This Privacy Policy explains how Shaanxi Hupan Zhimei Trading Co., Ltd. collects, uses, stores and protects personal information when a retail partner, supplier, visitor or applicant interacts with our wholesale trading house. The policy is written by HupanBeauty, the developer responsible for this website, on behalf of the Company, and it describes the practices that apply to our website, our trading rooms, our email correspondence and our order processing.
We keep our data practices plain and limited. We collect only what a wholesale relationship actually requires, we hold it only as long as there is a reason to hold it, and we do not sell personal information to anyone. This document is the complete statement of those commitments.
1. Who We Are
The controller of personal information described in this policy is Shaanxi Hupan Zhimei Trading Co., Ltd., a wholesale trading house registered in China. The registered and trading address of the Company is No 405 Unit 2 Building 6 Xishijiajing, 22 Xishi North Road, Lianhu District, Xian, 710000, China (CN). The Company buys handmade goods, homeware and seasonal gift lines in volume and distributes them to retail partners.
This website is maintained by HupanBeauty, the developer named in the introduction, working on behalf of the Company. The Company decides why and how personal information is used. The developer builds and maintains the technical platform, and any question about personal information should be directed to the Company using the contact details at the end of this policy.
Our contact email address is coordination@hupanbeauty.lol and our contact telephone number is +15393484749. The Company is the single point of responsibility for the information described here.
2. Scope of This Policy
This policy applies to personal information that the Company collects through this website, through email and telephone correspondence, through order processing, through trade show and market visits, and through the ordinary operation of a wholesale trading business. It also applies to information collected from suppliers, carriers, clearing agents and applicants who contact the Company.
The policy does not apply to third party websites that a visitor may reach by following a link from this site, and it does not apply to information that a partner chooses to share with another business. Each of those parties is responsible for its own privacy practices, and we encourage visitors to read the privacy notices of any service they use before sharing personal information with it.
3. Information We Collect
The categories of personal information we collect depend on the relationship. For a retail partner or a prospective buyer, we typically collect a name, a business name, a role or job title, a business email address, a business telephone number, a business address, a delivery address and the contents of any enquiry or order. For a supplier, we collect similar business contact details together with bank details needed to settle an invoice and the specifications of the goods offered.
For a visitor who sends a message through the contact form, we collect the name, email address, subject and message that the visitor chooses to provide. If a visitor telephones the Company, we may record the number, the time of the call and the notes needed to answer the question. We do not record telephone calls for marketing purposes and we do not use automated sentiment analysis on them.
Payment related information is limited to the details required to raise and settle an invoice. Where a partner pays by bank transfer, the Company receives the payment reference and the bank account name, but it does not receive or store full card numbers. Where a payment service is used, that service handles the payment instrument and the Company receives only a confirmation and a transaction reference.
We do not seek special categories of personal information, such as health information, political opinions or religious beliefs, and we ask that visitors do not include such information in a message to the Company. If such information is sent without a request, we will delete it when we become aware of it and there is no lawful reason to keep it.
4. How We Collect Information
Most personal information reaches the Company directly from the person concerned. A partner sends an enquiry through the contact form, a supplier emails a quotation, a carrier confirms a booking, or a visitor telephones the trade rooms. In these cases the person provides the information voluntarily and understands that the Company will use it to respond.
Some information is collected automatically when a browser loads a page from this website. The web server records the request in a standard log that includes the internet protocol address, the browser type, the page requested and the time of the request. This information is used to keep the site available and secure, and it is not combined with other records to build a personal profile of a visitor.
We may also receive information from a colleague of the person concerned, for example when a buyer asks a shipping department to add a delivery address to an account. In that situation we treat the information with the same care and use it only for the trade purpose for which it was shared.
5. Why We Use Personal Information
The Company uses personal information to answer enquiries, to prepare quotations, to confirm specifications, to place production orders with workshops, to inspect goods, to arrange shipping, to prepare export documents, to raise and settle invoices, and to provide after sales support to retail partners. Each of these uses is closely tied to the wholesale relationship that a person or a business has chosen to enter.
We also use personal information to keep our records accurate, to prevent fraud and misuse, to meet accounting and customs obligations, and to improve the way our trade desk works. Where we rely on a legitimate interest, we balance that interest against the rights of the person concerned and we limit the use to what the interest actually requires.
