Draft: under legal review. This page is a draft and is not final. It has not yet been checked by a lawyer, and it may change. Items marked TODO (owner) are decisions or details the business has not supplied yet.
Privacy, in plain words.
Draft 1 · prepared
This notice explains what personal data Southwest Exports collects when you use this website, why, who handles it, and what you can ask us to do. We collect only what we need to answer your enquiry. It is written to follow India's Digital Personal Data Protection Act, 2023 (the “DPDP Act”) and the rules made under it.
Who we are
For this notice, the “Data Fiduciary” (the party that decides why and how your data is used) is:
- Legal name: TODO (owner) legal name of the business
- Business constitution: TODO (owner) sole proprietorship, partnership, LLP or company
- Trading as: Southwest Exports, run by Omkar Hire
- Registered address: TODO (owner) registered address
- Based in: Nashik, Maharashtra, India
- Email: [email protected] · Phone and WhatsApp: +91 9511855778
In this notice, “you” is the person whose data it is (the “Data Principal”).
What we collect, and why
We collect nothing about you until you send us an enquiry, except the small items kept in your own browser (see Cookies and browser storage). Each item below is used only for the purpose shown. Items marked optional are optional: leaving them empty does not stop us answering you.
| Data | Required? | Why we need it |
|---|---|---|
| Full name | Required | To address you and to say who the quotation is for. |
| Email address | Required | To send you our reply and quotation. |
| Products, quantities, units, specification notes | Products and quantity required; notes optional | To prepare a quotation for what you asked for. |
| Destination country | Required | Freight, documents and terms depend on where the goods are going. |
| Destination port, preferred Incoterm, sample wanted, target timeline | Optional | To make the quotation more exact, so we ask fewer follow-up questions. |
| Company name | Optional | To address the quotation to your business, if you want that. |
| Phone or WhatsApp number | Optional | To reach you by phone or WhatsApp, only if you prefer that. |
| Message | Optional | Anything else you want us to know. |
| Record of your consent (date and time you ticked the box) | Required to send | To show that you agreed to this notice. |
We do not ask for, and you should not send us, bank details, passwords, government ID numbers or any sensitive personal data. If you write something like that in the message box we will delete it.
Our website’s service providers also receive technical data that any web service receives when you visit it, such as your IP address and browser type, in their server logs (see Who handles your data). We do not use this to identify you.
Consent, and how to withdraw it
We use your data because you give it to us for a stated purpose. Before the form can be sent you must tick a box saying you agree that we may use your data to reply to your enquiry and send a quotation. The box is never ticked for you. Consent is a clear action by you; you can still contact us by email or WhatsApp without using the form.
You can withdraw consent at any time. Email [email protected] with the subject “Withdraw consent”. Withdrawing is as easy as giving it. When you withdraw we stop using your data for the enquiry and delete it, unless a law requires us to keep it (for example records of an order we have already fulfilled). Withdrawal does not make earlier use unlawful, and it may mean we can no longer prepare or continue a quotation for you.
How we use it, and what we do not do
Only to answer your enquiry: to reply, send a quotation, arrange a sample, and follow up on that enquiry or any order that follows. We do not sell your data, we do not share it for advertising, we do not add you to a mailing list, we do not profile you, and we do not make automated decisions about you.
Your rights
Under the DPDP Act you may ask us to:
- Tell you what we hold and how we use it: a summary of your personal data we process, what we do with it, and who we have shared it with.
- Correct, complete or update data that is wrong or out of date.
- Erase your data, unless we must keep it by law.
- Withdraw consent (above).
- Hear from our Grievance Officer about any complaint (below).
- Nominate another person to exercise these rights for you if you die or cannot act for yourself.
To use a right, email [email protected]. Please write from the address you used in the enquiry so we can find your data and know the request is yours. We will not charge you. We will reply TODO (owner) the time the business commits to for a first reply, e.g. 7 days.
The law also asks you to give accurate information, not to pretend to be someone else, and not to make false or frivolous complaints.
Grievance Officer
If you are unhappy with how we handle your data, or we have not answered a request, contact our Grievance Officer first:
- Name: TODO (owner) name of the appointed Grievance Officer
- Designation: TODO (owner) designation
- Email: TODO (owner) Grievance Officer's email
- Phone: TODO (owner) Grievance Officer's phone
- Postal address: TODO (owner) postal address for grievances
Until a Grievance Officer is appointed, write to [email protected] with the subject “Grievance” and it will reach the owner, Omkar Hire.
If your complaint is not resolved, you may complain to the Data Protection Board of India, as the DPDP Act provides (after you have first used our grievance process).
How long we keep it
We keep your data only as long as the purpose needs it, then delete it, unless a law requires us to keep it longer.
- Enquiries that do not become an order: TODO (owner) how long, e.g. 12 months after the last message (owner to confirm), then deleted.
- Orders (invoices, packing lists, correspondence): TODO (owner) how long tax and export records must be kept (CA to confirm).
- The form draft in your browser: until you send the form or close the tab.
- Anything you ask us to erase or withdraw consent for: deleted as soon as we can, unless a law requires us to keep it.
Who handles your data
We do not run our own database of enquiries. We use these service providers (“processors”) to run the website and receive your form. They may handle data outside India. We do not sell your data to anyone.
| Who | What they do | What they receive |
|---|---|---|
| Web3Forms | Delivers the enquiry form to our email inbox. | Everything you type into the form, and technical data such as your IP address. |
| Email provider (Google, Gmail) | Stores the enquiry email and our replies. | The enquiry email and our correspondence with you. |
| Cloudflare | Hosts this website, protects it from abuse, and may count visits without cookies if we switch on its analytics. | Technical data from your visit (IP address, pages requested). It does not receive the form. |
| WhatsApp (Meta) | Only if you choose to message us there. | Your phone number and messages, under WhatsApp’s own policy. |
| OpenStreetMap | Only if you click “Open in maps” on the contact page. | Your IP address when you open their site. Nothing loads from them otherwise. |
We may also disclose data if a law, court or authority requires it. If our business changes hands, your enquiry data would stay protected by this notice.
How we protect it
- The website is served over HTTPS, and the form is sent to Web3Forms over an encrypted connection.
- The site has no database of its own: enquiries exist as emails in our inbox, and we limit who can open that inbox.
- The site stops third-party scripts from running on it, and it loads nothing from advertisers or social networks.
- We ask only for what we need, so there is less to lose.
If something goes wrong. If a personal data breach affects your data, we will tell you and the Data Protection Board of India as the law requires, and tell you what happened and what you can do. We will do this TODO (owner) within the period the DPDP Rules require (lawyer to confirm).
Children
This website is for businesses and is not aimed at children. Under the DPDP Act a child is anyone under 18. We do not knowingly collect data from children, and we do not track or target them. If you think a child has sent us data, email [email protected] and we will delete it.
What stays on your device
The site keeps three small items in your browser so it works: your enquiry basket, a draft of the form you are filling in, and a note that you have seen the opening animation. We set no cookies. Details and how to clear them are on the Cookies page.
Changes to this notice
If we change how we handle personal data we will update this page, its version and its date. If the change affects what you agreed to, we will ask you again before using your data in the new way.