Privacy Policy

1Information We Collect

We collect information that you voluntarily provide to us when you contact us, request a quote, place an order, or otherwise interact with our services. The categories of information we may collect include:

1.1 Personal Identification Information

• Full name and business name
• Email address and phone number (including WhatsApp number)
• Mailing address, city, state, country, and postal code
• GST/IEC/PAN numbers or other business registration identifiers
• Bank account details (only when required for invoicing purposes)

1.2 Trade and Export Documentation Data

• Product descriptions, HS codes, quantities, and unit prices
• Buyer and seller details for commercial invoices and packing lists
• Shipping terms (Incoterms), port of loading, and port of discharge
• Purchase order numbers, contract references, and shipment details
• Country of origin, certificate of origin details

1.3 Automatically Collected Information

• IP address, browser type, and operating system
• Pages visited, time spent on pages, and referring URLs
• Device identifiers and cookie data
• Geographic location data (country/city level)

1.4 Communication Data

• Messages sent via our contact form, email, or WhatsApp
• Feedback, reviews, and testimonials you provide
• Support requests and correspondence history

2How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery

• To prepare, format, and deliver export documentation including commercial invoices, packing lists, purchase orders, certificates of origin, and other trade documents
• To process your requests and communicate order status
• To verify your identity and business credentials when required
• To provide revisions and corrections to documents as requested

2.2 Business Operations

• To send invoices, receipts, and payment confirmations
• To maintain records for accounting and tax compliance
• To respond to inquiries, complaints, and support requests
• To improve our services based on feedback and usage patterns

2.3 Marketing and Communications

• To send service updates, promotional offers, and newsletters (only with your consent)
• To notify you of changes to our services, pricing, or policies
• To send reminders for pending orders or follow-up communications

2.4 Legal and Compliance

• To comply with applicable laws, regulations, and legal obligations
• To enforce our Terms of Service and other agreements
• To protect against fraud, unauthorized access, and other illegal activities
• To respond to lawful requests from government authorities

3How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

3.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website and delivering our services, including:

• Cloud storage and hosting providers (e.g., Google Drive, Dropbox) for document delivery
• Email service providers for transactional communications
• Payment processors for billing and invoicing
• Analytics providers (e.g., Google Analytics) for website performance monitoring

All service providers are contractually obligated to keep your information confidential and use it only for the purposes for which it was disclosed.

3.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order, government agency, or regulatory body).

3.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.

4Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us remember your preferences and understand how you use our site.

4.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics).
• Preference Cookies: Remember your settings and preferences for a better experience.
• Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness.

4.2 Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about cookies and how to manage them, visit www.allaboutcookies.org.

5Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted between your browser and our servers
• Secure cloud storage with access controls and audit logs
• Regular security assessments and vulnerability testing
• Employee training on data privacy and security best practices
• Two-factor authentication for internal systems access
• Regular data backups with encrypted storage

However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach, we will notify affected users as required by applicable law.

6Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Client Records: Retained for a minimum of 7 years for accounting and tax compliance purposes under Indian law (Income Tax Act, GST regulations)
• Export Documentation: Retained for a minimum of 5 years as required by DGFT (Directorate General of Foreign Trade) regulations
• Communication Records: Retained for 2 years from the date of last communication
• Website Analytics Data: Retained for 26 months (Google Analytics default)
• Marketing Data: Retained until you unsubscribe or request deletion

When your information is no longer needed, we will securely delete or anonymize it in accordance with our data retention schedule.

7Your Rights and Choices

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

7.1 Right to Access

You have the right to request a copy of the personal information we hold about you. We will provide this information within 30 days of your request.

7.2 Right to Rectification

You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

7.3 Right to Erasure

You have the right to request that we delete your personal information, subject to certain exceptions (e.g., legal obligations, ongoing business relationships).

7.4 Right to Restrict Processing

You have the right to request that we restrict the processing of your personal information in certain circumstances.

7.5 Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format.

7.6 Right to Object

You have the right to object to the processing of your personal information for direct marketing purposes at any time.

7.7 How to Exercise Your Rights

To exercise any of these rights, please contact us at exportflowai@gmail.com or call us at +91 63630 05758. We will respond to your request within 30 days.

8International Data Transfers

ExportFlow cloud is based in India and primarily serves Indian exporters and international buyers. Your information may be transferred to and processed in countries other than your country of residence, including countries that may not have the same data protection laws as your country.

When we transfer your information internationally, we take appropriate safeguards to ensure that your information receives an adequate level of protection, including:

• Using standard contractual clauses approved by relevant data protection authorities
• Ensuring that third-party service providers adhere to applicable data protection standards
• Implementing technical and organizational security measures for cross-border transfers

9Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately at exportflowai@gmail.com.

If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers promptly.

10Third-Party Links and Services

Our website may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to those third-party services. We strongly advise you to review the privacy policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. Common third-party services we may link to include WhatsApp (Meta), Google services, and payment processors.

11WhatsApp Communications

We use WhatsApp as a primary communication channel for client support and document delivery. When you contact us via WhatsApp (+91 63630 05758), please be aware that:

• WhatsApp is operated by Meta Platforms, Inc. and is subject to Meta's own privacy policy
• Messages sent via WhatsApp are end-to-end encrypted between you and us
• We may retain WhatsApp conversation records for service delivery and support purposes
• We will not share your WhatsApp number with third parties without your consent

By contacting us on WhatsApp, you consent to receiving communications from us via that platform regarding your orders and inquiries.

12Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email if the changes are material
• Post a prominent notice on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our services after any changes constitutes your acceptance of the updated policy.

13Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of India, including the Information Technology Act, 2000, the Information Technology (Amendment) Act, 2008, and the Digital Personal Data Protection Act, 2023 (DPDPA). Any disputes arising under this policy shall be subject to the exclusive jurisdiction of the courts in India.