We do not use personal information for automated decision making that produces legal effects, and we do not use personal information to build advertising profiles for sale to other businesses. The wholesale relationship is the reason the information exists, and it is the boundary of how the information is used.
6. Legal Bases for Processing
Where the law requires a legal basis for processing, the Company relies on one or more of the following. First, processing is necessary to perform a contract with the person concerned or to take steps at that person request before a contract is formed, which covers quotations, orders, delivery and payment. Second, processing is necessary to comply with a legal obligation, which covers tax records, customs declarations and accounting duties.
Third, processing is necessary for the legitimate interests of the Company in running a wholesale trading business, provided those interests are not overridden by the rights of the person concerned. Fourth, the person concerned has given consent for a specific use, for example to receive a seasonal catalogue pack by email. Consent can be withdrawn at any time, and withdrawal does not affect processing that already took place on a different lawful basis.
Where a person chooses not to provide information that is necessary for a contract, the Company may be unable to prepare a quotation, confirm an order or arrange a shipment. We will explain the consequence at the point where the information is requested so that the choice is an informed one.
7. Trade Correspondence and Enquiries
When a partner sends an enquiry, the message reaches the trade desk at the Company address in Xian. The coordinator reads the enquiry, matches it to the right buying list, and replies with a sourcing note or a request for more detail. The correspondence is stored in the business mailbox so that the history of the account is available to the coordinator who handles it next.
An enquiry is held for as long as the account remains active and for a reasonable period afterwards, so that a returning partner does not have to repeat the whole conversation. If an enquiry does not lead to any trade, we normally remove it within two years unless there is a legal reason to keep it, such as a customs query or an open dispute.
8. Orders, Invoicing and Payment
Once a partner confirms an order, the Company records the specification, the quantity, the agreed price, the delivery terms and the shipping method. This record is the working file for the order and is shared internally with the buying desk, the inspection team and the export desk, each of which needs part of the record to complete its task.
Invoicing requires the business name, the billing address, a tax reference where one is used and a contact for the finance department. Settlement requires the payment reference and the bank account name. Accounting law requires the Company to keep invoices and payment records for a set number of years, and that requirement overrides any shorter retention period that would otherwise apply.
9. Shipping, Customs and Export Documents
A shipment cannot move without documents, and those documents carry business contact details and delivery addresses. The Company prepares commercial invoices, packing lists, certificates of origin and customs declarations, and shares the necessary parts with carriers, freight forwarders, clearing agents and customs authorities. Each of those parties receives only the information required for the movement of the goods.
Customs authorities may retain copies of export documents under their own rules, which are outside the control of the Company. Where a destination requires an additional certificate, the Company arranges it and shares the minimum details needed. Delivery addresses for partners are kept only as long as the account is active and are removed from routine use when an account closes.
11. Website Analytics and Server Logs
The web server keeps a standard access log that records the internet protocol address of a request, the browser type, the page requested and the time of the request. This log is used to keep the site available, to diagnose faults and to detect abusive traffic. It is retained for a short period and then deleted on a rolling basis.
If the Company measures site usage, it does so in aggregate, looking at which pages are read and which sections of content are useful. Aggregate figures do not identify a person and are not combined with enquiry records. We do not use cross site tracking to follow a visitor from this site to any other site.
13. International Transfers of Information
A wholesale trading house works across borders, so personal information may move to another country as part of an order. A delivery address may be shared with a carrier in the destination country, and a document may be lodged with a customs authority abroad. These transfers are necessary to complete the trade that the partner has asked the Company to perform.
Where personal information leaves the country in which it was collected, the Company takes steps to ensure that it remains protected. Those steps may include a contract with the receiving party, a check that the destination has adequate protection under the law, or the use of standard clauses approved for the purpose. A partner may ask the Company for more detail about a specific transfer.
14. How Long We Keep Information
The Company keeps personal information only as long as there is a reason to keep it. Enquiry records are kept while an account is active and for a short period afterwards, so that a returning partner has continuity. Order records are kept for the life of the account and then for the period required by accounting and customs law.
