This Privacy Policy explains how Manshang Trading Limited collects, uses, stores, shares and protects personal data in the course of running a trade paperwork desk. The policy has been prepared by the developer Metis Apex on behalf of the company and applies to this website and to the documentary work carried out from the Kwun Tong factory unit. Company name and address are set out in English above and repeated at the end of this page.
Contents
- About this policy
- Who is responsible for your data
- Scope of the policy
- Data we collect
- Where the data comes from
- Why we use personal data
- Lawful bases for processing
- Data in trade docket work
- Data collected through this website
- Cookies and similar tools
- Sharing with third parties
- International transfers
- How long we keep data
- How we protect data
- Your privacy rights
- Privacy for children
- Marketing communications
- Links to other sites
- Changes to this policy
- Questions and complaints
1. About this policy
Manshang Trading Limited is a trade paperwork desk working from a factory unit in Kwun Tong, Hong Kong. The company handles purchase orders, shipping marks, customs paper runs, supplier invoice checks, container booking aids and duty file preparations for importers, exporters, buying offices, forwarders and brokers. In doing this work, the company regularly handles business documents that contain personal information, such as the name of a buyer, the contact details of a supplier representative or the signature on a shipping instruction.
This policy describes the standards that Manshang Trading Limited applies to that information. It is written in plain English so that clients, suppliers and visitors to this website can understand what happens to personal data and what choices are available to them. The policy was drafted by the developer Metis Apex and reviewed for alignment with the documentary practices described on the services page. It should be read together with the Terms of Service, which govern the use of this website and the engagement of the desk.
The policy reflects a simple principle. Personal data should be collected only where the work requires it, used only for the purpose that justified collection, kept only for as long as the work and the applicable rules require, and protected in proportion to its sensitivity. Every section below applies that principle to a different part of the business.
2. Who is responsible for your data
Manshang Trading Limited is the organisation responsible for the personal data described in this policy. The company decides why the data is collected and how it is used in the ordinary course of its trade docket work. The registered address for privacy correspondence is Rm FTY-A(98) 1/F Union Hing Yip Fty Bldg, 20 Hing Yip St, Kwun Tong, Hong Kong - 999077, Hong Kong (HK).
Privacy questions may be sent to support@metisapex.buzz or raised by telephone on +19208047740 during business hours. The desk aims to acknowledge every privacy message within three business days and to provide a substantive response within thirty days where the request is straightforward. Where a request requires more time, for example because it touches records held by several parties, the person making the request will be told the reason and given an expected date.
Where the company acts on the instructions of a client, the client is normally the party that decides how the underlying trade data is used, and Manshang Trading Limited acts as a service provider preparing documents. In those cases the client should be approached first for matters concerning the underlying commercial relationship, while this policy continues to describe how the desk itself protects the data in its care.
3. Scope of the policy
This policy applies to personal data handled through this website, through email and telephone contact with the desk, and through the documentary work carried out for clients. It covers information about buyers, suppliers, factory contacts, forwarders, brokers, carriers and other individuals whose details appear in trade documents.
The policy does not apply to information that has been fully anonymised so that no individual can be identified, nor to business information that contains no personal data at all, such as a product code or a carton count. It also does not govern the practices of third parties, including forwarders, brokers, banks or authorities, each of which maintains its own privacy arrangements.
Some clients provide their own privacy notices to their suppliers and customers. This policy does not replace those notices. It describes the practices of Manshang Trading Limited and is intended to give a clear picture of how the desk handles personal data while it prepares, checks and hands over trade documents.
4. Data we collect
The desk collects several categories of personal data, always with the documentary task in mind. The categories are described below in general terms, and the exact details vary with the nature of each shipment and each client relationship.
Identity and contact details
Names, job titles, company names, postal addresses, email addresses and telephone numbers of buyer contacts, supplier representatives, freight forwarders and brokers. These details appear on purchase orders, invoices, packing lists and correspondence, and they are needed to route documents to the correct person.
Documentary personal data
Signatures, initials, stamps that identify a person, handwritten notes on shipping instructions and names that appear on customs entry papers. This information is part of the trade record and is handled with the same care as the documents that carry it.
Financial contact data
Names and contact details of accounts staff, bank reference information that appears on supplier invoices, and payment terms that name an individual. The desk does not collect full payment card numbers and does not process card payments through this website.
Website and correspondence data
Messages sent through the contact form, emails sent to the desk, call notes and any attachments provided in support of a docket. The desk may also receive routine technical information such as browser type and approximate region where a visitor contacts the desk through this website.
5. Where the data comes from
Most personal data reaches the desk directly from the people who use it. A buyer sends a purchase order with a contact name. A supplier returns a confirmation with the name of the person who prepared it. A forwarder sends a booking confirmation that names an operations contact. These direct sources are the most common and the most reliable.
Some data arrives indirectly. A client may provide a supplier list that already contains contact details, or a broker may forward an entry pack that includes the names of several parties. Where the desk receives personal data indirectly, it uses the data only for the purpose for which it was provided and does not add it to a separate list for unrelated use.
