Privacy Policy
IMPORTANT NOTICE: This Privacy Policy (“Policy”) explains how MOTORS IN CHINA (“Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal and business information in connection with our website (motors-in-china.com), vehicle export services, and B2B relationships. This Policy applies to dealers, distributors, fleet buyers, government and corporate clients, individual importers, website visitors, and other individuals whose information we process in the course of our international automotive export operations.
By accessing our website, submitting an inquiry, placing an order, or otherwise engaging with MOTORS IN CHINA, you acknowledge that you have read and understood this Policy and consent to the practices described herein. If you do not agree, please do not provide personal information or use our services.
1. SCOPE AND APPLICABILITY
1.1 This Policy applies to all personal information processed by MOTORS IN CHINA in connection with:
- Our website, motors-in-china.com, and any related digital platforms;
- Vehicle inquiries, quotations, orders, and export transactions;
- Customer support, after-sales services, and dealer partnership programs;
- Marketing communications, events, and business development activities;
- Compliance with export controls, sanctions screening, and regulatory obligations.
1.2 B2B Context: Much of the information we process relates to business contacts acting in their professional capacity (for example, procurement managers, dealership owners, fleet operators). Where such information identifies an individual, it is treated as personal information under applicable data protection laws.
1.3 Corporate Information: Information that relates solely to a legal entity (for example, company registration number, business address, tax identification) and does not identify an individual is not considered personal information under this Policy, though we apply appropriate safeguards to all confidential business data.
2. INFORMATION WE COLLECT
2.1 Information You Provide Directly:
- Contact Information: Name, job title, business email address, phone number, business address, and preferred language.
- Business Verification Information: Company registration documents, import/export licenses, tax certificates, bank account details for payment processing, and authorized signatory identification.
- Transaction Information: Vehicle specifications, order quantities, destination ports, shipping instructions, Incoterms preferences, and inspection requirements.
- Communication Records: Copies of emails, inquiry forms, chat transcripts, call notes, and meeting summaries related to your engagement with us.
- Compliance Documentation: Copies of identification, proof of address, sanctions screening declarations, and end-user certificates required for export control compliance.
2.2 Information Collected Automatically:
- Technical Data: IP address, browser type and version, device identifiers, operating system, time zone settings, and login information.
- Usage Data: Pages visited, time spent on site, clickstream patterns, download activity, and referral sources via website analytics tools.
- Cookie Data: Information collected through cookies, web beacons, and similar tracking technologies as described in Section 10.
2.3 Information from Third Parties:
- Business Partners: Information received from OEM manufacturers, freight forwarders, customs brokers, or inspection agencies necessary to fulfill your order.
- Public Sources: Business registration databases, trade directories, sanctions lists, and publicly available professional profiles (for example, LinkedIn) for verification and compliance purposes.
- Referral Sources: Contact information provided by existing clients or partners who refer your business to us, subject to applicable consent requirements.
3. HOW WE USE YOUR INFORMATION
3.1 Primary Business Purposes:
- Order Processing: To receive, confirm, and fulfill vehicle export orders, including preparation of export documentation, coordination of inspections, and arrangement of logistics.
- Compliance and Due Diligence: To verify your identity and business credentials, screen against sanctions and restricted party lists, and ensure compliance with Chinese export controls and destination-country import regulations.
- Communication: To respond to inquiries, provide quotations, share order updates, coordinate shipping details, and deliver after-sales support.
- Payment Processing: To process deposits and balance payments, reconcile accounts, issue invoices, and manage financial records in accordance with accounting and tax obligations.
- Service Improvement: To analyze website usage, evaluate service performance, and enhance our digital platforms and operational processes.
3.2 Secondary and Optional Purposes:
- Marketing Communications: To send newsletters, product updates, promotional offers, and event invitations relevant to your business interests. You may opt out at any time as described in Section 9.
- Business Development: To identify potential partnership opportunities, conduct market research, and develop new services tailored to emerging market needs.
- Legal Protection: To enforce our Terms of Service, protect our rights and property, investigate potential fraud or security incidents, and comply with legal obligations.
