Privacy Policy

This Privacy Policy describes how PromptEx Global Trading Ltd (“PromptEx”, “we”, “us”, or “our”) collects, uses, stores and protects personal information when you visit or interact with our website www.promptextrade.com (the “Site”) or use our import/export trading services (the “Services”).

We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Data Controller: PromptEx Global Trading Ltd, a company registered in England & Wales under company number 16809820, with registered office at 5 Landbeach, Welwyn Garden City, England, AL7 2QB, United Kingdom.

For any privacy-related queries, contact us at trade@promptextrade.com.

2. Information we collect

We collect the following categories of personal information:

2.1 Information you give us directly

• Contact details: name, company name, email address, phone number, country
• Quote requests: product enquiry details, quantity, destination port, incoterms, delivery preferences
• Correspondence: messages you send via email, WhatsApp or our website contact form
• Marketing preferences: newsletter subscription email address

2.2 Information collected automatically

• Technical data: IP address, browser type & version, device information, operating system, referring URL
• Usage data: pages visited, time spent, click patterns (via Google Analytics if enabled)
• Cookies & similar technologies: see our Cookie Policy

3. How we use your information

We process your personal data for the following purposes and lawful bases:

• To respond to quote requests and enquiries — lawful basis: performance of a contract and legitimate interests
• To provide our import/export services — lawful basis: performance of a contract
• To send transactional emails (quote confirmations, order updates) — lawful basis: performance of a contract
• To send marketing communications (only if you have subscribed) — lawful basis: consent; you can unsubscribe at any time
• To improve our website and services — lawful basis: legitimate interests
• To comply with legal obligations (accounting records, HMRC, customs authorities) — lawful basis: legal obligation

4. How long we keep your data

• Quote requests & enquiries: 3 years from last contact, then archived or deleted
• Customer transaction records: 6 years (UK statutory retention for accounting)
• Newsletter subscribers: until you unsubscribe
• Website analytics: 14 months (Google Analytics default)

5. Who we share your data with

We only share your data with trusted third parties who help us operate our business, and only to the minimum extent necessary:

• Email delivery: Resend (transactional email service, GDPR compliant, EU region)
• Mailbox provider: Zoho Mail (EU data centre)
• Hosting: Emergent / Cloudflare
• Analytics: Google Analytics 4 (if enabled — IP anonymised)
• Suppliers, freight forwarders & customs brokers: only as necessary to fulfil your specific order
• UK tax authorities (HMRC) and customs: where legally required

We never sell your personal data to third parties.

6. International transfers

To provide our services, we may transfer your personal data outside the UK/EEA — for example, to suppliers, freight forwarders or customs offices in India, UAE and destination countries. Any such transfer is protected by:

• Standard Contractual Clauses (SCCs) approved by the UK ICO or European Commission, or
• An adequacy decision by the UK government, or
• Explicit consent where appropriate

7. Your rights under UK GDPR

You have the following rights regarding your personal data. You can exercise any of these by emailing trade@promptextrade.com:

• Right of access — request a copy of the data we hold on you
• Right to rectification — correct inaccurate data
• Right to erasure (“right to be forgotten”) — request deletion, subject to legal retention obligations
• Right to restrict processing — pause our use of your data
• Right to data portability — receive your data in a machine-readable format
• Right to object — including to direct marketing
• Right to withdraw consent — where processing is based on consent

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

8. Security

We use appropriate technical and organisational measures to protect your data, including:

• TLS/SSL encryption for all data in transit (HTTPS enforced site-wide)
• Encrypted database storage
• Access controls — only authorised staff can access customer data
• Regular security reviews of our systems and third-party processors
• Multi-factor authentication on business-critical accounts

9. Children’s privacy

Our Services are directed at businesses and are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be highlighted at the top of this page. The “Last updated” date above indicates when this policy was last revised.

11. Contact us

Questions, requests or complaints about how we handle your personal data can be sent to trade@promptextrade.com or by post to our registered office above.