Privacy & Policy
SARVAYA TRADEX LLP
Effective Date: 10 July 2024
Last Updated: 26 October 2026
Website: www.sarvaya.co.in
1. Introduction and Commitment
SARVAYA TRADEX LLP (“SARVAYA”, “we”, “our” or “us”) is committed to handling personal information, customer records, commercial documents and shipment-related information responsibly, in accordance with applicable laws, contractual obligations and the agreed scope of our services.
Our services include Customs Consultancy with Clearance, EXIM Consultancy, regulatory compliance assistance, freight forwarding, LCL and FCL cargo services, logistics, transportation, project cargo and related support for a broad range of commodities and industries.
We work with corporate customers, importers, exporters, manufacturers, international freight forwarders, overseas agents, logistics providers, suppliers, professional advisers and government or regulatory authorities.
We recognize that these relationships may involve confidential commercial information, customer and supplier records, shipment documents, pricing information, regulatory submissions and tender-related materials.
This Policy explains our approach to collecting, using, sharing, retaining and protecting information. It should be read alongside any applicable service agreement, confidentiality undertaking, non-disclosure agreement (NDA), tender condition or data-processing agreement.
2. Purpose and Scope
This Policy applies to information handled in connection with:
- Visitors to our website and individuals contacting us.
- Existing and prospective corporate customers.
- Importers, exporters, manufacturers, traders and industrial enterprises.
- Domestic and international freight forwarders, overseas agents and logistics partners.
- Shipping lines, carriers, transporters, terminals, warehouses and service providers.
- Government departments, public-sector entities and tendering authorities, where relevant.
- Suppliers, consultants, auditors, legal advisers and professional service providers.
- Employees, authorized representatives and business contacts whose information we receive professionally.
Where a signed agreement imposes stricter confidentiality, security or information-handling obligations, the relevant agreement will apply to the extent required by its terms and applicable law.
3. Information We Collect and Receive
3.1 Corporate and Business Contact Information
This may include names, designations, company names, business addresses, professional email addresses, telephone numbers, authorized representative details and business correspondence.
3.2 Commercial and Transaction Records
We may handle requests for quotations, service proposals, purchase orders, invoices, payment records, contracts, service instructions, commercial correspondence, agreed charges and records required for billing, accounting, audit or dispute resolution.
3.3 Customs, EXIM and Regulatory Documentation
Depending on the service and transaction, information may include:
- Bills of Entry, shipping bills and related Customs records.
- Commercial invoices, packing lists and certificates of origin.
- Bills of lading, airway bills and other transport documents.
- Product descriptions, quantities, weights, values and HS classification information.
- Import policy, export policy, licenses and applicable authorizations.
- DGFT, BIS, FSSAI, Plant Quarantine and other applicable regulatory documents.
- Certificates, declarations, examination records, sampling information and test reports.
3.4 Cargo and Operational Information
This may include shipment references, booking information, container and vessel details, cargo specifications, transport instructions, port and terminal information, warehousing, delivery details, cargo handling instructions and project logistics requirements.
3.5 Tender, Vendor Registration and Procurement Information
Where SARVAYA participates in a tender or vendor registration process, information may include company registration details, statutory registrations, certificates, declarations, eligibility documents, technical and commercial proposals, pricing schedules, authorized signatory details and supporting records.
Such information will be handled in accordance with applicable tender conditions, confidentiality requirements, procurement rules and law.
3.6 Website and Technical Information
Depending on our website configuration and the technologies enabled, we may collect technical information such as IP address, browser and device details, pages visited, website diagnostics, referring sources and cookie-related identifiers.
4. Sources of Information
Information may be obtained through:
- Website enquiry and contact forms.
- Business emails, telephone calls and meetings.
- Quotations, contracts, purchase orders and service instructions.
- Documents supplied by customers or authorized representatives.
- Vendor registration and tender submissions.
- Relevant service providers and transaction participants.
- Publicly available business information, where appropriate.
- Government, regulatory or procurement platforms used for legitimate business purposes.
Persons or organizations supplying information about another individual should have the necessary authority or lawful basis to share it.
5. Purposes of Processing
SARVAYA may use relevant information for the following purposes:
- Responding to enquiries and preparing quotations.
- Evaluating customer requirements and determining the appropriate service scope.
- Delivering Customs Consultancy with Clearance, regulatory assistance, freight forwarding, logistics and transportation services.
- Reviewing shipment documentation and identifying apparent procedural requirements.
- Preparing or supporting authorised Customs and regulatory documentation.
- Communicating with customers, overseas agents, freight forwarders and carriers.
- Supporting cargo movement, transportation, storage and delivery.
- Processing vendor registration, tender participation and procurement requirements.
- Maintaining contracts, invoices, accounting records and transaction histories.
- Meeting applicable statutory, tax, regulatory, audit and record-keeping obligations.
- Managing service issues, complaints, claims, disputes and legal proceedings.
- Protecting our business, information systems, customers and service relationships against fraud, misuse and unauthorised access.
- Administering and improving our website and business processes.
- Sending relevant business communications where permitted by law.
