#privacyPolicy

1. Introduction & Scope

Grand Vanilla Indonesia (“we”, “our”, “us”) is a licensed agricultural producer and exporter registered in the Republic of Indonesia. We respect the confidentiality and privacy of our international business partners, importers, food manufacturers, and website visitors.

This Privacy Policy explains how we collect, use, process, and safeguard commercial and personal data in connection with our export operations, wholesale inquiries, sample requests, and digital communications, in compliance with the Indonesian Personal Data Protection Law (Law No. 27 of 2022 / UU PDP), the EU General Data Protection Regulation (GDPR), and international foreign trade privacy standards.

2. Information We Collect in B2B Trade

In the course of providing wholesale price quotations, processing purchase orders, preparing export certificates, and managing freight delivery, we collect the following business information:

• Corporate Identification: Company legal name, trade name, business registration number, VAT / Tax identification number, corporate address, and company website.
• Procurement Contacts: Contact person’s name, job title, corporate email address, direct phone / WhatsApp number, and office location.
• Consignee & Customs Broker Data: Destination delivery address, consignee details, destination airport / seaport, customs broker contacts, and import permit numbers required for biosecurity clearance.
• Commercial Inquiries: Product specifications requested (variety, moisture percentage, minimum vanillin), order volumes, target delivery schedule, and preferred Incoterms (FOB/CIF).
• Financial Data: Bank account reference details, Swift/BIC identifiers, proforma invoice records, and proof of payment transfer.

3. Purpose & Legal Basis for Processing

We process commercial data solely for legitimate business purposes recognized under applicable data protection regulations:

• Contract Execution & Logistics: Preparing binding proforma invoices, reserving cured bean batches, scheduling vacuum packaging, and booking air or sea freight cargo.
• Statutory Biosecurity & Customs Compliance: Registering export consignments with the Indonesian Agricultural Quarantine Agency (Barantin), issuing official Phytosanitary Certificates, and filing customs export declarations with Indonesian Customs (Bea Cukai).
• Sample Evaluations: Dispatching physical bean samples via international express couriers (DHL Express, FedEx) to your designated laboratory or development kitchen.
• Direct Business Communication: Providing updates on seasonal harvest schedules, current inventory availability, market price trends, and order tracking.

4. Disclosure & International Data Transfers

As an international agricultural exporter, our operations involve cross-border data flows to fulfill orders worldwide. We handle these transfers responsibly:

• Government Authorities: Consignee details are submitted to the Indonesian Agricultural Quarantine Agency, the Ministry of Trade, and destination customs authorities strictly to satisfy mandatory statutory export and import regulations.
• Logistics & Courier Partners: Delivery information is shared with international airlines, freight forwarders, and express couriers (e.g. DHL, FedEx) solely for issuing Air Waybills (AWB) or Bills of Lading (B/L) and coordinating delivery.
• Accredited Testing Laboratories: Sample batch identifiers are provided to independent ISO/IEC 17025 accredited laboratories (e.g. Sucofindo, Saraswanti) to perform required analytical testing for Certificates of Analysis (COA).
• No Commercial Sale of Data: We do not sell, rent, lease, or distribute your corporate or personal data to third-party advertisers, data brokers, or marketing intermediaries under any circumstances.

5. Confidentiality & Proprietary Formulations

We recognize that many of our wholesale clients are craft distillers, master flavorists, and confectionery manufacturers who maintain proprietary extraction methods and recipes:

• All custom bean selection specifications, targeted moisture thresholds, proprietary cut requirements, and private-label details shared with us are treated as Strictly Confidential Trade Secrets.
• We will never disclose your company’s procurement volumes, purchasing terms, or custom product requirements to competitors or third parties.

6. Data Security & Storage

We implement appropriate technical and administrative safeguards to protect your information against unauthorized access, loss, or misuse:

• Encrypted Communications: Data submitted through our website and email channels is protected using industry-standard Transport Layer Security (TLS/SSL) encryption.
• Access Control: Access to commercial documentation, buyer files, and financial records is restricted to authorized export managers and compliance personnel.
• Secure Storage: Business records are maintained on secure servers with regular backups and firewall protection.

7. Data Retention

Commercial invoices, export declarations, shipping records, and phytosanitary certificates are retained for a minimum of ten (10) years in compliance with Indonesian taxation, customs, and foreign trade audit legislation.

Inquiries from prospective buyers that do not lead to commercial transactions are archived or securely removed after twenty-four (24) months.

8. Your Rights

Subject to statutory foreign trade record-keeping requirements, you have the right to:

• Request confirmation of the commercial and contact data we hold regarding your organization.
• Request correction of inaccurate or outdated company or consignee details.
• Opt out of non-essential commercial announcements or seasonal harvest bulletins at any time by contacting our team.

9. Contact Our Compliance Team

If you have any questions or requests concerning our privacy standards or data management practices, please reach out to us:

Grand Vanilla Indonesia
Legal & Trade Compliance Desk
Jember, East Java, Indonesia
Email: [email protected]
WhatsApp / Tel: +62 877-1775-2085