This Privacy Policy describes the way Netherlands Huopusidun Oil (China) Limited handles personal information. The policy is maintained by the developer Huopusidun Oil on behalf of the company, and it applies to the website at thirtyseventech.autos and to the dispatch work carried out by the company. Netherlands Huopusidun Oil (China) Limited is a tanker dispatch business that runs cargo logs, gauge readings and berth plans from its office in Kwai Chung, Hong Kong. We take the protection of personal information seriously because the people who deal with us trust us with details that belong to them alone. This document sets out what we collect, why we collect it, how long we keep it and what you can ask us to do with it. Please read it before you send us information through the website, by email or by telephone.
1. Introduction
Netherlands Huopusidun Oil (China) Limited respects the privacy of every person who visits this website, sends an email to our dispatch desk or works with us on a tanker move. This policy is written in plain English so that a reader without a legal background can understand it. Where a term has a technical meaning in data protection law we explain it in ordinary words the first time it appears.
The company is responsible for the personal information described in this policy. That means the company decides why the information is collected and how it is used, and the company answers for the way it is stored and shared. The developer Huopusidun Oil maintains the technical systems behind the website and supports the company in keeping this policy accurate and current.
This policy does not cover the practices of other organisations. If you reach our website through a search engine, a social network or another service, that service will have its own privacy terms, and those terms apply to the information it collects about you. We encourage you to read them where you can.
2. Scope of This Policy
This policy applies to personal information collected through the public website at thirtyseventech.autos, through email sent to dispatch@thirtyseventech.autos, through telephone calls to +14754728843 and through the ordinary course of dispatch work carried out by the company. It also applies to information collected during enquiries, quotations, charter review rounds and the delivery of dispatch services.
The policy does not apply to information that has been fully anonymised so that no person can be identified from it. It also does not apply to information held by a client or a partner in its own systems, because those systems sit outside the control of the company. Where the company processes information on behalf of a client as part of a dispatch service, the arrangement between the company and the client governs that processing in addition to this policy.
3. Information We Collect
We collect only the information that is needed to answer an enquiry, prepare a dispatch plan or fulfil a service. The categories of information we may hold are set out below.
Identity and contact information
This includes a name, a job title, a company name, an email address, a telephone number and a postal address. We need this information to reply to you and to prepare the documents that a dispatch service requires.
Enquiry and correspondence information
When you send a message through the contact form, by email or by telephone, we keep a record of the conversation. That record may include the subject of the enquiry, the vessel or berth you mentioned and any attachments you chose to send.
Dispatch and service information
In the course of dispatch work we may hold information that relates to a named individual, such as the person on watch, the contact at a terminal or the signatory of a charter review round. This information is held because the service cannot be delivered without it.
Technical information
When you visit the website our hosting provider may record a small amount of technical information, such as the type of browser you use, the date and time of your visit and the pages you requested. This information is used to keep the website working and to understand which pages are useful. It is not used to build a profile of you as an individual.
4. How Information Is Collected
Most of the information we hold reaches us directly from you. You provide it when you complete the contact form, when you write to dispatch@thirtyseventech.autos, when you call +14754728843 or when you speak with a dispatcher about a tanker move. In each case you choose what to share, and you can ask us what happens to it.
Some information reaches us from the organisations you work with. A client may introduce you as the contact for a berth, a terminal may pass on the name of a shift supervisor, or a chartering partner may share the name of a representative. We collect this information because it is necessary to coordinate a move and we treat it with the same care as information you send directly.
A small amount of technical information is collected automatically when your browser requests a page. This happens through the ordinary operation of the web and does not require any action from you. We do not use it to identify you and we do not combine it with other information to create a personal profile.
5. Purposes of Processing
We process personal information for a limited number of purposes, and each of them is connected to the dispatch work of the company. The main purposes are listed below.
- To reply to enquiries and to provide information about our tanker dispatch services.
- To prepare berth plans, cargo logs, gauge reading schedules and charter review notes.
- To deliver the services you or your organisation have asked us to provide.
- To keep accurate records of dispatch work for safety, quality and audit purposes.
