Your Privacy, Protected

Hot Mail Trading Services we provides machinery import, export, sourcing, procurement, freight & logistics, quality inspection, and after-sale support services to clients across agriculture, construction, CNC/metal working, textile, printing, packaging, food processing, wood processing, and architectural industries.

We respect the privacy of everyone who visits our website, requests a quote, or submits project details to our team. This policy explains what information we collect, why we collect it, and how it is handled and protected.

When you interact with our website — for example through the “Request A Quote” form or a machinery inquiry — we may collect:

• Contact details: full name, company name, email address, and phone number
• Machinery requirements: equipment category, specifications, quantity, budget range, and sourcing preferences you choose to share
• Technical data: browser type, device information, and general usage data collected automatically while browsing the website
• Communication records: messages exchanged with our team via email, WhatsApp, or the contact form

We do not knowingly collect sensitive personal data (such as financial account details) through our website forms.

The information you provide is used to:

• Respond to quote requests and prepare technical or commercial proposals
• Match your requirements to suppliers within our global sourcing network (Europe, UK, USA, Middle East & China)
• Coordinate sourcing, verification, price negotiation, documentation, freight, inspection, and after-sale support for the machinery you’ve inquired about
• Improve our website content, services, and customer support
• Meet legal, contractual, or regulatory obligations related to import, export, and customs compliance

We do not use your information for unrelated marketing without your consent.

We do not sell, rent, or trade your personal information. Information may only be shared with:

• Team members within our company who are directly involved in sourcing, negotiating, or fulfilling your order
• Trusted suppliers, freight forwarders, customs agents, and inspection partners, only where required to deliver a specific service (e.g. quality inspection, shipping, customs clearance)
• Legal or regulatory authorities, where disclosure is required by law

Any third party we work with is expected to handle your data with the same care and confidentiality described in this policy.

Our website may use cookies and similar technologies to remember preferences, understand how visitors use the site, and improve overall performance. You can disable cookies through your browser settings at any time — this may affect some site functionality, such as form auto-fill.

We apply reasonable technical and organizational measures to protect the information you share with us from unauthorized access, alteration, or disclosure. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security of data transmitted to us.

We retain quote requests and communication records for as long as necessary to fulfill the purpose they were collected for, including ongoing trading engagements, shipment documentation, and reasonable business record-keeping — after which the data is securely deleted or anonymized.

You have the right to:

• Ask what personal information we hold about you
• Request correction of inaccurate or outdated information
• Request deletion of your information, where we are not legally required to retain it
• Withdraw consent for non-essential communication at any time

To exercise any of these rights, contact us using the details in the “Contact Us” section below.

Our website or WhatsApp communication may include links to third-party platforms (e.g. LinkedIn, Facebook, YouTube). We are not responsible for the privacy practices or content of those external sites, and we encourage you to review their respective privacy policies.

We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. Any updates will be posted on this page with a revised “Last Updated” date. We encourage you to review this page periodically.