3.3 Automated Decision-Making: We do not use personal information to make solely automated decisions that produce legal or similarly significant effects concerning individuals. Any creditworthiness, sanctions screening, or compliance assessments involve meaningful human review.
4. LEGAL BASIS FOR PROCESSING (GDPR AND INTERNATIONAL FRAMEWORKS)
To the extent that processing activities are subject to the European Union General Data Protection Regulation (GDPR), the United Kingdom GDPR, or similar frameworks, we rely on the following legal bases:
4.1 Contractual Necessity: Processing is necessary to perform our obligations under a contract with you or to take steps at your request prior to entering into a contract (for example, preparing quotations, processing orders, arranging shipments).
4.2 Legal Obligation: Processing is necessary to comply with applicable laws and regulations, including export control laws, anti-money laundering requirements, sanctions screening obligations, and tax reporting duties.
4.3 Legitimate Interests: Processing is necessary for our legitimate interests in operating a secure, efficient, and compliant international business, provided that such interests are not overridden by your rights and freedoms. Examples include fraud prevention, network security, direct marketing to existing business contacts, and service improvement analytics.
4.4 Consent: For specific processing activities not covered above (for example, certain marketing communications to individual recipients in jurisdictions requiring opt-in consent), we will seek your explicit consent. You may withdraw consent at any time without affecting the lawfulness of prior processing.
5. INFORMATION SHARING AND DISCLOSURE
5.1 Service Providers and Processors: We engage trusted third-party service providers to support our operations. These parties process personal information only on our instructions and under contractual obligations to protect confidentiality and security. Categories include:
- Logistics and Freight Partners: For shipping coordination, customs documentation, and cargo tracking.
- Payment Processors and Financial Institutions: For secure transaction processing and bank transfers.
- IT and Cloud Services: For website hosting, data storage, cybersecurity, and technical support.
- Compliance and Verification Services: For sanctions screening, identity verification, and export license processing.
- Professional Advisors: Legal counsel, auditors, and consultants bound by confidentiality obligations.
5.2 OEM Manufacturers and Authorized Partners: To fulfill vehicle orders and warranty obligations, we share necessary order and contact information with original equipment manufacturers and their authorized regional representatives. Such sharing is limited to information required for production allocation, export certification, and after-sales support.
5.3 Legal and Regulatory Disclosures: We may disclose personal information if required to do so by law, regulation, court order, or governmental authority in China or other jurisdictions where we operate. This includes disclosures to customs authorities, export control agencies, tax authorities, and law enforcement where legally mandated.
5.4 Business Transfers: In the event of a merger, acquisition, reorganization, or sale of assets, personal information may be transferred as part of the business assets. Any successor entity will be bound by confidentiality obligations consistent with this Policy, and we will provide notice of material changes where required by law.
5.5 Aggregated and De-Identified Data: We may share aggregated, anonymized, or de-identified data that cannot reasonably be used to identify individuals for purposes of market analysis, industry reporting, or business intelligence.
6. INTERNATIONAL DATA TRANSFERS
6.1 Cross-Border Nature of Our Operations: As a global automotive export company, we routinely transfer personal information across international borders to facilitate vehicle transactions, comply with export regulations, and provide coordinated services. Data may be transferred from China to destinations including Africa, the Middle East, Asia, Latin America, and Eastern Europe.
6.2 Transfer Safeguards: Where personal information is transferred from jurisdictions with specific data transfer requirements (for example, the European Economic Area or United Kingdom) to countries not deemed to provide an adequate level of protection, we implement appropriate safeguards, which may include:
- Standard Contractual Clauses approved by relevant data protection authorities;
- Binding Corporate Rules for intra-group transfers (where applicable);
- Explicit consent for specific transfers, where permitted and appropriate;
- Additional technical and organizational measures to protect data in transit and at rest.
6.3 China Personal Information Protection Law (PIPL) Compliance: For transfers of personal information out of the People’s Republic of China, we comply with applicable PIPL requirements, which may include security assessments, standard contract filings, or certification mechanisms as required by Chinese regulatory authorities.
