1. Introduction
Rfg Trades Inc. operates a bond warehouse desk for computer integrated systems design from 13007 Hyland Siderd, ESSEX - N8M 2X6, Canada (CA). This Privacy Policy describes the personal information we handle, the reasons we handle it, the way we protect it and the rights you hold over it. The policy is written in plain language on purpose. A privacy notice is only useful if the person reading it can understand what will happen to their information without a glossary at hand.
The developer name behind this site is RFG Trades. RFG Trades maintains the public web presence of Rfg Trades Inc., prepares the pages you are reading and keeps the technical record of how the website handles visitor information. Where this policy uses the word developer, it refers to RFG Trades. Where it uses the words we, us or our, it refers to Rfg Trades Inc. acting through the bond warehouse desk.
We are a small operation and we treat privacy as a matter of ordinary careful bookkeeping. The records at our desk are the same kind of records that have sat on warehouse benches for a very long time: names of people, names of firms, addresses, telephone numbers, notes about goods and the signatures that release them. The fact that a bench is old does not make the information on it less personal, and we do not pretend otherwise.
2. Who We Are
Rfg Trades Inc. is a company working within computer integrated systems design, which places us in the broader sector of professional, scientific and technical services. Our physical desk is at 13007 Hyland Siderd, ESSEX - N8M 2X6, Canada (CA). The desk is the place where bond notes, grade sheets and consignee letters are read, stamped and stored. It is also the place where most of the personal information described in this policy arrives and leaves.
For the purposes of applicable privacy law, Rfg Trades Inc. is the organisation responsible for the personal information held at this desk. You can reach the desk by email at trades@rfgtrades.autos or by telephone at +16603128674. If you would rather write on paper, the postal address above reaches the same room.
Our site is hosted and maintained as a static publication. It does not operate an account system, it does not sell goods directly and it does not maintain a customer login. The information we hold is largely information clients give us while arranging a bond, a grade or a release, plus the small amount of website data described further below.
3. Information We Collect
We collect information in a few deliberate categories. The first is contact information, which includes your name, email address, telephone number, postal address and the firm you represent. The second is transactional information, which includes bond note references, grade sheet findings, consignee letter details, release window bookings, duty review entries and any correspondence connected to those records.
The third category is technical information generated when you visit this website. This may include the type of browser you use, the general region from which a request is made, the pages you request and the time of the request. We keep this category to a minimum and we do not attempt to identify individual visitors from it unless a security incident requires a closer look.
We do not seek sensitive personal information and we do not ask for government identification numbers, financial account details or health information. If a document sent to us happens to contain such information, we handle it with the same care as everything else and we will usually ask whether it can be replaced with a safer version. We do not collect information from social media profiles, and we do not build behavioural profiles of visitors to this site.
4. How Information Is Collected
Information reaches us through a handful of channels. You may send an email to trades@rfgtrades.autos, telephone the desk on +16603128674, complete the message form on the contact page or hand a printed record to a clerk during a sitting. Each of these channels produces the same kind of result, which is a record on our desk that we are obliged to keep and protect.
Some information arrives from other parties rather than from you. A carrier may send a delivery note that names the driver. A supplier may send a packing list that names a consignee. A client may forward a chain of correspondence that includes people who never visited our site. We treat that information as if the person named had given it to us directly, because from their point of view there is no practical difference.
Technical information is collected automatically by the web server that publishes this site. When your browser requests a page, the server records the request so that the page can be delivered and so that faults can be diagnosed. This is ordinary web hosting behaviour and it happens without any action on your part. We do not use it to build a profile and we do not combine it with the personal information at the desk.
5. Why We Use Information
We use personal information for a short list of reasons, all of which are connected to the work of the desk. We use it to open and maintain bond notes, to complete grade sheet runs, to draft and match consignee letters, to book release windows, to review duties and to arrange warehouse sittings. Without a name, a contact method and a record of the goods, none of those tasks could be completed.
We use contact information to reply to enquiries, to confirm a window and to explain a finding before it becomes a dispute. We use transactional information to reconstruct the history of a release months after it happened, which is the single most common reason a client returns to us. We use technical information to keep the website available, to detect abuse and to understand in general terms which pages are read.
We do not use personal information for advertising, we do not rent or sell contact lists, and we do not share information with data brokers. If we ever wish to use information for a purpose that is not on this list, we will tell you first and we will not proceed without a lawful basis to do so.
6. Legal Bases for Processing
Where the law requires us to name a legal basis, we rely on a small number of familiar ones. We rely on the performance of a contract when we process information needed to open a bond note, run a grade sheet or release goods that you have asked us to handle. We rely on legitimate interests when we keep business records, secure the website and prevent fraud or misuse, and we balance those interests against your rights before we do so.
