Privacy Policy
Last updated: April 2025 · Effective immediately
Your privacy matters to us. This policy explains what personal data we collect, why we collect it, and how it is used. We comply with Japanese privacy law (Act on the Protection of Personal Information — APPI) and respect applicable international data protection standards including GDPR. HR Trading Pvt Ltd is committed to protecting your data with the highest security standards.
1. Introduction
HR Trading Pvt Ltd ("we", "us", or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you interact with us through our website, email, or any other channel. By using our services, you consent to the practices described in this Policy. If you do not agree, please refrain from using our website or services.
2. Information We Collect
We may collect the following types of personal information: Personal Identification: • Full name, company name (if applicable) • Email address, phone number, WhatsApp number • Postal address, city, and country Transaction & Commercial Data: • Vehicle purchase enquiries and orders • Payment records and bank transfer references • Proforma Invoices and correspondence Technical Data: • IP address and browser type when visiting our website • Pages visited, time spent, and referral source (via cookies/analytics) • Device information Communication Data: • Email correspondence, WhatsApp messages, and enquiry form submissions
3. How We Use Your Information
We use the information we collect for the following purposes: • To process vehicle purchase enquiries and transactions • To prepare and issue Proforma Invoices and shipping documents • To communicate with you about your order status, shipment updates, and payments • To verify your identity and prevent fraud • To comply with Japanese export regulations and international trade laws • To improve our website and services • To send you promotional material (only if you have opted in) • To respond to enquiries, complaints, and legal requests
4. Legal Basis for Processing (GDPR)
For customers in the European Economic Area (EEA) and other jurisdictions with similar legislation: • Contractual Necessity: Processing is required to perform the contract of sale (vehicle purchase, shipping, documentation). • Legal Obligation: We may be required to retain certain records under Japanese law and international trade regulations. • Legitimate Interests: We process data to improve our services, prevent fraud, and maintain business records. • Consent: For marketing communications, we rely on your explicit consent.
5. Data Sharing & Disclosure
We do not sell, rent, or trade your personal data. We may share your information with: • Shipping lines and freight forwarders (to arrange vehicle shipment) • Japanese auction houses (for vehicle sourcing documentation) • Port and customs agents (for export/import compliance) • Banking institutions (for payment processing) • Professional advisers (lawyers, accountants) under confidentiality obligations • Government authorities (where required by law) All third parties are required to handle your data securely and only for the specified purpose.
6. International Data Transfers
As an international vehicle exporter, we transfer data across borders. We take steps to ensure adequate protection is in place, including: • Using standard contractual clauses where required • Only sharing data with trusted, reputable service providers • Transferring only the minimum data necessary for the transaction By purchasing from us, you acknowledge that your data may be transferred to, stored in, and processed in Japan and other countries.
7. Data Retention
We retain personal data for as long as necessary to: • Fulfil the purpose for which it was collected • Comply with Japanese legal and accounting requirements (typically 7 years for financial records) • Resolve disputes and enforce agreements Once data is no longer required, it is securely deleted or anonymised.
8. Cookies & Website Analytics
Our website may use cookies and similar technologies to: • Remember your preferences and settings • Analyse website traffic and usage patterns (e.g., Google Analytics) • Improve website functionality and user experience You can manage cookie preferences through your browser settings. Disabling cookies may affect some website features.
9. Your Rights
Depending on your location, you may have the following rights regarding your personal data: • Access: Request a copy of the personal data we hold about you. • Correction: Request correction of inaccurate or incomplete data. • Deletion: Request deletion of your personal data (subject to legal retention obligations). • Restriction: Request that we restrict processing of your data in certain circumstances. • Portability: Request that we provide your data in a portable format. • Objection: Object to processing based on legitimate interests. • Withdraw Consent: Withdraw consent for marketing communications at any time. To exercise any of these rights, please contact us at: info@hrtradingco.jp
10. Security
We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These include: • Encrypted data storage and transmission (SSL/TLS) • Access controls limiting data to authorised personnel only • Regular security reviews and staff training • Secure deletion procedures for data no longer required Despite our efforts, no system is completely secure. We cannot guarantee absolute security of data transmitted over the internet.
11. Third-Party Links
Our website may contain links to third-party websites (e.g., Japanese auction platforms, shipping lines). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies separately.
12. Children's Privacy
Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have inadvertently collected data from a minor, we will delete it promptly.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be published on our website with a revised "Last Updated" date. We encourage you to review this Policy periodically.
14. Contact & Data Controller
For any privacy-related questions, requests, or complaints, please contact: Data Controller: HR Trading Pvt Ltd Address: 203, 853-15 Tokaichibacho, Midori Ward, Yokohama, Kanagawa 226-0025, Japan Email: info@hrtradingco.jp Phone: +81 90-3207-2018 WhatsApp: +81 90-3207-2018 We will respond to all requests within 30 days.
© 2026 HR Trading Pvt Ltd All rights reserved.