A small amount of data comes from public sources, for example a company registry record used to confirm a registered address, or a public trade directory used to verify a carrier reference. The desk keeps such use to a minimum and records the source where the information matters to a decision on a docket.
6. Why we use personal data
Personal data is used for a defined set of purposes, each of which is connected to the docket work described on this website. Using data outside this set requires a fresh reason and, where relevant, a fresh notification to the person concerned.
- Preparing and checking purchase orders, shipping marks, customs entry packs and duty files.
- Matching supplier invoices to orders and goods receipts and raising queries where figures differ.
- Confirming container bookings and issuing booking aids with volumes, weights and cut-off dates.
- Communicating with clients, suppliers, forwarders and brokers about the progress of a docket.
- Maintaining the master files that allow a later shipment to be compared with an earlier one.
- Responding to enquiries sent through this website, by email or by telephone.
- Keeping business records required for accounting, audit and dispute resolution.
- Meeting legal, tax, customs and regulatory obligations that apply to the company.
- Protecting the desk, its clients and its counterparties against fraud and document misuse.
- Improving the clarity of templates and working notes used in ordinary docket preparation.
The desk does not use personal data for automated decision making that produces legal effects for an individual, and it does not build profiles of individuals for advertising purposes. Where a docket includes a large volume of documents, the desk reviews them under human supervision throughout.
7. Lawful bases for processing
Manshang Trading Limited processes personal data on the basis of one or more of the following grounds, chosen according to the circumstances of the work.
Performance of a contract
Where an individual is a party to a contract with the desk, or where processing is necessary to take steps at that individual request before a contract is formed, the contract is the basis for processing. Much of the docket work for a named client falls into this category.
Legitimate interests
Where the desk prepares documents for a client and the personal data belongs to a supplier or forwarder contact, processing is normally necessary for the legitimate interests of the desk and the client in completing the trade transaction. The desk balances those interests against the privacy expectations of the individual and limits the data to what the transaction needs.
Legal obligation
Some records must be kept or shared because the law, tax rules or customs requirements demand it. Where processing is necessary to meet such an obligation, the desk will retain the minimum required and will explain the obligation if asked.
Consent
Where consent is the chosen basis, for example for an optional newsletter, the desk will ask clearly and will allow the person to withdraw consent at any time. Withdrawal does not affect processing carried out before the withdrawal took effect.
8. Data in trade docket work
The core of the business is documentary. A single shipment may pass through a purchase order, a supplier confirmation, a shipping mark sheet, a commercial invoice, a packing list, a booking aid, a customs entry pack and a duty file. Each of these documents may carry the name, signature or contact detail of an individual, and the desk handles that information as part of the document rather than as a separate asset.
Documents are kept in the order in which they were prepared, which means that a later sheet can be read against an earlier one. This helps the desk to check that a value, a quantity or a mark has not drifted between stages. It also means that personal data is retained in context, which reduces the risk of a detail being misapplied to the wrong shipment.
Where a client supplies documents that contain personal data about people the desk has no direct relationship with, the desk uses that data only for the documented purpose. The desk does not contact those individuals for marketing, does not add them to a separate contact list and does not disclose their details beyond the parties who need them to complete the docket.
When a docket is closed, the working copy is filed and the closing note records what was checked. This record may name the person who prepared or approved a document, which supports accountability and allows a later question to be answered accurately.
9. Data collected through this website
This website is a simple informational site. It does not require an account, does not sell products and does not include a payment page. The main way personal data reaches the desk through the site is the contact form, which collects a name, an email address, an optional subject and a message.
The contact form uses the email application on the visitor device to send the message to support@metisapex.buzz. The desk receives the message as ordinary email. If a visitor prefers not to use the form, the same message can be sent directly to the same address. The desk does not store form submissions in a separate database on the website server.
Server logs generated by the hosting provider may record routine technical information such as the time of a request, the page requested and a network address. These logs are used for availability and security purposes, are retained only as long as the hosting provider needs them, and are not used to build a profile of any visitor. The desk does not attempt to identify individual visitors from these logs unless a security incident requires it.
12. International transfers
Trade paperwork crosses borders by nature. A purchase order may be raised in one country, confirmed in another and cleared in a third. Personal data therefore moves with the documents, and the desk takes steps to keep that movement orderly.
Where data is transferred to a party in another jurisdiction, the desk relies on one of several safeguards. The transfer may be necessary to perform a contract with the individual or with the client. It may be covered by a written agreement that imposes privacy and security obligations on the recipient. It may be required by a customs or tax rule that applies to the shipment.
The desk keeps a record of the main recipients for each docket so that a transfer question can be answered without a search through old email. The record names the party, the country and the purpose, and it is reviewed when a new forwarder or broker is introduced.
13. How long we keep data
Retention is tied to the practical life of a trade document. A purchase order that supports a shipment may need to be read again months later when an invoice is queried, and again years later if a tax or audit question arises. The desk therefore keeps closed docket files for a defined period rather than deleting them at the end of the shipping season.
In general, trade records are kept for the period required by applicable tax and customs rules and for as long as a dispute or audit remains possible. Working correspondence that does not form part of the final record is kept for a shorter period and is removed once the docket is closed and the closing note is filed.
