How we protect and use personal data
This policy explains what data we collect through the website, forms, commercial communications and the tracking app, why we use it, who we may share it with and what rights you have.
General information
The following information applies to personal data processing through the ChinaExpress website, forms, commercial communications and import tracking flow.
1. Who the data controller is
The controller of personal data processed through the ChinaExpress website is CHINA EXPRESS SRL, CUI 54833220, Trade Register No. J2026036672008. ChinaExpress is used for presenting sourcing, supplier verification, negotiation, quality control, consolidation, tracking and international transport services.
The operational warehouses in China are Guangzhou / Yiwu, and the operational warehouse in Romania is in Afumați, Ilfov. Depending on the project, Sofia can be used as a regional logistics node.
2. What personal data we collect
We may collect personal data when you complete forms, contact us, request services, use the tracking app or communicate with the ChinaExpress team.
- full name;
- company and position, if provided;
- email and phone;
- messages and requests sent;
- data about product, supplier, links, offers or import;
- import codes or operational references;
- information needed for tracking, status, documents and notes;
- technical data such as IP, browser, device, accessed pages and website data, if active.
We do not request sensitive personal data unless strictly necessary for a specific case and voluntarily provided by the user.
3. Data about companies, products and suppliers
Requests sent to ChinaExpress often contain commercial information such as desired product, supplier links, offers, quantities, budgets, deadlines or negotiation details.
This information may also include personal data if it contains names, emails, phone numbers or contact persons of the client, suppliers or partners involved.
We process this data strictly for request analysis, quotation, communication, service execution and import project management.
4. What purposes we use data for
Data is used for clear purposes related to ChinaExpress services:
- receiving and analyzing website requests;
- client communication;
- quotation and operational consulting;
- supplier sourcing in China;
- supplier verification and negotiation;
- quality control and operational checks;
- storage and consolidation in Guangzhou / Yiwu;
- transport to Afumați, Ilfov;
- import tracking through the dedicated app;
- local distribution preparation;
- documents, invoices, accounting and administrative records;
- compliance with legal obligations;
- website and app security.
5. Legal basis for processing
We process personal data based on one or more legal bases, depending on the situation:
- performance of a contract or steps before entering into a contract;
- legitimate interest for communication, quotation, request administration, security and service organization;
- legal obligations, including tax, accounting or administrative obligations;
- consent, where required, for example for certain communications or non-essential website data.
Where the basis is consent, it may be withdrawn at any time without affecting processing carried out before withdrawal.
6. Contact forms and offer requests
When you complete a form, we use the data to respond to your request and analyze the appropriate service: sourcing, supplier verification, negotiation, quality control, transport, tracking, distribution preparation or visits in China.
Data sent through forms may be stored in the website systems, email, CRM or other internal tools used for request management.
7. Import tracking app
ChinaExpress may use a dedicated app for tracking managed imports. The app may process data such as import code, company, contact person, status, supplier, stage, documents, notes and estimates.
The purpose of the app is to provide visibility over import stages and centralize operational information.
Access data for the app must be kept confidential by the user and not shared with unauthorized persons.
8. Who we may share data with
For service performance, we may share strictly necessary data with:
- suppliers and producers in China;
- Guangzhou / Yiwu warehouses and operational collaborators;
- carriers and logistics partners;
- Sofia regional logistics node, where needed;
- IT, hosting, email, Shopify or digital app providers;
- consultants, accountants, lawyers or auditors, if necessary;
- public authorities, where legally required;
- authorized persons within the client or involved partners.
We share only the data necessary for the respective purpose and, where possible, limit access to strictly relevant information.
9. Data transfers to China or other countries
Because ChinaExpress services involve sourcing, verification, storage, consolidation and transport from China, certain data may be transferred to suppliers, warehouses, carriers or collaborators located in China.
Transferred data is limited to what is necessary for request analysis, negotiation, verification, transport, documents, communication and service execution.
Depending on the case, contractual, technical and organizational measures may be applied within the limits of international commercial operations.
10. Website data and technical data
The website may collect technical data such as IP address, browser, device, visited pages, session duration or information generated by browser storage technologies.
These technologies may be used for website operation, security, analytics, performance or improving user experience.
Details are presented in the Website Data / Cookies Policy published separately on the website.
11. How long we keep data
We keep data only for as long as necessary for the purposes for which it was collected or as required by law.
- offer requests may be kept for the period needed for analysis and commercial communication;
- contractual data may be kept during the business relationship and afterwards according to legal obligations;
- accounting and tax data is kept according to applicable law;
- tracking data may be kept during the import and for a reasonable period after completion;
- technical data is kept according to the durations in the Website Data / Cookies Policy.
After the required periods expire, data may be deleted, anonymized or archived according to legal requirements.
12. Data security
We apply reasonable technical and organizational measures to protect data against unauthorized access, loss, modification or disclosure.
However, no data transmission through the internet and no digital system can be guaranteed as completely secure. Users should use secure passwords and not share access data with unauthorized persons.
13. Commercial communications
We may send communications related to your request, services, import status, documents, quotation or operational steps.
Marketing communications, if any, will be sent according to applicable law and, where necessary, based on consent.
You may unsubscribe or request stopping non-essential commercial communications using the contact details shown on the website.
14. Your rights regarding personal data
Under GDPR, data subjects may have the following rights:
- right of access;
- right to rectify inaccurate data;
- right to erasure, under certain conditions;
- right to restriction of processing;
- right to data portability;
- right to object;
- right to withdraw consent, where processing is based on consent;
- right to lodge a complaint with the competent authority.
Exercising rights may be limited in certain cases, for example where there are legal retention obligations, legitimate interests, contractual obligations or the defense of rights.
15. Complaints to the supervisory authority
If you believe your data protection rights have been violated, you have the right to contact the Romanian National Supervisory Authority for Personal Data Processing.
Contact details for ANSPDCP can be found on the official website of the authority.
16. How to contact us
For questions about this Privacy Policy or to exercise your rights, you can contact us at:
- Email: contact@chinaexpress.cn
- Deliveries / Customer Relations: +40 729 742 932
- Contact: +40 726 744 115
- Operator: CHINA EXPRESS SRL, CUI 54833220, Trade Register No. J2026036672008
We may request additional information to confirm identity before responding to a personal data request.
17. Policy changes
We may update this Privacy Policy periodically to reflect legal, operational or technical changes.
The applicable version is the one published on the website at the time of access or request submission.