7. DATA RETENTION
7.1 Retention Principles: We retain personal information only for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.
7.2 Specific Retention Periods:
- Transaction Records: Order documentation, payment records, and export documentation are retained for a minimum of seven (7) years to comply with accounting, tax, and trade compliance obligations.
- Business Contact Information: Contact details for active clients and partners are retained for the duration of the commercial relationship and for three (3) years thereafter for potential re-engagement, unless deletion is requested.
- Website Analytics Data: Aggregated usage data is retained for up to twenty-six (26) months; individual session data is anonymized or deleted after twelve (12) months.
- Compliance Screening Records: Sanctions screening logs and due diligence documentation are retained for five (5) years following the conclusion of the relevant transaction or relationship.
7.3 Deletion and Anonymization: Upon expiration of the applicable retention period, or upon valid request under Section 9, we securely delete or anonymize personal information so that it can no longer be associated with an identified or identifiable individual.
8. DATA SECURITY MEASURES
8.1 Technical Safeguards: We implement industry-standard technical measures to protect personal information against unauthorized access, alteration, disclosure, or destruction, including:
- Encryption of data in transit using TLS/SSL protocols;
- Access controls, multi-factor authentication, and role-based permissions for internal systems;
- Regular security assessments, vulnerability scanning, and penetration testing;
- Secure cloud infrastructure with geographic redundancy and backup procedures.
8.2 Organizational Safeguards:
- Employee training on data protection, confidentiality, and secure handling practices;
- Confidentiality agreements and access limitations for staff and contractors;
- Incident response procedures to detect, contain, and report data security events;
- Regular review and updating of security policies and controls.
8.3 Limitations: While we strive to use commercially acceptable means to protect your information, no method of electronic transmission or storage is 100 percent secure. We cannot guarantee absolute security, and you acknowledge that you provide information at your own risk.
9. YOUR RIGHTS AND CHOICES
9.1 Rights Applicable to Individuals: Subject to applicable law and certain exemptions, individuals may have the right to:
- Access: Request confirmation of whether we process your personal information and obtain a copy of that information.
- Correction: Request correction of inaccurate or incomplete personal information.
- Deletion: Request deletion of personal information where it is no longer necessary for the purposes collected, consent is withdrawn, or processing is unlawful.
- Portability: Receive your personal information in a structured, commonly used, machine-readable format and transmit it to another controller, where technically feasible.
- Objection: Object to processing based on legitimate interests or for direct marketing purposes.
- Restriction: Request restriction of processing while accuracy is verified or objections are considered.
- Withdraw Consent: Withdraw previously given consent for consent-based processing at any time.
9.2 Exercising Your Rights: To submit a request regarding your personal information, please contact us at sales@motors-in-china.com with the subject line “Privacy Rights Request.” We may request additional information to verify your identity and locate your records. We respond to valid requests within thirty (30) days, or as otherwise required by applicable law.
9.3 B2B Considerations: Where personal information relates to a business contact acting in a professional capacity, certain rights (for example, deletion) may be limited where retention is necessary for contractual performance, legal compliance, or legitimate business interests. We will explain any such limitations when responding to your request.
9.4 Marketing Preferences: You may opt out of receiving marketing communications at any time by:
- Clicking the “unsubscribe” link in any marketing email;
- Replying to a marketing message with “STOP” or “UNSUBSCRIBE”;
- Contacting us directly at sales@motors-in-china.com with your preference. Opt-out requests are processed within ten (10) business days. Note that transactional and service-related communications (for example, order confirmations, shipping updates) are not subject to marketing opt-outs.
10. COOKIES AND TRACKING TECHNOLOGIES
10.1 What Are Cookies: Cookies are small text files placed on your device when you visit a website. They enable core functionality, improve performance, and help us understand how visitors use our site.
10.2 Types of Cookies We Use:
- Essential Cookies: Required for website operation, security, and access to secure areas. These cannot be disabled without impairing site functionality.
- Performance and Analytics Cookies: Collect aggregated information about site usage (for example, pages visited, error messages) to improve performance and user experience.