Website enquiries are kept for as long as needed to answer the message and to follow up on any resulting engagement. Marketing contact details, where consent has been given, are kept until consent is withdrawn or until the desk has had no contact for a reasonable period, whichever comes first.
When a retention period ends, records are deleted or securely destroyed. Where data has been aggregated so that no individual can be identified, the aggregate may be kept for planning purposes without further restriction.
14. How we protect data
The desk protects personal data with a combination of physical, organisational and technical measures. The Kwun Tong unit is a working office with controlled access, and paper dockets are kept in a defined area rather than left on open benches at the end of the day. Digital files are held in accounts that require individual credentials.
Access to a docket is limited to the people who need it to prepare, check or hand over the documents. Where a colleague is away, access is transferred deliberately and recorded, so that the protection of a file does not depend on a shared password or an informal understanding.
The desk reviews its templates and working notes regularly to remove personal data that is no longer needed. It tests the contact form and the website links after changes so that messages reach the correct mailbox. It trains team members on the handling of signatures, stamps and contact details, with particular attention to documents that are about to leave the unit.
No system is perfect. If a security incident affects personal data, the desk will assess the risk, take steps to contain it, notify affected parties where the law requires it and record what happened so that the same problem is less likely to recur.
15. Your privacy rights
Depending on where you live and on the nature of the data, you may have several rights over the personal data that the desk holds about you. These rights are exercised by making a request to the contact details in this policy, and the desk will explain any limitation that applies.
- The right to be told what personal data the desk holds and how it is used.
- The right to receive a copy of the personal data that relates to you.
- The right to ask for inaccurate data to be corrected.
- The right to ask for data to be deleted where there is no continuing reason to keep it.
- The right to ask for processing to be restricted while a question is resolved.
- The right to object to processing based on legitimate interests.
- The right to withdraw consent where consent is the basis for processing.
- The right to receive certain data in a portable format where that right applies.
- The right not to be subject to a decision based solely on automated processing.
To make a request, write to support@metisapex.buzz with enough detail for the desk to identify the docket or the correspondence concerned. The desk may ask for proof of identity where the request concerns sensitive records, and it will not charge a fee unless the request is manifestly unfounded or repetitive. If the desk cannot comply in full, it will explain why and describe any remedy that is available.
16. Privacy for children
This website and the trade docket services are intended for businesses and for adults acting in a professional capacity. The desk does not knowingly collect personal data from children and does not design any service for use by children. If a child has sent personal data to the desk, a parent or guardian may contact support@metisapex.buzz and the desk will remove the data promptly where no legal reason requires it to be kept.
Because trade documents are business records, it is unlikely that a child appears in a docket except by mistake or through a family business arrangement. In either case the desk applies the same standards described in this policy and will act on a reasonable request from a parent or guardian.
17. Marketing communications
The desk sends business updates only to people who have asked for them or who have an existing working relationship that makes a relevant update appropriate. A short note about a change to shipping cut-off dates or a new template may be sent to an active client contact on that basis, and the note will always include a way to opt out.
The desk does not buy contact lists and does not send unsolicited bulk email to addresses collected from websites or trade directories. Where consent is required for a marketing message, the desk asks for it separately and keeps a record of when and how it was given.
To stop receiving updates, reply to any message with a simple request or write to support@metisapex.buzz. The desk will remove the address from the update list promptly and will keep only the minimum record needed to honour the opt out.
18. Links to other sites
This website may link to the sites of forwarders, carriers, brokers or public registries where a visitor may need to check a reference. Those sites are operated by other organisations and have their own privacy policies. The desk does not control their content or their data practices and is not responsible for them.
Before entering personal data on another site, a visitor should read the privacy information provided there. If a link on this site is broken or points to unexpected content, the desk would welcome a short message so that the link can be corrected.
19. Changes to this policy
This policy may be updated when the desk changes a working practice, adopts a new tool or responds to a change in the rules that apply to trade records. When a change is material, the desk will update the text on this page and will make the revised version available at the same address so that clients can read it at any time.
Minor edits, such as a clarification of wording or a corrected link, may be made without a separate notice. The desk keeps a note of the date of the most recent revision so that a question about an earlier version can be answered with reference to the right text.
Continued use of the website or continued engagement of the desk after a revision indicates acceptance of the updated policy. Where a change requires consent, the desk will ask for it before applying the change to existing data.
20. Questions and complaints
Questions about this policy should be sent to support@metisapex.buzz or raised by telephone on +19208047740. Written correspondence may be addressed to Manshang Trading Limited at Rm FTY-A(98) 1/F Union Hing Yip Fty Bldg, 20 Hing Yip St, Kwun Tong, Hong Kong - 999077, Hong Kong (HK).
If you believe that personal data has been handled in a way that does not match this policy, please describe the matter in writing with as much detail as you can, including any docket reference and the date of the correspondence concerned. The desk will acknowledge the complaint, investigate the record and provide a written response. Where a correction is needed, the desk will make it and will tell you what was changed.
If you are not satisfied with the response, you may raise the matter with the privacy authority in your jurisdiction. The desk will cooperate with any lawful review and will provide the records that the authority requires.