Privacy Policy

This VoltFreight Privacy Policy explains how Shenzhen Yutuo Supply Chain Co., Ltd., operating under the VoltFreight brand ("VoltFreight", "we", "us", or "our"), collects, uses, stores, shares, and protects personal information through https://voltfreight.com/ and in connection with our international logistics services.

This Privacy Policy applies to current, former, and prospective customers, website visitors, shippers, consignees, importers, exporters, suppliers, business contacts, and other individuals whose information we process while arranging freight forwarding, warehousing, customs coordination, cargo consolidation, and delivery services.

1. Information We Collect

The information we collect depends on how you interact with our website and which logistics services you request. It may include the following categories.

1.1 Identity and Business Information

• First name and last name
• Company name, job title, and business type
• Shipper, consignee, importer, exporter, or authorized representative information
• Tax identification, customs registration, or business registration information where required

1.2 Contact Information

• Email address
• Telephone number
• WhatsApp, WeChat, or other messaging contact information
• Pickup, warehouse, billing, customs, and delivery addresses

1.3 Shipment and Cargo Information

• Product name, description, material, use, brand, and model
• Number of cartons, pallets, packages, or containers
• Gross weight, net weight, dimensions, and cargo volume
• Declared value, currency, quantity, and HS code where available
• Battery, liquid, powder, magnetic, chemical, food, cosmetic, or other special cargo information
• Commercial invoices, packing lists, certificates, licenses, permits, and customs documents
• Shipping marks, labels, photographs, and cargo inspection records
• Pickup, departure, customs, transit, tracking, and delivery information

1.4 Payment and Transaction Information

• Quotation, proforma invoice, payment, and transaction records
• Payer name, bank reference, payment amount, currency, and payment date
• Billing and accounting information
• Information required to prevent payment fraud or verify payment instructions

We generally do not directly collect or store full payment card details. Where payment is processed through a bank or third-party payment provider, that provider may process payment information under its own privacy terms.

1.5 Communications and Customer Service Records

• Emails, website form submissions, and quotation requests
• WhatsApp, WeChat, telephone, and other business communications
• Shipment instructions, complaints, claims, feedback, and support records
• Documents or photographs voluntarily provided to us

1.6 Website and Technical Information

• IP address
• Browser type and device information
• Operating system and approximate location derived from IP information
• Pages visited, referral source, time spent, and website interactions
• Cookie preferences and analytics identifiers
• Website security, error, and access logs

2. How We Collect Information

We may collect personal information in the following ways:

• When you submit a quotation or contact form through our website
• When you contact us by email, telephone, WhatsApp, WeChat, or social media
• When you approve a quotation, make a payment, or confirm a shipment booking
• When cargo is delivered to or collected by our warehouse or logistics partners
• When you provide commercial invoices, packing lists, customs documents, or delivery instructions
• From suppliers, shippers, consignees, importers, exporters, or authorized representatives
• From carriers, customs brokers, warehouses, delivery agents, insurers, and other logistics partners
• Automatically through cookies, analytics tools, security logs, and similar technologies

Where you provide personal information concerning another person, such as a consignee, supplier, employee, importer, or delivery contact, you confirm that you are authorized to provide that information for the relevant logistics purpose.

3. How and Why We Use Personal Information

We use personal information only where reasonably necessary for our logistics operations, legal obligations, business administration, security, or other purposes described in this Privacy Policy.

3.1 Quotation and Service Performance

• Preparing and responding to freight quotations
• Reviewing cargo acceptance, routes, packaging, and document requirements
• Arranging supplier pickup and cargo collection
• Receiving, storing, consolidating, labeling, repacking, or palletizing cargo
• Booking air, sea, rail, truck, or express transportation
• Coordinating customs declarations and customs clearance
• Arranging duties, taxes, destination handling, and final delivery where included
• Providing shipment updates, tracking information, and customer support
• Processing claims, insurance requests, complaints, or service disputes

3.2 Legal and Regulatory Obligations

• Meeting customs, tax, accounting, export, import, and transport requirements
• Responding to lawful requests from customs or other competent authorities
• Maintaining transaction and shipment records where required
• Screening restricted, prohibited, dangerous, or sanctioned cargo
• Preventing fraud, misdeclaration, unlawful payments, and other illegal activity

3.3 Legitimate Business Purposes

• Operating, maintaining, and protecting our website
• Improving our logistics services and customer experience
• Managing customer relationships and business communications
• Reviewing website performance and quotation conversion
• Protecting our legal rights and resolving disputes
• Maintaining network, warehouse, email, and information security

3.4 Consent-Based Activities

Where required by applicable law, we rely on your consent before using non-essential analytics cookies, advertising technologies, or sending optional marketing communications. You may withdraw your consent at any time, although withdrawal does not affect processing already carried out lawfully.

4. Cookies and Similar Technologies

Cookies are small files stored on your browser or device. We may use cookies, tracking pixels, scripts, local storage, and similar technologies to operate the website, remember preferences, understand website performance, and measure marketing activity.

4.1 Essential Cookies

Essential cookies support website security, form submission, network management, accessibility, and other functions necessary for the website to operate. These cookies cannot always be disabled through our website.

4.2 Preference Cookies

Preference cookies may remember language settings, consent choices, form preferences, and other settings selected by the visitor.

4.3 Analytics Cookies

Analytics tools may help us understand how visitors reach and use our website, which pages they visit, and whether technical or usability improvements are needed. These tools may include Google Analytics where it is enabled.

4.4 Advertising and Conversion Technologies

Where enabled and permitted, we may use advertising or conversion-measurement technologies such as Google Ads conversion tracking or Meta Pixel to measure quotation submissions and advertising performance.

