Privacy Policy

1. Introduction

This Privacy Policy explains how HotDocks ("we", "us" or "our") collects, uses, shares and protects personal information when you use our marketplace (the "Platform"). It applies to Buyers, Suppliers and visitors.

By using the Platform, you acknowledge the practices described in this Policy.

2. Information we collect

We collect the following categories of information:

• Account and company information you provide, such as name, email, company details, role and any verification documents;
• Content you submit, including listings, requests for quotation (RFQs), messages and images;
• Transaction and activity data, such as quotes, responses and interactions on the Platform;
• Technical data, such as IP address, device and browser information and log data;
• Communications with our support team.

We may also receive information from third parties, such as verification, payment or analytics providers.

3. How we use your information

We use personal information to: operate and provide the Platform; create and manage accounts; verify companies; connect Buyers and Suppliers and enable quoting and messaging; process payments and subscriptions; provide support; send service and, where permitted, marketing communications; maintain security and prevent fraud and abuse; and comply with our legal obligations.

4. Legal bases for processing

Where required by applicable law (such as the GDPR), we rely on the following legal bases: performance of a contract with you; our legitimate interests in operating, securing and improving the Platform; your consent (for example, for certain cookies or marketing); and compliance with legal obligations.

[To be confirmed with legal counsel based on the jurisdictions in which HotDocks operates.]

5. Cookies and tracking

We use cookies and similar technologies to keep you signed in, remember your preferences, measure usage and improve the Platform. You can control cookies through your browser settings; disabling some cookies may affect functionality.

[A cookie banner and preference tool to be added where required by law.]

6. Sharing and disclosure

We share personal information:

• with other users as needed to operate the marketplace (for example, revealing a company's identity when a user unlocks or transacts, subject to plan limits);
• with service providers who process data on our behalf (such as hosting, payments, analytics and support) under appropriate safeguards;
• when required by law, or to protect the rights, property or safety of HotDocks, our users or others; and
• in connection with a merger, acquisition or sale of assets.

We do not sell your personal information.

7. Data retention

We retain personal information for as long as your account is active and as needed to provide the Platform, and thereafter as required to comply with legal obligations, resolve disputes and enforce our agreements. Retention periods vary by data type.

[Specific retention periods to be defined with counsel.]

8. Your rights

Depending on your location, you may have the right to access, correct, delete or port your personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. You can exercise many of these rights through your account settings or by contacting us, and we will respond in accordance with applicable law.

9. Security

We implement technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration or misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. International transfers

Your information may be processed in countries other than the one in which you are located. Where we transfer personal data across borders, we use appropriate safeguards as required by applicable law, such as standard contractual clauses.

[To be confirmed based on where HotDocks and its providers operate.]

11. Third-party links

The Platform may contain links to third-party websites and services that we do not control. This Policy does not apply to those third parties, and we encourage you to review their own privacy policies.

12. Children's privacy

The Platform is intended for business use and is not directed to children. We do not knowingly collect personal information from anyone under 18. If we become aware that we have, we will take steps to delete it.

13. Changes to this policy

We may modify or update this Policy at any time, in our sole discretion, with or without prior notice. Where changes are material, we will make reasonable efforts to notify you through the Platform or by email; however, we may make changes without advance notice, and you should review this Policy periodically.

Changes are effective when posted, unless stated otherwise, and the "Last updated" date at the top indicates when the Policy was last revised. Your continued use of the Platform after changes take effect constitutes your acceptance of the updated Policy.

14. Contact

For privacy questions or to exercise your rights, contact us at privacy@hotdocks.com or through our contact page.

[If required, a Data Protection Officer or EU/UK representative should be appointed and their details added here.]