We rely on consent when the law requires it, for example where we would like to send you a periodic note that is not strictly necessary for the work in hand. We rely on legal obligation when a record must be kept for a set period or produced to a public authority that has lawful power to demand it. Compliance with a court order or a regulatory request falls into this category as well.
If you are unsure which basis applies to a particular piece of information, write to trades@rfgtrades.autos and ask. We would rather explain our reasoning than leave you guessing, and a clear answer is usually faster than any formal request.
7. Consent and Its Withdrawal
Where we rely on consent, the consent must be clear and it must be given freely. We do not bundle consent into unrelated paperwork and we do not treat silence as agreement. If we ask for consent on a form, the form will say plainly what the consent covers, and the box will start empty until you choose to fill it.
You may withdraw consent at any time by writing to trades@rfgtrades.autos or by telephoning +16603128674. Withdrawal does not affect processing that already took place, and it does not remove a record we are legally required to keep. It does stop any future use that depended on the consent you withdrew. We will confirm the withdrawal in writing so that both sides have a record of it.
Some of the work at the desk does not depend on consent at all, because it is necessary to carry out a contract or to meet a legal duty. Withdrawing consent in those cases will not stop the processing, and we will tell you honestly when that is the situation rather than implying that every door is open.
9. Analytics and Measurement
We measure the website sparingly. At most, the hosting environment records the number of requests made to each page and the country in which those requests originate. This aggregate information tells us whether a page is being read and whether a particular fault is widespread. It does not tell us who you are, and we do not attempt to find out.
We do not use analytics to follow a visitor across sites, and we do not combine website measurements with the records at the desk. A person who reads the services page and a person who sends a bond note are treated as separate events unless they choose to tell us about the connection themselves.
If a client asks us whether their enquiry was captured by our website measurement, the honest answer is usually that we can see that a page was requested and nothing more. That is the level of detail we are comfortable holding, and we think it is the right level for a desk that works with paper.
11. Carriers, Officials and Lawful Requests
A warehouse is a place where names travel. When a pallet is released, the carrier receives a copy of the consignee letter and enough of the bond note to confirm the release. When a customs officer or a bonded authority examines a shipment, the officer may see the primary documents connected to it. These disclosures are part of the normal operation of a bonded desk and are limited to what the recipient needs.
We may also disclose information where the law compels us to do so, for example in response to a valid court order, a subpoena or a lawful demand from a regulatory body. Where we are allowed to tell you about such a request, we will do so, unless doing so would defeat the purpose of the request or breach an order. We review every demand before we respond and we challenge any that appears overbroad.
We do not cooperate with requests that have no lawful foundation, and we do not hand over records merely because they have been asked for informally. If a request arrives by email from an address we do not recognise, we will verify it through an independent channel before acting.
12. Warehouse Records and Archive
The desk keeps an archive. When a bond note is closed it is bound with its grade sheet and its consignee letter and stored for the period the contract requires. This archive is the memory of the desk, and it is the reason a client can return six months later and ask what condition a component was in when it left. The archive holds names, signatures and addresses, and it is therefore personal information as much as it is business record.
Access to the archive is limited to clerks who work at the desk. Bound records are stored in a locked area of the Essex warehouse and are retrieved by reference to the bond note rather than by browsing. Copies requested by a client are made against the original, and the request itself is logged so that the chain of access remains visible.
Where a record must be kept to satisfy a legal obligation, we keep it even if you ask for deletion. Where no such obligation exists, we are happy to discuss removal once the commercial purpose of the record has ended. Section 14 sets out the retention periods we generally apply.
13. Security Measures
We protect the information at the desk with a mixture of physical and technical measures. The Essex warehouse is locked outside working hours, the paper archive sits in a locked cabinet within a controlled area and digital records are held in accounts protected by strong passwords and, where available, a second authentication factor. Access is granted only to clerks who need it to complete a task and is removed when they leave the desk.
Digital records are transmitted over encrypted connections when they leave the building, and the website itself is served over a secure connection. We keep software patched and we review the access list at regular intervals. Backups are made so that a fire or a failed drive does not destroy the record that a client relied on us to keep.
No system is perfectly secure, and we will not claim otherwise. If a breach occurs that is likely to affect personal information, we will contain it, investigate it and notify affected parties and the appropriate authority as the law requires. Our first priority in a breach is to tell the truth quickly, because a delay in disclosure usually causes more harm than the incident itself.
14. Retention of Information
We keep personal information only as long as we need it. Contact details tied to an open bond note are kept while the note is active and for the archive period that follows, because a closed note must remain readable for the contractual and legal period set out in the client agreement. Enquiries that do not become a project are kept for a shorter period, usually enough to answer a follow-up, and are then removed.