Non-essential analytics and advertising technologies will be used subject to applicable consent requirements. You can manage available choices through the website's cookie banner or cookie preference settings.

5. How We Share Personal Information

We do not disclose personal information unnecessarily. We may share only the information reasonably required to arrange services, comply with legal obligations, protect our rights, or operate our business.

Recipients may include:

• Suppliers and Shippers: To arrange pickup, verify cargo details, prepare documents, and coordinate dispatch.
• Airlines, Shipping Lines, Rail and Truck Operators: To book and perform international transportation.
• Express Couriers: To arrange shipments through DHL, UPS, FedEx, or other available courier channels.
• Warehouses and Cargo-Handling Providers: To receive, store, consolidate, label, repack, palletize, or transfer cargo.
• Customs Brokers and Authorities: To prepare declarations, complete customs clearance, and comply with legal requirements.
• Destination Delivery Agents: To arrange local handling, appointments, delivery, and proof of delivery.
• Cargo Insurers and Claims Handlers: To arrange optional insurance or process loss and damage claims.
• Banks and Payment Providers: To receive, verify, reconcile, and process payments.
• Website, Email, Hosting, Security, and Analytics Providers: To operate and protect our website, communications, and business systems.
• Professional Advisers: To obtain legal, accounting, compliance, or insurance advice where necessary.
• Government or Regulatory Authorities: Where disclosure is legally required or reasonably necessary to protect legal rights.

6. International Data Transfers

International logistics requires information to be shared between parties in different countries. Shipment and contact information may therefore be transferred to carriers, customs brokers, warehouses, delivery companies, insurers, technology providers, or authorities located outside your country or region.

Such countries may have privacy and data protection rules different from those in your location. We take reasonable steps to limit transferred information to what is necessary for the relevant purpose and to use appropriate contractual, organizational, technical, or consent-based safeguards where required by applicable law.

7. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.

When deciding how long to retain information, we consider:

• Whether a quotation, booking, shipment, claim, or customer relationship remains active
• Customs, tax, accounting, insurance, transport, and legal record-keeping requirements
• The time reasonably required to manage complaints, claims, disputes, or fraud prevention
• The sensitivity, amount, and nature of the information
• Whether the information can be safely deleted or anonymized
• Applicable settings and retention periods used by analytics or technology providers

Quotation inquiries that do not result in a shipment may be retained for a reasonable follow-up period. Shipment, customs, payment, accounting, and claim records may be retained for longer where necessary to meet legal, tax, insurance, contractual, or operational obligations.

Marketing contact information may be retained until you unsubscribe, withdraw consent, or ask us to stop using the information for that purpose, subject to any limited record needed to respect your request.

8. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, destruction, or misuse.

These measures may include:

• Access restrictions and account authentication
• Secure website and email configurations
• Internal controls for shipment and payment information
• Employee and service-provider confidentiality requirements
• Fraud-prevention and payment-verification procedures
• Reasonable backup, monitoring, and security practices

No website, email system, communication channel, or Internet transmission method is completely secure. While we work to protect personal information, absolute security cannot be guaranteed.

9. Business and Shipment Confidentiality

We treat customer information, shipment details, commercial invoices, packing lists, supplier contact information, product descriptions, pricing records, customs documents, and other non-public business information as confidential.

We use or disclose such information only where reasonably necessary to provide requested logistics services, comply with applicable requirements, investigate claims, prevent fraud, protect legal rights, or fulfil another purpose described in this Privacy Policy.

10. Children's Privacy

Our website and logistics services are intended for businesses and adults. They are not directed to children.

We do not knowingly collect personal information directly from individuals under 18 years of age. If we learn that such information has been submitted without appropriate authorization, we will take reasonable steps to delete or restrict it where required.

11. Your Privacy Rights

Subject to applicable law, you may have the right to:

• Request confirmation of whether we process your personal information
• Request access to or a copy of your personal information
• Request correction of inaccurate or incomplete information
• Request deletion of information in certain circumstances
• Request restriction of certain processing activities
• Object to certain processing based on legitimate interests
• Withdraw consent where processing is based on consent
• Unsubscribe from optional marketing communications
• Request data portability where applicable
• Submit a complaint to an appropriate data protection authority

These rights may be subject to legal exceptions. For example, we may need to retain certain information to comply with customs, tax, accounting, transport, fraud-prevention, claim, or legal obligations.

To protect personal information, we may request reasonable information to verify your identity before responding to a privacy request.

To exercise a privacy right, contact us at [email protected].

12. Direct Marketing

We may send business communications about relevant logistics services where permitted by applicable law. Where consent is required, we will request consent before sending optional marketing messages.

You may unsubscribe by using an available unsubscribe link or by contacting us directly. Unsubscribing from marketing does not prevent us from sending service-related communications concerning quotations, bookings, payments, customs clearance, claims, or active shipments.

13. Third-Party Websites and Services

Our website may link to third-party websites, carrier tracking pages, social media platforms, payment services, or other external services.

We do not control the privacy or security practices of third parties. We recommend reviewing their privacy notices before providing personal information or using their services.

14. Anti-Fraud Notice

15. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our website, services, technology, business practices, or legal requirements.

When we update this policy, we will publish the revised version on this page and change the "Last Updated" date shown at the top.

16. Contact Us

If you have questions about this Privacy Policy, want to exercise a privacy right, or want to request correction or deletion of your information, please contact us:

• Data Controller / Personal Information Processor: Shenzhen Yutuo Supply Chain Co., Ltd.
• Brand: VoltFreight
• Location: Shenzhen, Guangdong, China
• Email: [email protected]
• Website: https://voltfreight.com/
• Contact Page: https://voltfreight.com/contact/