Invoices, payment records and export documents are kept for the full period required by tax, accounting and customs rules, which may be several years. When that period ends, the records are deleted or destroyed in a way that prevents reconstruction. We review retention on a regular basis so that information does not remain in our systems simply because it was never removed.
15. How We Protect Information
The Company protects personal information with appropriate technical and organisational measures. Access to business records is limited to the staff and coordinators who need it for their work, and access is reviewed when a role changes. Business accounts are protected with strong passwords, and sensitive files are held in systems that restrict who can open them.
Paper records, where they exist, are kept in the trade rooms and are accessible only to authorised staff. Electronic records are backed up so that an accidental loss does not destroy the trade history of a partner. If a security incident affects personal information, the Company will investigate promptly, take steps to reduce the harm, and notify the affected parties and any regulator as the law requires.
No system is perfectly secure, and the Company asks partners to take care with their own account details. If a partner believes that an account has been accessed without permission, the partner should contact the Company immediately using the details at the end of this policy.
16. Your Privacy Rights
Depending on where a person lives, the law may give that person rights over personal information. These rights commonly include the right to know what information the Company holds, the right to ask for a copy, the right to ask for a correction, the right to ask for deletion, the right to restrict or object to certain uses, and the right to ask for information in a portable form.
A person may also have the right to withdraw consent where consent is the basis for a use, and the right not to be subject to a decision made solely by automated means. To exercise a right, a person should contact the Company using the details at the end of this policy and explain what is requested. The Company will verify the request, respond within the period the law allows, and explain any reason why a request cannot be fully met.
A person who believes that a privacy right has been denied may complain to the Company first, and may also complain to the data protection authority in the relevant country. The Company would prefer the chance to resolve a concern directly, and it will cooperate with a regulator that investigates a complaint.
17. Privacy for Children
This website and the wholesale trade of the Company are intended for businesses and for adults acting in a business capacity. The Company does not knowingly collect personal information from children. If the Company learns that it holds information about a child without a lawful basis, it will delete that information promptly.
A parent or guardian who believes that a child has sent personal information to the Company should contact the Company using the details at the end of this policy. The Company will check the record, remove what should not be held, and confirm the outcome to the person who made the request.
18. Marketing and Partner Updates
The Company sends catalogue packs and seasonal updates to retail partners who have asked for them. A partner can ask to stop receiving these messages at any time, and the request is honoured without affecting the trade relationship. A simple reply to any message, or an email to the address at the end of this policy, is enough to change the preference.
The Company does not send marketing messages to a person who has not asked for them, and it does not pass business contact details to another business for that business to market its own goods. Trade updates are about the Company catalogue and the seasons that affect a partner order.
19. Third Party Links and Services
This website may link to another website, such as a carrier tracking page or a payment service, to help a partner complete a task. When a visitor follows such a link, the visitor leaves this site and the privacy notice of the other service applies. The Company does not control that notice and is not responsible for the practices described in it.
Where the Company uses a third party service to process information, it chooses a provider that offers appropriate protection and sets out the purpose in a contract. The Company remains responsible for the information it has collected and for making sure that a processor uses it only as instructed.
20. Changes to This Policy
The Company may update this policy when the way it works changes, when a new service is added, or when the law requires it. The updated policy takes effect when it is published on this page, and the date of the latest version is shown at the end of the document. A material change will be explained clearly so that a reader can see what has changed.
A partner or visitor who continues to use the website or to trade with the Company after an update confirms that the current version of the policy applies. If a person does not agree with an update, the person may contact the Company to discuss the matter before continuing the trade relationship.
21. How to Contact Us
Questions, requests and complaints about this policy or about personal information should be sent to Shaanxi Hupan Zhimei Trading Co., Ltd. at the address below. The Company aims to answer a privacy question within a reasonable period and to resolve a concern fairly.
Postal address: No 405 Unit 2 Building 6 Xishijiajing, 22 Xishi North Road, Lianhu District, Xian, 710000, China (CN). Email: coordination@hupanbeauty.lol. Telephone: +15393484749. Business hours are Monday to Friday, 09:00 to 18:00 China Standard Time, and Saturday, 09:00 to 13:00.
This policy is maintained with the support of the developer named in the introduction, HupanBeauty, on behalf of the Company. The Company remains the controller of the personal information and the party responsible for answering a privacy request.