- Functionality Cookies: Remember your preferences (for example, language, region) to provide enhanced, personalized features.
- Marketing and Targeting Cookies: Track browsing activity across sites to deliver relevant advertising and measure campaign effectiveness. These are used only with your consent where required by law.
10.3 Managing Cookie Preferences: You can manage cookie settings through your browser controls. Most browsers allow you to refuse or delete cookies, though disabling essential cookies may limit your ability to use certain features of our website. For more information on managing cookies, visit aboutcookies.org or your browser’s help documentation.
10.4 Do Not Track Signals: Our website does not currently respond to browser “Do Not Track” signals, as no uniform standard has been adopted. We commit to reviewing this approach as standards evolve.
11. CHILDREN’S PRIVACY
Our services are directed to businesses and professionals. We do not knowingly collect personal information from children under the age of sixteen (16) or the applicable age of digital consent in your jurisdiction. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly. If you believe a child has provided us with personal information, please contact us at sales@motors-in-china.com.
12. THIRD-PARTY LINKS AND SERVICES
Our website may contain links to third-party websites, including OEM manufacturer sites, logistics partners, or industry resources. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any site you visit. We are not responsible for the content, security, or practices of third-party websites.
13. CHANGES TO THIS PRIVACY POLICY
13.1 Updates: We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. The “Last Updated” date at the top of this Policy indicates when revisions were last made.
13.2 Notice of Material Changes: If we make material changes to this Policy that affect how we use or share your personal information, we will provide notice via email to the address on file, a prominent notice on our website, or other means required by applicable law prior to the changes taking effect.
13.3 Continued Use: Your continued use of our website or services after the effective date of revised terms constitutes acceptance of the updated Privacy Policy.
14. JURISDICTION-SPECIFIC NOTICES
14.1 European Economic Area and United Kingdom: If you are located in the EEA or UK, you have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your habitual residence, place of work, or place of the alleged infringement. We encourage you to contact us first to resolve any concerns.
14.2 California Residents (CCPA/CPRA): If you are a California resident, you have additional rights regarding your personal information, including the right to know, delete, and opt out of “sales” or “sharing” as defined under California law. MOTORS IN CHINA does not sell personal information in the traditional sense. However, certain disclosures to service providers or advertising partners may constitute “sharing” under California law. You may submit verified requests via sales@motors-in-china.com with the subject line “California Privacy Request.”
14.3 China (PIPL): If you are located in the People’s Republic of China, you have rights under the Personal Information Protection Law, including the right to inquire, copy, correct, delete, and withdraw consent. Requests may be submitted to sales@motors-in-china.com. We will respond in accordance with PIPL timelines and requirements.
14.4 Other Jurisdictions: Residents of other jurisdictions may have additional rights under local data protection laws. We commit to respecting applicable rights and responding to valid requests in accordance with local requirements.
15. CONTACT INFORMATION
For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:
MOTORS IN CHINA Data Protection Contact: sales@motors-in-china.com Website: motors-in-china.com Registered Office: [Insert Company Address, China] Business Hours: Monday through Friday, 9:00 AM to 6:00 PM China Standard Time (GMT+8)
For urgent matters related to data security or potential breaches, please mark your correspondence “Attention: Data Security Incident” to ensure priority handling.
16. ACKNOWLEDGEMENT
By providing personal information to MOTORS IN CHINA, you acknowledge that:
- You have read and understood this Privacy Policy;
- You consent to the collection, use, and disclosure of your information as described herein;
- You understand that certain information is required to process orders and comply with export regulations, and failure to provide such information may limit our ability to serve you;
- You agree to keep your contact and business information accurate and up to date.
Document Version: 1.0 | Prepared for International B2B Automotive Export Operations Copyright [Year] MOTORS IN CHINA. All Rights Reserved.
Legal Disclaimer: This Privacy Policy is provided for informational purposes only and does not constitute legal advice. MOTORS IN CHINA recommends that users consult with qualified legal counsel in their respective jurisdictions to understand their rights and obligations under applicable data protection laws.