
United Join Trading Pte Limited
12/F YING KONG MANSION, 2-6 YEE WO ST
Causeway Bay, Hong Kong (HK)
Email: enquiries@unitedjoin.buzz
Phone: +85296973055
We take every privacy question seriously, and a desk officer will review your message and reply as soon as possible. If you would like a written summary of the personal information we hold about you, please say so clearly in your message so that we can prepare the response correctly.
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