PRIVACY & DATA PROTECTION POLICY

1 Commitment to Commercial Privacy & Scope

At IndoBay Global Trade Ltd. (“IndoBay”, “we”, “our”, or “us”), we understand that international trade involves highly sensitive commercial information, corporate banking credentials, proprietary commodity specifications, and cross-border logistical movements.

This Privacy Policy explains how we collect, store, process, and protect information when you visit our website (indobayglobal.com), submit a Request for Quotation (RFQ), communicate with our brokerage desk, or execute cross-border import/export contracts with us. We adhere to the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and relevant national trade confidentiality regulations.

2 Information We Collect

Depending on the nature of your interaction with IndoBay, we collect the following categories of corporate and individual data:

• Contact & Identification Data: Full name, corporate job title, business email address, WhatsApp / direct telephone numbers, company registration name, corporate address, and jurisdiction of operation.
• Trade & Logistics Specifications: Commodity category inquiries, target volume (MT / containers), preferred Incoterms (FOB, CIF, CFR, DDP), discharge seaport / airport, packaging preferences, and inspection prerequisites.
• Customs & Consignee Data: Bill of Lading (BL) details, consignee names, notify party particulars, importer tax identification numbers (VAT / EIN / GST), Certificate of Origin information, and Phytosanitary declarations required by customs authorities.
• Commercial Payment Data: Banking coordinates, Letter of Credit (LC) advising banks, SWIFT codes, and transaction reference numbers (note: sensitive credit card transactions are never stored on our web servers).
• Digital & Technical Metadata: IP address, device telemetry, browser type, referral URLs, time stamps, and cookie parameters gathered when browsing our online catalog.

3 How We Use Trade Information

We process collected data exclusively for legitimate commercial, operational, and statutory trade purposes:

• Quotation Execution: Formulating accurate proforma invoices, calculating real-time ocean freight spot rates, and assessing port handling costs.
• Contract Fulfillment: Procuring certified agricultural harvests and industrial minerals from verified suppliers, booking vessel slots with global shipping lines, and issuing export clearance certificates.
• Maritime Telematics: Providing 24/7 container temperature telemetry and vessel tracking milestones to authorized consignees.
• Statutory Compliance: Satisfying mandatory export control regulations, anti-money laundering (AML) protocols, and authorized economic operator (AEO) requirements.
• Trade Intelligence (Opt-in): Delivering weekly commodity harvest forecasts and freight corridor reports to subscribed clients.

4 Cross-Border International Data Transfers

Due to the inherently global nature of international import and export operations, data collected by IndoBay must frequently cross international borders to facilitate container berthing, vessel discharge, and customs clearance.

Where personal data originating in the European Economic Area (EEA) or UK is transferred to international service partners, IndoBay ensures adequate safeguards through Standard Contractual Clauses (SCCs) or recognized adequacy decisions.

5 Data Storage & Cyber Security Protocols

IndoBay implements multi-layered enterprise technical and organizational measures to safeguard trade documentation against unauthorized access, loss, or manipulation:

• 256-Bit SSL/TLS Encryption: All form transmissions and RFQ submissions through our website are secured via industry-standard cryptographic encryption.
• Restricted Role-Based Access: Access to commercial invoices, banking documents, and buyer dossiers is restricted solely to authorized trade brokers and maritime documentation officers.
• Redundant Cloud Architecture: Operating servers are housed in Tier-IV audited data centers with automated vulnerability scanning, biometric access controls, and DDoS mitigation.

6 Cookies & Digital Analytics

Our website uses small text files called cookies to ensure seamless navigation, preserve session filters when browsing commodities, and analyze aggregate visitor volume.

• Strictly Necessary Cookies: Required for fundamental site performance, RFQ modal functionality, and security tokens.
• Preference Cookies: Remember your selected product category preferences and measurement units.
• Analytics Cookies: Collect anonymous aggregate metrics regarding corridor inquiry volume and site interaction without identifying individual users.

You can configure your browser to block or delete cookies at any time; however, some interactive features (such as category filtering or the quick quote modal) may experience degraded performance.

7 Your Legal Data Rights

Under applicable international data protection frameworks (including GDPR, CCPA, and statutory privacy regulations), authorized corporate representatives and individuals possess the following rights:

• Right of Access: You may request a verified copy of all commercial contact records and transaction histories maintained by IndoBay.
• Right of Rectification: You may request immediate correction of inaccurate consignee particulars or company details.
• Right to Erasure (“Right to Be Forgotten”): You may request deletion of non-statutory records once trade contracts and statutory tax limitation periods have expired.
• Right to Object & Restrict Processing: You may opt-out of marketing communications or trade newsletter distributions with zero hindrance.

8 Data Retention Periods

We retain commercial trade records only for as long as necessary to fulfill the transactional contract and satisfy mandatory statutory requirements:

• Bills of Lading & Customs Clearances: Retained for a minimum of seven (7) years to comply with international maritime conventions, maritime insurance limitations, and national revenue auditing rules.
• Unconsummated RFQ Inquiries: Retained for up to twenty-four (24) months to facilitate seasonal price re-benchmarking unless deletion is requested earlier.
• Newsletter Subscriptions: Retained until the subscriber triggers the unsubscribe link.

9 Authorized Third-Party Disclosures

We disclose trade data exclusively to vetted operational partners strictly required to execute carriage:

• Ocean & Air Carriers: Scheduled container shipping lines and airlines executing physical voyage transport.
• Inspection Authorities: SGS, Bureau Veritas, or government phytosanitary inspectors conducting pre-shipment verification.
• Marine Underwriters: Lloyd's syndicate insurers issuing cargo damage covers.
• Customs & Port Authorities: Sovereign port dispatch agencies requiring mandatory Advance Cargo Declarations (ACD).

10 Data Protection Officer & Inquiries

For any questions regarding this Privacy Policy, your personal data, or to lodge an official data access request, please contact our designated Data Protection Officer: