1. Introduction and Scope
Vans Shipping Company Limited is a charter liner operator working from the Hung Hom bridge office in Hong Kong. The website at onepiecemgmt.autos presents the chartered container sailings of the company and allows shippers, agents and other visitors to send enquiries to the charter desk. This policy applies to every page of that website, to the contact form, to email and telephone correspondence and to the records created when a sailing request becomes a booking.
This policy is published by the company and is maintained for the company by the developer known as VansShipping, who supports the technical operation of the website and its enquiry handling. References in this policy to the company, to we, to us or to our mean Vans Shipping Company Limited. References to you mean the person whose information we process, whether that person is a visitor, a shipper, a booking contact, a vessel agent or a representative of another organisation. The developer named in this paragraph acts on the documented instruction of the company and does not use the information for any separate purpose.
The policy describes the information we collect, the reasons we collect it, the parties with whom it may be shared and the safeguards applied to it. It also explains how a person may ask to see, correct or remove information held about them, and how a concern may be raised if a person believes the company has not respected the rules set out here. We recommend that you read the whole policy before sending information to the desk, because the booking workflow touches several stages that each create a record.
2. Who Controls Your Information
The company named below is the controller of the personal information described in this policy. A controller decides why information is collected and how it is handled. The company address, contact email and telephone number are set out here so that any person can reach the responsible office directly.
Vans Shipping Company Limited
Rm 807A 8/F Two Harbourfront, 22 Tak Fung St, Hung Hom
Hong Kong - 999077
Hong Kong (HK)
Email: contact@onepiecemgmt.autos
Telephone: +19896468695
The charter desk at the address above receives privacy questions, access requests and correction requests. Where a request concerns a booking that has already sailed, the desk will locate the sailing file and reply from the same office. The company does not appoint a separate external privacy officer at this time, so all privacy correspondence should be directed to the contact details above.
3. Information We Collect
The information we collect falls into a small number of practical groups, each tied to a stage of the charter workflow. We try to collect only what is needed to answer an enquiry, issue a booking, move a container or keep a sailing record, and we avoid collecting information that has no bearing on those tasks.
Identity and contact details
This group includes a name, a job title, an organisation name, a business email address, a telephone number and a postal address. These details appear on a booking request, an agency instruction or a message sent through the contact form, and they allow the desk to identify the person who speaks for a shipment.
Booking and cargo details
This group includes the booking reference, the container number, the container size and type, the cargo description, the declared weight, the loading and discharge ports, the requested sailing date and any special handling note. These details are needed to place the box on a chartered vessel and to pass instructions to the terminal, the agency team and the surveyor.
Vessel and port records
This group includes the vessel name, the voyage number, the berth window, the arrival and departure times, the agency log entries and the reefer plug readings. These records support the operational services described on the services page and form the written history of each call.
Technical and website information
This group includes the internet protocol address used to reach the site, the browser type, the device type, the pages viewed and the time of the visit. This information is collected automatically by the web server and is used for security, fault diagnosis and general traffic understanding rather than for profiling any individual.
Correspondence
This group includes the content of emails, messages and telephone notes exchanged with the desk, together with the date and time of each exchange. Keeping a record of correspondence lets the desk answer a follow up question accurately and settle a disagreement about what was agreed.
4. How We Obtain Information
Most of the information we hold comes directly from the person who contacts the company. A shipper may send a booking request by email, complete the message form on the contact page or telephone the desk. A vessel agent may send an arrival notice. A surveyor may send a report with photographs attached. In each case the person chooses what to include, and the desk may ask for further detail where a request is incomplete.
Some information is created by the company during the course of the work. When a booking is issued, the desk records the slot, the cut off and the documentation deadline. When a container is positioned, the desk records the box number, the yard and the movement window. When a reefer is monitored, the watch team records the plug number, the set point and the reading. These records are produced by the company and are linked to the booking rather than gathered from the shipper again.
A smaller amount of information arrives from other parties in the sailing chain. A terminal may confirm a gate cut off. A connecting carrier may confirm a hub call. A harbour office may confirm a berth slot. The company treats all of this information under the same standards described in this policy, whether it arrives from the person concerned or from a business partner.
Finally, the web server records technical information automatically when a page is requested. This automatic record exists because every web server must process a request to deliver a page, and the record is used to keep the site available and safe. We do not combine this technical record with booking records in a way that would reveal the activity of a named individual.
5. Why We Use Your Information
We use personal information for the purposes described below. Each purpose is connected to the charter business, and we do not use information for an unrelated purpose without telling the person concerned first.
- To answer enquiries sent through the contact form, by email or by telephone, including requests for a sailing date, a berth window or a service explanation.
- To prepare, issue and amend full container load charter bookings, including the slot, the gate cut off and the documentation deadline.
- To plan transshipment hub calls and keep the connecting vessel and the landing berth in one working file.
- To carry out port agency work, including arrival notices, berth applications, pilot bookings and the agency log.
- To arrange container positioning runs between yards, depots and terminal gates.
- To monitor reefer plugs, record temperatures and respond to any alarm raised during a watch.
- To coordinate salvage surveys and keep the survey record with the claim file.
- To maintain the written record of each sailing, so that a question asked months later can still receive a clear answer.
- To keep the website available, secure and free of technical faults.
- To meet accounting, tax, insurance and legal reporting duties that apply to the company.
- To send service updates to a booking contact where that contact has agreed to receive them.
Where information is used to improve the website, it is reviewed in aggregate and not in a form that singles out a person. Where information is used to respond to a complaint, it is limited to the records needed to understand what happened and to put it right.
6. Lawful Bases for Processing
Every use of personal information must rest on a lawful basis. The company relies on the following bases, choosing the one that fits the circumstances of each case.
Performance of a contract
When a person requests a booking and the company issues a slot, a contract for carriage is formed or is about to be formed. Processing the name, contact details, cargo details and booking instructions is necessary to perform that contract. This basis also covers the operational services that follow, such as positioning runs, port agency work and reefer monitoring.
Legitimate interests
The company has a legitimate interest in keeping accurate sailing records, securing the website, preventing fraud and answering questions about past work. Where this basis is used, the company balances its interest against the rights of the person and limits the processing to what the interest requires.
Consent
Where a person agrees to receive service updates, the company relies on consent. Consent may be withdrawn at any time, and the withdrawal does not affect the lawfulness of any processing carried out before the withdrawal.
Legal obligation
Some records must be kept because accounting, tax, customs or insurance rules require it. Where a law obliges the company to retain or disclose information, the company relies on that obligation and limits the disclosure to what the law demands.
Vital interests
In a rare emergency, such as a threat to the safety of a crew member or a person at the quay, the company may process information to protect a life. This basis is used only when no other basis is available and the risk is immediate.
8. International Transfers
The charter business crosses borders by its nature. A booking taken in Hong Kong may be completed through a hub in another jurisdiction, and a connecting carrier may sit in a third country. Personal information therefore may be transferred outside Hong Kong where the sailing, the booking or the service requires it.
Before making a transfer, the company considers the nature of the information, the purpose of the transfer and the protections available in the receiving country. Where the law requires a contractual safeguard, the company uses a written agreement that obliges the recipient to protect the information and to use it only for the agreed purpose. Where a transfer is made to a public authority, the company checks that the request is lawful and limits the disclosure to what is demanded.
The company keeps a record of the categories of recipient and the countries involved in recurring transfers, so that a question about where a booking record has travelled can be answered from the desk file. A person who wishes to know whether a specific transfer has taken place may contact the desk using the details in section two.
9. How Long We Keep Information
We keep personal information only as long as the purpose for which it was collected still applies, or as long as a law requires. The periods below describe the general approach, and the desk may keep a record for longer where a claim, a dispute or an audit is open.
- Enquiries that do not become a booking are kept for a reasonable period so that a follow up question can be answered, and are then removed.
- Booking records, sailing records and agency logs are kept for the period required by accounting, tax, customs and insurance rules.
- Reefer monitoring records are kept for the period during which a cargo claim may be brought.
- Salvage survey records are kept with the claim file for the life of the claim and for any period required after it closes.
- Website server logs are kept for a short period and then deleted or aggregated.
- Marketing consent records are kept for as long as the consent is active and for a short period afterwards to show that the consent was given and later withdrawn.
When a retention period ends, the information is deleted or made anonymous so that it can no longer be linked to a person. Where deletion is not immediately possible because a backup is still in rotation, the information is placed beyond ordinary use and deleted when the backup cycle completes.
10. How We Protect Information
The company applies a set of practical safeguards to protect personal information against loss, misuse and unauthorised access. The safeguards are reviewed when the workflow changes, and the desk reports any suspected incident to the company without delay.
Access control
Only the people who need a record to do their work can open it. The charter desk, the agency team and the watch team each have access to the records relevant to their role. Access is removed when a person leaves the role, and shared accounts are avoided so that every action can be traced to a named person.
Technical protection
Website traffic is carried over an encrypted connection. Servers are kept up to date with security patches, and the hosting environment is monitored for unusual activity. Passwords are strong and are not reused across services, and multi factor sign in is used where the provider offers it.
Physical protection
Paper records held at the Hung Hom office are stored in a locked cabinet. Visitors are escorted while they are in the office, and documents are not left on the desk at the end of the day. Where a paper record has been copied into the digital file, the paper copy is destroyed in a secure manner once the retention period ends.
Incident response
If a breach occurs, the company contains it, assesses the risk to the people affected and notifies them and any relevant authority where the law requires it. The desk keeps a written account of the incident, the action taken and the improvement made afterwards, so that the same fault is not repeated.
12. Marketing Communications
The company does not send marketing messages to a person who has not agreed to receive them. A booking contact may be offered the option of receiving sailing updates, berth window notices or a seasonal schedule summary. That option is presented clearly, and a person may decline without affecting the booking service in any way.
Where consent has been given, the contact can withdraw it through the link in a message or by writing to the desk. The withdrawal is recorded on the same day and is applied before the next message is sent. Transactional messages, such as a booking confirmation or a sailing change notice, are not marketing messages and continue for as long as the booking is active, because they form part of the service the shipper has requested.
The company does not buy contact lists and does not pass a marketing consent to another organisation. If a business partner wishes to contact a shipper directly, that partner must obtain its own consent, and the company will not supply the contact details for that purpose.
13. Your Rights and Choices
Subject to the law that applies, a person may exercise the rights set out below. A request should be sent to the contact details in section two, and the desk may ask for enough information to confirm identity before acting, so that a record is not released to the wrong person.
Right of access
A person may ask whether the company holds information about them and may request a copy of that information together with an explanation of why it is held.
Right to correction
A person may ask for an inaccurate detail to be corrected and for an incomplete record to be completed. Where a booking record has already been used for a sailing, the correction is added to the file so that the history remains honest and complete.
Right to deletion
A person may ask for information to be deleted where it is no longer needed, where consent has been withdrawn and no other basis applies, or where the processing was unlawful. Deletion may be limited where a law requires the record to be kept, and the desk will explain any limit in its reply.
Right to restriction
A person may ask the company to pause the use of their information while a question about accuracy or lawfulness is resolved. During a restriction the record is stored but not used for ordinary work.
Right to object
A person may object to processing based on legitimate interests. The company will stop the processing unless it can show a compelling reason that outweighs the objection, and it will explain its reasoning in writing.
Right to portability
Where processing rests on consent or on a contract and is carried out by automated means, a person may ask for a copy of the information in a structured and commonly used format.
The desk aims to answer a rights request within thirty days. Where a request is complex, the desk will explain why more time is needed and will keep the person informed until the request is complete. Exercising a right does not cost anything, and a person will not be treated less favourably for making a request.
14. Privacy for Children
The website and the charter services are intended for businesses and for adults acting in a professional capacity. The company does not knowingly collect information from a child and does not direct any service to a person under the age of eighteen. The contact form asks for a name, an email address, a subject and a message, and it is not designed for use by a child.
If the company learns that information has been received from a child without the agreement of a parent or guardian, the desk will delete the information promptly and will confirm the deletion in writing. A parent or guardian who believes that a child has sent information to the desk may contact the office using the details in section two, and the request will be handled as a priority.
The company does not use information from a child for marketing, does not create a profile of a child and does not sell information about a child. These rules apply to every page of the website, including the services page and the contact page.
15. Third Party Websites and Links
The website may contain a link to a website operated by another organisation, such as a terminal, a port authority or a professional body. A link does not mean that the company controls the other website, and the company is not responsible for the privacy practices of a site it does not operate.
A person who follows a link should read the privacy notice of the other site before sending information to it. If a partner site collects information and shares it with the company, the company will treat the information as described in this policy and will record the source. If the company shares information with a partner through a link or a portal, the company will use the safeguards described in section seven.
The company reviews the links it publishes from time to time and removes a link where the destination no longer meets the standard expected of a business partner. A link removed for that reason does not affect a booking already made through the desk.
16. Changes to This Policy
The company may update this policy when the charter workflow changes, when a new service is added or when the law requires a different wording. The effective date at the top of the page shows when the current version took effect, and the company keeps earlier versions in its records so that a question about a past booking can be answered against the policy that applied at the time.
Where a change materially affects the way personal information is used, the company will publish a notice on the homepage and, where a person has an active booking, will send a message to the booking contact. The company will not apply a materially different use to information already collected without a lawful basis for doing so.
A person who continues to use the website after a change takes effect is treated as having seen the revised policy. A person who does not agree with a change may stop using the website and may ask the desk to close any open enquiry. A booking that is already in progress continues under the policy that applied when it was made, unless the law requires otherwise.
17. Complaints and Contact
The company takes a privacy concern seriously. A person who believes that information has been handled in a way that does not meet this policy may write to the charter desk, and the message will be passed to the person responsible for the relevant record. The desk will acknowledge the concern, ask for any detail needed to understand it and reply with the outcome and the action taken.
If a concern cannot be resolved directly with the company, the person may raise it with the privacy regulator that applies in their jurisdiction. The company will cooperate with a regulator that investigates a concern and will provide the records needed to answer the question, subject to any legal limit on disclosure.
For any question about this policy, or to exercise a right described in section thirteen, please use the following details. The same office answers booking questions, so a privacy message and a sailing enquiry reach the same desk and are logged in the same way.
Vans Shipping Company Limited
Rm 807A 8/F Two Harbourfront, 22 Tak Fung St, Hung Hom
Hong Kong - 999077
Hong Kong (HK)
Email: contact@onepiecemgmt.autos
Telephone: +19896468695
This policy forms part of the legal record of Vans Shipping Company Limited and should be read together with the Terms of Service published on this site.