Website technical logs are kept for a short rolling window and are then deleted automatically. Email correspondence is kept alongside the record it relates to, so that a note and the messages about it remain together. Where a record is subject to a legal hold because of a dispute or an investigation, we suspend the usual deletion and keep the record until the matter is resolved.
When a retention period ends, paper records are shredded and digital records are deleted from active systems and backups within the normal backup cycle. We do not keep a shadow copy and we do not archive for the pleasure of archiving. The desk is small and it stays honest by letting old records go.
15. Your Rights
You have the right to know whether we hold personal information about you and, if we do, to receive a copy of it. You have the right to ask us to correct information that is wrong or out of date, and you have the right to ask what we do with the information and why. These rights are central to a desk that works with paper, because a record that cannot be checked is a record that cannot be trusted.
You may also ask us to delete information where the law allows it, to restrict how we use it while a question is being resolved, or to provide a copy in a portable format. You may object to processing that depends on our legitimate interests, and you may withdraw consent where consent is the basis. We will explain any limitation that applies and we will tell you what you can do about it.
To exercise a right, write to trades@rfgtrades.autos with enough detail for us to find the record, such as a bond note reference or the date of a sitting. We will acknowledge the request promptly and normally answer within thirty days. If we need more time because the archive is large, we will say so and explain the delay. We do not charge for a first request.
16. Privacy for Children
This website and the services of the desk are intended for businesses and professionals working on integration projects. They are not directed at children, and we do not knowingly collect personal information from a child. If a record that includes a child arrives at the desk as part of a household or delivery detail, we handle it with the same care as any other record and we do not use it for any purpose beyond the delivery it describes.
If you believe that a child has sent personal information to the desk, please write to trades@rfgtrades.autos and tell us what was sent and when. We will locate the record, remove it where the law permits and confirm the removal in writing. We take such requests seriously and we do not ask you to justify them at length.
We do not operate a children section of this website, we do not run games or rewards that collect data, and we do not use information about a child for marketing of any kind.
17. International Transfers
Rfg Trades Inc. operates in Canada, and the desk is located in Essex. Some of the service providers described in Section 10 may store information outside Canada, and a carrier moving goods across a border will necessarily disclose some details to the authorities of the receiving country. Where information leaves Canada, we take reasonable steps to ensure that it remains protected by terms equivalent to those described in this policy.
Before we engage a provider whose storage is outside Canada, we review its security arrangements and its own privacy commitments. If the review raises a concern we cannot resolve, we do not use the provider. We would rather move a record by hand than place it somewhere we cannot vouch for.
If you have a question about where a particular record is held, write to the desk and we will tell you. The answer may be that the record is bound in a cabinet in the Essex warehouse, which is frequently the case for paper notes and signed letters.
18. Changes to This Policy
This policy may change as the desk changes. When we make a material change, we will update the date shown on this page and place a notice on the home page for a reasonable period. We will not change the policy in a way that reduces your rights and then apply the change to information we already hold without telling you.
Minor changes, such as a corrected address or a clarified sentence, may be made without a notice, though the date will still be updated so that readers can see the policy has been touched. We keep earlier versions and can provide one on request, which is useful if you need to know what the policy said when you first sent us a record.
We encourage clients to read this policy at least once, and to read any later version more quickly. The policy is short on purpose and a careful reader should be able to finish it in a few minutes.
19. Complaints and Escalation
If you believe we have handled your information badly, tell us first. Write to trades@rfgtrades.autos with a description of what happened and what you would like us to do. We will investigate promptly, speak to the clerks involved and reply in writing. Most concerns can be settled at the desk without a formal process, and we prefer to settle them that way.
If you are not satisfied with our response, or if the matter is not resolved within a reasonable time, you may escalate the concern to the privacy authority responsible for the organisation in your jurisdiction. We will provide the information you need to do so and we will cooperate with that authority. We will not penalise you for making a complaint.
We record every complaint, the steps we took and the outcome. That record helps us spot patterns and fix the causes rather than the symptoms. A complaint is a gift of a kind, because it tells us where the desk is failing before a larger problem develops.
20. Contact the Desk
If you have a question about this policy, a request about your information or a record that needs the desk attention, the following details reach us directly. The desk reads everything that arrives and replies during working hours. For a request about your rights, please write rather than telephone so that the exchange stays in writing.
13007 Hyland Siderd, ESSEX - N8M 2X6, Canada (CA)
Email: trades@rfgtrades.autos
Phone: +16603128674
We will acknowledge a privacy request on receipt and aim to answer within thirty days. If the matter is urgent, say so in the subject line and we will move it to the front of the desk.