- To meet legal, regulatory and accounting obligations that apply to the company.
- To improve the website and to understand which pages visitors find useful.
- To protect the company, our clients and our staff from fraud and misuse.
We do not sell personal information and we do not use it for purposes that are unrelated to the work described above. If we ever wish to use information for a new purpose we will tell you first and, where the law requires it, we will ask for your agreement.
6. Legal Basis for Processing
Data protection law requires every organisation to point to a lawful reason for processing personal information. The company relies on the following reasons.
Performance of an agreement
Where you or your organisation has asked us to provide a dispatch service, we process the information that is necessary to deliver it. This includes the contact details of the people who coordinate the move and the records that show what was done.
Legitimate interests
We have a legitimate interest in running a safe and reliable dispatch business. That interest covers replying to enquiries, keeping accurate records and protecting the company from fraud. When we rely on this reason we make sure your interests and rights are taken into account and we do not use the information in ways you would find surprising.
Legal obligation
Some information must be kept because the law says so. This covers accounting records, safety records and any record that a regulator or a court may require. We keep only what the law asks for and we keep it no longer than the law allows.
Consent
Where we ask for your agreement, for example to send you occasional updates about our work, we rely on your consent. You can withdraw that consent at any time by writing to dispatch@thirtyseventech.autos and we will stop the activity that depended on it.
7. Dispatch and Cargo Records
Dispatch records are the heart of the work of Netherlands Huopusidun Oil (China) Limited. A cargo log bay holds a written account of a tanker move, and a gauge reading run holds the figures that confirm it. These records sometimes contain the name of the person who took a reading or who stood watch. We keep that name because it makes the record reliable and because safety depends on knowing who did what.
We treat dispatch records as confidential business information. Access is limited to the dispatchers and managers who need it to deliver the service and to answer a question about a move. We do not share a dispatch record with a third party except where the client has asked us to or where the law requires us to. When a record no longer needs to be kept for a service it is removed according to the retention rules described in this policy.
9. Data Retention
We keep personal information only for as long as we need it. The period depends on the type of information and the reason it was collected.
- Enquiry correspondence is kept for as long as it takes to resolve the question and for a short period afterwards, in case you write again about the same matter.
- Dispatch and service records are kept for the period required by the agreement with the client and for the period required by law for safety and accounting purposes.
- Technical information collected by the website is kept for a short period and is then deleted or anonymised.
- Marketing contact details are kept until you ask us to stop sending updates.
When a retention period ends we delete the information or make it anonymous so that it can no longer be linked to a person. If a legal hold applies to a record we keep it until the hold is lifted, and then we return to the ordinary retention rules.
10. Security Measures
We take the security of personal information seriously and we use a range of measures to protect it. Access to our systems is limited to people who need it for their work, and those people are trained to handle information carefully. Passwords are required on all accounts and are changed when there is any reason to think they may have been exposed.
Our office in Kwai Chung controls physical access to paper records and to the devices that hold electronic records. Paper records are kept in locked storage and are shredded when they are no longer needed. Electronic records are stored on systems that are kept up to date with security fixes and that are backed up so that work can continue after an incident.
No system is perfectly secure, and we cannot promise that a breach will never happen. We can promise that we have planned for one. If we become aware of a breach that affects your personal information we will investigate it, take steps to reduce the harm and notify you and the relevant authority where the law requires it.
11. International Transfers
The company is based in Hong Kong and the website is available to visitors in many countries. If you contact us from outside Hong Kong, the information you send will be transferred to Hong Kong and will be handled under the laws that apply there.
Where we use a service provider that holds information outside Hong Kong, we take steps to make sure the information receives a level of protection that is appropriate for the sensitivity of the data. Those steps may include written terms that require the provider to protect the information and to act only on our instructions. We do not transfer personal information to a country where we believe it would be at risk.
12. Your Rights
You have rights over the personal information that the company holds about you. The main rights are set out below. To use any of them, write to dispatch@thirtyseventech.autos and tell us what you would like us to do.
Right of access
You can ask for a copy of the personal information we hold about you and for an explanation of how it is used, who it is shared with and how long it is kept.
