Private Policy

DocShipper Asia Company Limited

Private Policy

1. Purpose and Scope

1.1 This Privacy Policy explains how DocShipper Asia Company Limited (“DocShipper”, “we”, “our”, “us”), a company incorporated in Hong Kong SAR, collects, uses, stores, and protects personal data of its clients (“Client”, “you”).

1.2 This Policy applies to all personal data processed in connection with DocShipper’s services, including procurement, sourcing, moving, shipping, logistics, warehousing, customs clearance, and ancillary services (the “Services”).

1.3 This Policy is drafted in accordance with:

  • the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong (PDPO), and

  • the General Data Protection Regulation (EU) 2016/679 (GDPR) for clients located in the European Union.

2. Data Controller

2.1 The data controller responsible for processing your personal data is:

DocShipper Asia Company Limited
 Registered in Hong Kong SAR
 Email: privacy@docshipper.com

3. Personal Data We Collect

3.1 We may collect and process the following personal data:

  • Identification data (name, date of birth, passport/ID details).

  • Contact details (address, email, phone number).

  • Business details (company name, registration, tax/VAT information).

  • Shipping details (origin, destination, inventory lists, customs documents).

  • Financial details (banking details for invoicing and payment).

  • Communications (emails, chat, WhatsApp, WeChat, or other exchanges with our teams).

4. Purpose of Processing

4.1 We process personal data for the following purposes:

  • To prepare and execute quotes, bookings, contracts, and invoices.

  • To arrange transportation, warehousing, and customs clearance.

  • To comply with legal obligations (customs, tax, accounting).

  • To communicate with clients and provide support.

  • To improve our Services and maintain security.

  • With consent, to send marketing communications or newsletters.

5. Legal Basis for Processing (GDPR)

For EU clients, personal data is processed based on:

  • Contractual necessity (execution of quotes, orders, logistics).

  • Legal obligation (customs, tax, compliance).

  • Legitimate interest (customer service, fraud prevention, business continuity).

  • Consent (marketing communications, where applicable).

6. Data Sharing and Transfers

6.1 We may share personal data strictly as necessary with:

  • Our suppliers, agents, carriers, and subcontractors.

  • Customs, port, tax, and government authorities.

  • Banks, insurers, and professional advisors.

  • IT and hosting service providers.

6.2 Where data is transferred outside the EU, we implement appropriate safeguards, such as contractual clauses or secure transfer protocols, in accordance with GDPR requirements.

7. Data Retention

7.1 Personal data is retained only for as long as necessary for the purposes stated, and in compliance with legal and accounting obligations.

7.2 Typically:

  • Shipping and customs documents: up to 7 years (statutory obligations).

  • Client communications and contracts: up to 5 years.

  • Marketing data: until consent is withdrawn.

8. Data Security

8.1 DocShipper implements appropriate technical and organizational measures to protect personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction.

9. Client Rights

9.1 Under the PDPO (Hong Kong), you have the right to access and correct your personal data held by us.

9.2 Under GDPR (EU clients), you additionally have the following rights:

  • Right of access, rectification, and erasure (“right to be forgotten”).

  • Right to restrict or object to processing.

  • Right to data portability.

  • Right to withdraw consent (for marketing communications).

  • Right to lodge a complaint with a supervisory authority.

Requests can be submitted at: info@docshipper.com.

10. Cookies and Website Tracking

10.1 Our website may use cookies and analytics tools to improve user experience, measure traffic, and deliver relevant information.
 10.2 Where required under GDPR, you will be asked for explicit consent to accept or decline cookies.

11. Confidentiality

11.1 All personal data and client information is treated as strictly confidential.
 11.2 Data is only shared with third parties where necessary for the execution of Services or where legally required.

12. Amendments

12.1 DocShipper reserves the right to update this Privacy Policy to reflect legal or business changes.
 12.2 The latest version will always be available on our website, with the date of last update clearly indicated.

13. Governing Law

13.1 This Privacy Policy is governed by and construed in accordance with the laws of the Hong Kong Special Administrative Region of the People’s Republic of China, without prejudice to mandatory EU GDPR rights where applicable.