Privacy Policy

1Who we are

Shipion EXIM (“Shipion”, “we”, “us”) is an import and export service provider operating at exim.shipion.in. We help businesses move goods across borders — including documentation, customs coordination, freight booking, and shipment tracking.

We act as the data controller for the personal information described in this policy, except where we process data on behalf of a client under a separate data processing agreement.

Business name: Zoyz Industries (trading as Shipion EXIM)
Registered office: India
Privacy contact: privacy@shipion.in

2Information we collect

We collect only what we need to deliver import and export services. This falls into four groups.

2.1 Account & identity information

• Full name, email address, phone number, password (hashed), and account roles (Importer/Exporter, Seller, Buyer, Warehouse Manager).
• Company or trading name, registered business address, business contact details, and your chosen profile photo.
• Tax and trade identifiers where required — e.g. GSTIN, IEC (Import Export Code), PAN, VAT/EORI number — only where the law or a shipment requires it.

2.2 Shipment & trade information

• Consignor and consignee names and addresses, contact persons, and delivery instructions.
• Product descriptions, HS codes, quantities, declared values, country of origin, and country of destination.
• Commercial invoices, packing lists, bills of lading, certificates of origin, and other trade documents.
• Shipment milestones, tracking events, and delivery confirmations.
• Communication between you and Shipion — including quotes, invoices, and support tickets.

2.3 Information collected automatically

• Log data — IP address, browser, device, referring URL, pages visited, date/time, and session duration.
• Security data — authentication events, failed login attempts, and rate-limit counters.
• Cookies and similar technologies — see Section 6.

2.4 Information from third parties

• Freight forwarders, shipping lines, airlines, and courier partners involved in your shipment.
• Customs brokers and clearing agents acting on your instructions.
• Payment processors — we receive payment status and a limited transaction ID, never full card details.
• Sanctions, denied-party, and trade-compliance screening providers required by export-control laws.

3Shipment & customs data — what gets shared

Import and export services require us to share some information with carriers and government authorities. This is a core part of the service and is required by law in most jurisdictions.

4How we use your information

• Create and manage your account, verify your email, and authenticate you.
• Prepare, file, and coordinate export/import documentation and customs clearance.
• Book freight, arrange pickup, and provide shipment tracking updates.
• Generate quotes, invoices, and commercial documents.
• Communicate with you about shipments, deadlines, and exceptions.
• Perform trade-compliance and sanctions screening where required by law.
• Detect, prevent, and investigate fraud, abuse, and security incidents.
• Meet legal, tax, customs, and record-keeping obligations.
• Improve our services through aggregated, de-identified analytics.
• Send service updates and (with your consent) marketing communications — you can opt out at any time.

5Lawful bases for processing (EU/UK visitors)

If you are in the EEA, UK, or Switzerland, we rely on the following lawful bases:

6Cookies & tracking

You can manage cookies through your browser. Blocking strictly necessary cookies may prevent login or break parts of the platform.

7Sharing with partners

To deliver import and export services, we share information with the following categories of recipients:

• Freight forwarders, carriers, shipping lines, airlines, and couriers — to move and track your goods.
• Customs brokers and clearing agents — to file entries and clear shipments.
• Government and customs authorities — as required by import/export and tax law.
• Trade-compliance and sanctions-screening providers — where required by export-control law.
• Technology service providers — hosting, email delivery, analytics, and payment processing under written data processing terms.
• Professional advisers — auditors, lawyers, and insurers, under confidentiality obligations.
• Other platform users — the information you choose to show on your profile (name, company, role, photo). Your email and phone are not shown publicly.
• Legal and regulatory — where required by law, court order, or a lawful request from an authority, or to protect rights, safety, and property.
• Business transfers — in connection with a merger, acquisition, or sale of assets, under appropriate confidentiality safeguards.

We do not share your data with third parties for their own marketing.

8International transfers

Import and export work is inherently cross-border — your shipment data may be processed in the country of origin, the destination country, and in transit. We are based in India and use service providers in other countries. Where we transfer personal data from the EEA, UK, or Switzerland to a country without an adequate level of protection, we rely on appropriate safeguards such as Standard Contractual Clauses and supplementary technical and organisational measures.

9Data retention

• Account data — for the life of your account, plus up to 30 days after deletion for backup and integrity.
• Shipment & customs records — typically 7 years or longer, as required by customs, tax, and trade law.
• Invoices and financial records — for the period required by tax law.
• Security & rate-limit records — active counters typically 15 minutes; security logs up to 12 months.
• Support communications — up to 2 years unless needed for an ongoing dispute.

10How we protect your data

• Passwords stored as one-way salted hashes (never plain text).
• HTTPS/TLS encryption for all connections.
• Rate-limiting, throttling, and bot protection on authentication and password-reset endpoints.
• Short-lived verification codes for password resets.
• Role-based access controls and audit logging for our staff.
• Vendor due diligence and contractual data protection terms for partners who handle shipment data.

11Your rights & choices

Depending on where you live, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate information — most account fields are editable in Account settings.
• Delete your account and personal data, subject to customs and tax retention obligations.
• Restrict or object to certain processing.
• Port certain data in a structured, machine-readable format.
• Withdraw consent where processing is based on consent (e.g. marketing).
• Complain to your local data protection authority.

To exercise these rights, email privacy@shipion.in. We will verify your identity and respond within the timeframe required by applicable law (typically 30 days).

12Children’s privacy

Our import and export services are for businesses and professionals. The platform is not directed to children under 16, and we do not knowingly collect their personal data. If you believe a child has provided us with personal information, please contact us and we will delete it.

13Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date and, for material changes, provide additional notice (for example, by email or an in-platform banner) before the change takes effect. Continued use of our services after a change means you accept the updated policy.

14Contact us

For privacy questions, shipment-data requests, or to exercise any of your rights:

• Privacy team: privacy@shipion.in
• Data Protection Officer: dpo@shipion.in
• Import/Export support: support@shipion.in
• Mail: Zoyz Industries, Shipion EXIM, India

We aim to acknowledge privacy requests within 5 business days.