Right to correction
If information we hold about you is wrong or incomplete, you can ask us to correct it. We will make the change and, where the information has been shared, we will tell the recipient about the correction.
Right to erasure
You can ask us to delete personal information when it is no longer needed for the purpose it was collected or when you have withdrawn consent and there is no other lawful reason to keep it. There are some situations where we must keep information, for example where the law requires a safety or accounting record, and in those cases we will explain why.
Right to restriction
You can ask us to pause the use of your information while a question about it is resolved. During that time we will keep the information but we will not use it for the ordinary purposes of the business.
Right to object
You can object to processing that the company carries out on the basis of its legitimate interests. If you object we will stop unless we can show that we have a compelling reason to continue that outweighs your interests.
Right to portability
Where we process information on the basis of consent or an agreement and where the processing is automated, you can ask for a copy of the information in a format that can be moved to another organisation.
We answer a request within one month. If the request is complex we may extend that period, and if we do we will tell you why and when we expect to reply. We do not charge a fee for ordinary requests, though we may charge for a request that is clearly excessive.
14. Privacy for Children
The website and the services of Netherlands Huopusidun Oil (China) Limited are intended for businesses and adults who take part in tanker dispatch. They are not directed at children, and we do not knowingly collect personal information from a child.
If you believe that a child has sent personal information to the company, please write to dispatch@thirtyseventech.autos and tell us what you know. We will check the matter and, where we find that information from a child is held, we will delete it as quickly as we can. If we discover that a child has contacted us directly we will close the conversation and delete the record unless the law requires us to keep it.
15. Marketing Communications
We would like to keep in touch with the people who use our dispatch services, but only when they are happy to hear from us. If you agree to receive updates we will send occasional notes about our work, the services we offer and any change that may affect your vessel or your berth.
Every message we send includes a simple way to stop receiving further notes. You can use that link or write to dispatch@thirtyseventech.autos and ask us to remove you from the list. We act on the request quickly and we keep a small record of the request so that we do not send to you again by mistake.
We do not share marketing contact details with a third party and we do not buy a contact list from an outside supplier. Our updates are sent only to people who have shown an interest in our work.
16. Third Party Websites
This website may contain a link to another website, for example the site of a client, a terminal or a professional body. When you follow a link you leave our site, and the privacy terms of the other organisation apply to what happens next.
We check the links we publish and we try to link only to sites we believe are trustworthy. We cannot control the content of another site or the way it handles personal information, and we cannot accept responsibility for those practices. We encourage you to read the privacy terms of a site before you share information with it.
17. Changes to This Policy
We review this policy from time to time so that it stays accurate and continues to reflect the way the company works. When we make a change we update the date at the top of the page so that you can see when the policy was last reviewed.
If a change is important, for example if we begin to use personal information for a new purpose, we will tell you directly where we can. We will also keep the previous version of the policy on file so that a reader can see what the terms were at an earlier date. Continued use of the website after a change means that you accept the updated policy, though you can always object to a change by writing to dispatch@thirtyseventech.autos.
18. Complaints and Supervisory Bodies
If you are unhappy with the way the company has handled personal information, we would like the chance to put things right. Please write to dispatch@thirtyseventech.autos, describe the problem and tell us what outcome you would like. We will look into the matter and reply as quickly as we can, and we will explain what we found.
If you are not satisfied with our reply you may raise the matter with the data protection authority in Hong Kong or with the supervisory body in your own country. You do not need our permission to do so, and contacting a regulator will not affect the service we provide to you.
19. How to Contact Us
Ask us anything you like about this policy and we will answer in plain words. You can reach the company by email, by telephone or by post using the details below.
Rm B02 2/F Hoover Indl Bldg, 26-38 Kwai Cheong Rd, Kwai Chung, Hong Kong (HK)
Email: dispatch@thirtyseventech.autos
Phone: +14754728843
We keep this policy under regular review and we are glad to explain any part of it. Thank you for taking the time to read how Netherlands Huopusidun Oil (China) Limited protects the information you share with us.