MRH Site Traders respects the confidentiality of the business information entrusted to us. This policy explains what personal data we collect through this website and in the course of trading, why we collect it, how long we keep it and what rights you have. It is written to meet the Digital Personal Data Protection Act, 2023 in India, and to give buyers in the European Union, the United Kingdom and other jurisdictions the transparency their own laws expect of their suppliers.

2.1 Data Fiduciary and contact point

MRH Site Traders is the Data Fiduciary — the equivalent of a data controller — for personal data collected through this website. All privacy enquiries, consent withdrawals and data rights requests should be addressed to our Grievance Officer at sales@mrhsitetraders.co.in, marked "Data Protection", or by post to [REGISTERED ADDRESS].

2.2 What we collect

We are a business-to-business supplier, so almost all personal data we hold is professional contact data about people acting for a company rather than data about their private lives.

Information you give us

•  Name, job title, company name, business email address, business telephone and WhatsApp number, and country, when you submit an enquiry, request a quotation, request a sample or apply for a white-label partnership.

•  Delivery addresses, warehouse or port details, and the names and numbers of receiving personnel.

•  Business registration details necessary to trade: GSTIN, FSSAI licence, importer registration, IEC, VAT or tax identification number, and company registration documents.

•  Banking and payment details, letter of credit particulars, and details required for export documentation.

•  The content of your correspondence with us, including emails, WhatsApp messages, call notes and meeting records.

Information we collect automatically

•  IP address, approximate location derived from it, browser type and version, operating system, device type, referring URL, pages viewed, time spent and click behaviour.

•  Cookie and similar identifiers, as described in our Cookie Policy.

Information from other sources

•  Publicly available business information, trade directories, exhibitor lists, chamber of commerce records and professional networking platforms, used to identify potential buyers and distributors.

•  Credit reference and business verification agencies, where we assess whether to extend credit terms.

We do not knowingly collect sensitive personal data, and we do not collect data from children. Our services are not directed at anyone under eighteen.

2.3 Why we use it, and on what basis

We use personal data for the following purposes. For buyers in jurisdictions that require a stated lawful basis, the basis is shown in brackets.

•  Responding to enquiries and issuing quotations (steps taken at your request prior to entering a contract).

•  Performing the contract — processing orders, arranging production, coordinating cold-chain logistics, preparing export documentation and collecting payment (performance of a contract).

•  Regulatory compliance — GST filings, FSSAI record-keeping, customs and export declarations, food traceability records, and product recall capability (legal obligation).

•  Credit assessment and fraud prevention (legitimate interests in trading safely).

•  Marketing to businesses — sending product updates, price lists, new launch announcements and trade show invitations to business contacts (legitimate interests, or consent where local law requires it). Every such message carries an unsubscribe option.

•  Site analytics and improvement (consent for non-essential cookies; legitimate interests otherwise).

•  Defending legal claims and enforcing our contractual rights (legitimate interests, and legal obligation where applicable).

2.4 Who we share it with

We do not sell personal data. We never have and we will not. We share it only where it is necessary to fulfil an order or to comply with the law, and only with:

•  manufacturing partners and processing facilities that produce goods to your order;

•  freight forwarders, customs house agents, shipping lines, airlines and cold-chain transport operators;

•  banks, insurers and credit insurers involved in payment and risk cover;

•  inspection, testing and certification bodies where a buyer or destination market requires pre-shipment inspection or laboratory analysis;

•  government and regulatory authorities in India and in the destination country, including customs, FSSAI, DGFT and APEDA;

•  professional advisers — accountants, auditors and lawyers — under duties of confidentiality;

•  technology providers who host our website, email, CRM and accounting systems under written processing terms.

2.5 International transfers

We are an exporting business. Where you are an overseas buyer, or where a shipment moves to an overseas destination, personal data will necessarily be transferred outside India — to your own organisation, to logistics providers, and to the customs and food safety authorities of the destination country. Where we transfer data from the European Economic Area or the United Kingdom, we rely on Standard Contractual Clauses or an equivalent transfer mechanism, and we take reasonable steps to ensure the recipient applies appropriate safeguards.

2.6 How long we keep it

•  Enquiries that do not convert: twenty-four months from last contact, then deleted or anonymised.

•  Customer and transaction records: eight years from the end of the relevant financial year, to meet Indian tax, GST and companies legislation.

•  Food safety and traceability records: for the period required by FSSAI and by the destination market, and in any event not less than the shelf life of the product plus one year.

•  Export documentation: five years minimum, or longer where customs authorities in the destination market require it.

•  Marketing contact data: until you unsubscribe or object, and reviewed every twenty-four months.

2.7 Your rights

Subject to the applicable law in your jurisdiction, you may ask us to give you access to the personal data we hold about you, to correct it if it is inaccurate or incomplete, to erase it where we no longer have a lawful reason to keep it, to restrict how we use it, to provide it in a portable format, or to stop using it for marketing. You may withdraw consent at any time where we relied on consent, without affecting anything done before withdrawal. Under the Digital Personal Data Protection Act, 2023, you may also nominate another person to exercise these rights on your behalf in the event of death or incapacity.

Write to sales@mrhsitetraders.co.in marked "Data Protection". We will respond within thirty days. We may ask you to verify your identity first. Requests are free unless they are manifestly excessive or repetitive.

Bear in mind that we cannot delete data we are legally required to keep — tax records, customs declarations and food traceability records in particular.

2.8 Security

We apply reasonable technical and organisational measures to protect personal data, including encrypted transmission over the website, access control on business systems, and confidentiality obligations on staff and partners. No system is perfectly secure, and we cannot guarantee the security of data transmitted over the internet. If a personal data breach occurs that is likely to affect you, we will notify you and the relevant authority as the law requires.

2.9 Complaints

If you are not satisfied with how we have handled your data, contact our Grievance Officer first. If the matter remains unresolved, you may complain to the Data Protection Board of India, or to the supervisory authority in your own country.