6. Lawful Processing and Consent
SARVAYA processes personal data on an appropriate legal basis under applicable law. Depending on the circumstances, this may include consent, steps requested before entering into a contract, performance of a contract, compliance with a legal obligation or another basis recognised by applicable law.
Where consent is required, we will seek it appropriately. Where processing relies on consent, individuals may withdraw that consent through an appropriate communication channel, subject to applicable law and the consequences of withdrawal.
Withdrawal does not invalidate processing lawfully undertaken before withdrawal. Information may still need to be retained where another lawful basis or legal obligation applies.
7. Confidentiality of Customer and Commercial Information
SARVAYA recognises that customer and transaction records may contain commercially sensitive information, including customer and supplier details, product specifications, purchase prices, quotations, shipment routes, import and export documents, regulatory submissions and tender proposals.
We aim to restrict access to confidential information to authorised personnel and service providers who reasonably require it for the relevant business purpose.
We will not intentionally publish a customer’s non-public commercial documents or confidential shipment information without appropriate authorisation or another lawful basis.
Confidential information may nevertheless be disclosed where necessary for the agreed service, authorised transaction activities, applicable law, regulatory requirements or a valid contractual arrangement.
Nothing in this Policy authorises SARVAYA to disclose confidential customer information for unrelated purposes merely because the information is in our possession.
8. International Freight Forwarders and Overseas Partners
Our services may involve domestic or international freight forwarders, overseas agents, carriers, shipping lines, airlines, warehouses, terminals and other logistics participants.
To perform an agreed service, it may be necessary to share selected shipment instructions, cargo descriptions, transport documents, consignee details, Customs documentation and delivery requirements.
We seek to limit such disclosures to information relevant to the transaction or otherwise lawfully required. International transfers will be subject to applicable legal and contractual requirements.
Independent overseas partners may process information under their own systems and legal obligations. Where required, appropriate contractual arrangements and safeguards should be considered.
9. Government Tenders and Public-Sector Engagements
Where SARVAYA participates in a government tender, public-sector procurement process, vendor registration or related engagement, information may be collected, prepared, submitted or disclosed in accordance with the tender documents and applicable procurement requirements.
This may include company information, statutory registrations, declarations, eligibility records, technical submissions, commercial proposals and authorised signatory details.
We seek to handle non-public tender information responsibly. However, submissions may be accessible to tendering authorities, authorised evaluators, auditors, oversight bodies or other parties where required or permitted by procurement rules, transparency requirements, audit obligations or law.
We do not guarantee that every tender submission will remain confidential where the applicable procurement framework provides for disclosure, inspection, publication or audit.
10. Disclosure to Authorities and Regulatory Bodies
SARVAYA may disclose relevant information to Customs authorities, port and terminal authorities, DGFT, tax authorities, BIS-related bodies, FSSAI, Plant Quarantine authorities, Partner Government Agencies, courts, law enforcement agencies and other competent authorities where necessary for an agreed service, authorised submission, legal compliance or a valid request under applicable law.
Such disclosures may include shipment documents, commercial invoices, declarations, licenses, authorizations, product information and supporting records. Nothing in this Policy permits SARVAYA to withhold information where disclosure is legally required.
11. Third-Party Service Providers
SARVAYA may engage website hosting providers, email platforms, accounting software providers, freight forwarders, carriers, transporters, warehouses, terminal operators, surveyors, laboratories, insurers, payment providers and professional advisers.
Information may be shared with these providers where necessary for the relevant business purpose and subject to applicable law and contractual arrangements.
Independent third parties may be governed by their own privacy policies, contracts and legal obligations.
12. Data Security and Access Controls
SARVAYA recognises the importance of protecting information against unauthorised access, loss, alteration, disclosure or misuse.
Depending on the systems and arrangements implemented, safeguards may include:
- Restricting access to information based on business need.
- Using appropriate account and password controls.
- Handling business and shipment documents through designated channels.
- Limiting unnecessary copying, forwarding or disclosure of records.
- Maintaining appropriate backups and technical protections where available.
- Reviewing access and information-handling practices as appropriate.
- Using suitable confidentiality and security terms with relevant service providers where necessary.
No electronic communication method, website, network or storage system can be guaranteed to be completely secure. SARVAYA does not promise absolute security or that unauthorized access can never occur.
13. Personal Data Breaches and Security Incidents
If SARVAYA becomes aware of a suspected or confirmed incident involving personal data or confidential business information, the response may include assessing the incident, taking reasonable containment measures, investigating its scope, restoring affected systems where appropriate and documenting relevant actions.
Where notification to affected individuals, authorities or other parties is required by applicable law or contract, SARVAYA will follow the relevant requirements and timelines.
14. Data Retention and Secure Disposal
SARVAYA retains information for the period reasonably necessary to fulfil its purpose, meet contractual requirements, comply with legal obligations and manage legitimate business needs.
Retention may be influenced by Customs and shipment record requirements, tax and accounting obligations, contracts, tender conditions, pending claims, disputes, investigations and regulatory requirements.
