Privacy Policy

1. Information we collect

We collect the following categories of information:

• Account and contact details — name, work email, phone number, company name, role, and language preference, provided when an account is created or when you contact us.
• Customer operational data — the business records our customers enter into the Service, such as buyers, orders, products, inventory, invoices, payments, routes, visits, and export shipments. This may include personal data about a customer’s own staff and contacts.
• Usage and device data — log data such as IP address, browser and device type, pages viewed, and timestamps, collected automatically when you use the Service.
• Cookies and analytics data — see “Cookies and analytics” below.
• Communications — information you provide when you request a demo, contact sales, or reach support.

2. How we use information

We use information to:

• Provide, operate, secure, and maintain the Service and authenticate users.
• Process customer operational data on the customer’s behalf to deliver the features they use.
• Respond to enquiries, provide support, and send service-related communications.
• Understand usage and improve the Service, including through analytics.
• Detect, prevent, and address security incidents, fraud, and misuse.
• Comply with legal obligations and enforce our agreements.

3. Cookies and analytics

We use strictly necessary cookies and similar technologies to keep you signed in and to operate core features. In production we also use analytics (including Google Analytics) to understand aggregate usage and improve the Service. You can control cookies through your browser settings; disabling some cookies may affect functionality.

4. How we share information

We do not sell personal data. We share information only as described here:

• Service providers (sub-processors) — reputable cloud hosting, content-delivery, analytics, and communications providers that process data on our behalf under appropriate agreements.
• Within your organization — operational data is visible to users in the same customer account according to the roles and permissions that customer configures.
• Legal and safety — where required by law, regulation, legal process, or to protect the rights, property, or safety of Tawrida, our customers, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

5. Data retention

We retain account and usage data for as long as your account is active and as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Customer operational data is retained and deleted in accordance with the customer’s instructions and their agreement with us.

6. Security

We use technical and organizational measures designed to protect information, including encryption in transit, access controls, and role-based permissions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. International transfers

We may process and store information in countries other than the one in which you are located. Where we transfer personal data across borders, we take steps designed to ensure it is protected consistently with this Policy and applicable law.

8. Your rights

Depending on your location, you may have rights to access, correct, delete, or export your personal data, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, contact us using the details below. Where the personal data relates to operational data held on behalf of a customer, please direct your request to that customer, and we will assist them as their processor.

9. Children

The Service is intended for businesses and is not directed to children. We do not knowingly collect personal data from anyone under 18.

10. Third-party links

The Service may link to third-party websites or services that we do not control. This Policy does not apply to those third parties, and we encourage you to review their privacy notices.

11. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the effective date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

12. Free public document tools

We offer free document tools on our marketing site that let anyone generate an export document — a proforma invoice, packing list, VGM declaration, and similar — without an account. This section explains exactly what happens to what you type into them. It adds to the sections above and, where the two differ, this section governs the tools.

The live preview stores nothing. While you fill in the form, the document is rendered and shown back to you as you type. That preview is not written to our database, and we ask it to be cached nowhere along the way. It runs before we ask you for anything. Your information is stored only at the moment you ask us to email you the finished PDF.

When you ask for the PDF by email, we store:

• Your email address and contact name — the email address is required because the document is delivered by email and never downloaded from the page. We also store the domain part of your address separately.
• The document data you typed — your form submission exactly as you sent it, including every line item and the exporter, shipment, banking, and buyer details on the document.
• A lead profile derived from that submission — company name, country, and tax number; destination country; Incoterm; transport mode; declared value and currency; HS codes; and the number of line items. We do not ask you for any of this separately. We read it from the document you already filled in.
• A hashed IP address — we combine your IP address with a secret value and store only the resulting hash, never the address itself. It exists so we can recognise abuse, and it is not used to track you.
• Your browser's user-agent string, the page that referred you, the generated PDF, and whether the email was sent successfully.

13. Your buyer's details in the document tools

The tools ask for your buyer's name and address, and optionally their tax ID and EORI number. That person or company is not visiting our site, has no relationship with us, and has not agreed to anything. We want to be plain about what that means.

You are responsible for having a lawful basis to give us your buyer's details, and by submitting them you confirm that you do. We process them for one purpose only: rendering the document you asked us for. We do not market to your buyer, we do not contact them, and we do not build a profile of them or add them to any prospecting list. They are retained only as part of your submission, and are deleted when it is.

14. Retention, use, and deletion for the document tools

We keep a tool submission for up to 365 days from the day you make it. Each submission is stamped with that horizon when it is created, and we do not retain it beyond that period.

We use these submissions to render and email your document, to detect and prevent abuse of a free and unauthenticated service, and to understand how the tools are used so that we can improve them and the wider Service. Because these are commercial trade documents, we may also contact you at the address you gave us about Tawrida and how it may fit your export operation. If you would rather we did not, tell us and we will stop.

To have a submission deleted before its retention period ends — or to ask what we hold for a given email address — write to privacy@tawrida.xyz or use our contact page, and we will delete it.

What your browser keeps: to save you retyping it on the next document, the tool remembers your own identity block — your company name, address, contact details, tax and registration numbers, and logo — in local storage on your device. It stays on your device until you clear it. We deliberately keep nothing else there: your buyer's details are never stored in your browser, and neither are bank details such as an IBAN or SWIFT/BIC, because a shared or public computer is a perfectly normal place to use a free tool. Bank details you put on a document are used to render it and, like the rest of your submission, are stored on our servers only when you ask us to email the PDF.

15. Contact us

If you have questions about this Policy or our privacy practices, contact us at privacy@tawrida.xyz or through our contact page.