Different records may require different retention periods. When information is no longer required, SARVAYA will take reasonable steps to delete it, anonymise it or securely dispose of it, subject to legal retention requirements, valid legal holds and applicable contractual obligations.
15. Cross-Border Transfers
International freight and logistics activities may require information to be sent to or accessed by parties located outside India for booking, carriage, Customs formalities, regulatory compliance, delivery or overseas agency services.
Such transfers will be undertaken subject to applicable Indian law, relevant restrictions on cross-border processing and applicable contractual obligations. Where required, SARVAYA will consider appropriate safeguards.
16. Website Cookies and Analytics
Our website may use cookies or similar technologies to support functionality, security, preferences, analytics or performance measurement.
The technologies actually used depend on our website configuration, hosting arrangements, theme, plugins, embedded services and analytics tools.
Where required by applicable law, appropriate information and consent mechanisms will be provided before using non-essential cookies or similar technologies. Users may manage cookies through browser settings, although disabling some cookies may affect website functionality.
17. Business Communications and Marketing
SARVAYA may use business contact details to respond to enquiries, send quotations, provide service updates, manage transactions and maintain professional relationships.
Where permitted by applicable law, we may also send relevant service announcements or promotional communications. Individuals may request that promotional communications stop by contacting us or using an available unsubscribe mechanism.
18. Individual Privacy Rights and Requests
Subject to applicable law, individuals may have rights to request information about the processing of their personal data, seek correction or updating, request erasure where applicable, withdraw consent where processing relies on consent, and raise a grievance or complaint.
Requests will be reviewed in accordance with applicable law. SARVAYA may request reasonable verification of identity and authority before disclosing or changing information.
Certain requests may be restricted where permitted or required by law, including where records must be retained for statutory, regulatory, contractual or legal purposes.
19. Customer Responsibilities
Customers and other parties supplying information are responsible, to the extent applicable to them, for:
- Ensuring that information and documents provided are accurate and not misleading.
- Having the necessary authority or lawful basis to share personal data and business records.
- Providing relevant privacy notices or obtaining permissions where required.
- Identifying applicable confidentiality or tender-specific restrictions.
- Avoiding the transmission of unnecessary sensitive information.
- Using appropriate channels for confidential commercial and shipment documents.
- Informing SARVAYA of relevant corrections or restrictions.
SARVAYA may rely on information supplied by customers and authorised third parties within the agreed service scope, unless additional verification is required by contract or law.
20. Confidentiality Limitations and Third-Party Dependencies
Certain activities depend on external systems, authorities, carriers, overseas agents and other independent service providers. To the extent permitted by law, SARVAYA is not responsible for the independent acts or omissions of third parties outside its reasonable control.
This provision does not exclude responsibility SARVAYA has under applicable law or an enforceable contractual obligation. Nothing in this Policy guarantees that information will never be disclosed where disclosure is lawful or required.
21. Children’s Privacy
Our website and business services are primarily intended for business and professional use and are not directed at children. Where personal data relating to a child is processed in circumstances covered by applicable law, the relevant legal requirements and safeguards will apply.
22. Policy Updates
SARVAYA may update this Policy to reflect changes in its services, business operations, website technologies, contractual requirements or applicable law.
The latest version will be published on www.sarvaya.co.in with the updated revision date. Where required by law or contract, additional notice or other steps will be taken.
23. Privacy Enquiries and Grievances
For questions, requests or complaints concerning this Policy or the handling of personal information, please contact SARVAYA using the details below.
SARVAYA TRADEX LLP
Email: sales@sarvaya.co.in
Website: www.sarvaya.co.in
Head Office – Gujarat
Office No. C/103, Kutch Arcade Platinum, Survey No. 234/1 & 235, Mithi Rohar, Gandhidham (Kutch) – 370240, Gujarat, India.
Branch Office – Maharashtra
Office No. 609, Ideal Trade Center, CBD Belapur, Sector-11, Navi Mumbai – 400614, Maharashtra, India.
Please use the email subject “Privacy Request” or “Privacy Grievance” and provide sufficient details to help us understand your concern. Do not include passwords, payment credentials or unnecessary confidential shipment documents in the initial communication.
Where a separate privacy contact, grievance officer or Data Protection Officer is required under applicable law, SARVAYA will provide the relevant details as required.
24. Governing Law
This Policy shall be interpreted in accordance with the laws of India, subject to applicable privacy, data protection, information technology, contractual and other mandatory legal requirements.
Any dispute concerning this Policy shall be handled by the competent courts or authorities in accordance with applicable law and any valid agreement between the relevant parties.
25. Company Information
SARVAYA TRADEX LLP
GSTIN: 24AAFIFS8408K1ZL
Website: www.sarvaya.co.in
Email: sales@sarvaya.co.in
Our Office Location:
Head Office – Gujarat:
Office No. C/103, Kutch Arcade Platinum, Survey No. 234/1 & 235, Mithi Rohar, Gandhidham (Kutch) – 370240, Gujarat, India.
Branch Office –
Office No. 609, Ideal Trade Center, CBD Belapur, Sector-11, Navi Mumbai – 400614, Maharashtra, India.