Privacy Policy
Last updated: September 2026
GAIA Trades Limited ("GAIA Trades", "we", "us", or "our") respects your privacy and is committed to protecting the personal information of everyone we interact with — including visitors to our website and individuals or organizations we contact directly as part of our business development activities.
This Privacy Policy explains what information we collect — including information we obtain about you from publicly available sources — how we use it, the legal grounds we rely on, and the rights available to you, including specific rights for individuals in the European Economic Area (EEA), the United Kingdom, and other jurisdictions with similar protections.
1 - Who we are
GAIA Trades Limited Company
Registration No.: 1900902
Business Registration No.: 61370933
Room B, 10/F, Tower A, Billion Centre,
Wang Kwong Road, Kowloon Bay,
Kowloon, Hong Kong
For privacy-related enquiries: admin@gaiatrades.com
2 - Scope of this Policy
This Policy applies to:
-
visitors to our website;
-
individuals and organizations who contact us directly; and
-
individuals we contact directly as part of our business development activities, using business contact details obtained from publicly available sources (e.g. company websites, business directories, chambers of commerce, trade registries, and publicly visible professional profiles).
3 - Information we collect
3.1 Information you provide to us
-
Name and company name
-
Email address and telephone number
-
Country and business location
-
Information submitted through contact or enquiry forms
-
Product, sourcing, or procurement requirements
-
Any other information you voluntarily share with us
3.2 Information we collect from public sources
When identifying potential business contacts, we may collect limited business contact information from publicly available sources, such as company websites, business or trade directories, chambers of commerce, industry registries, and publicly accessible professional profiles. This is generally limited to your name, job title, business email address, phone number, and employer — we do not collect special categories of data (e.g. health, religion, political opinions) this way.
3.3 Technical information
We may also collect limited technical information when you visit our website — such as IP address, browser type, device information, and website usage data — generally via cookies (see Section 9).
4 - How we use your information, and our legal basis for doing so
Purpose: Responding to enquiries and preparing quotations/proposals
Legal Basis (where GDPR applies): Contract, or steps taken at your request prior to entering a contract
Purpose: Direct business development outreach using publicly available business contact data
Legal Basis (where GDPR applies): Legitimate interests (Art. 6(1)(f) GDPR) — promoting relevant B2B services, limited to business contact data, weighed against your rights
Purpose: Managing an ongoing business or client relationship
Legal Basis (where GDPR applies): Contract
Purpose: Website analytics and functionality
Legal Basis (where GDPR applies): Legitimate interests / consent, for non-essential cookies
Purpose: Compliance with legal, accounting, and regulatory requirements
Legal Basis (where GDPR applies): Legal obligation
-
We do not carry out automated decision-making or profiling that produces legal or similarly significant effects on you.
5 - Direct marketing and your right to object
If you receive an email from us as part of our business development outreach:
-
You may object to further contact at any time, free of charge, by replying "unsubscribe"/"remove" or using the opt-out link included in the email.
-
Once you object, we will stop using your information for marketing purposes and add you to a suppression list so we do not contact you again.
-
This right is separate from, and does not require you to use, any of the other rights listed in Section 10.
6 - Sharing of information
We do not sell or rent your personal information.
Where necessary to provide our services or operate our business, we may share relevant information with trusted service providers, business partners, suppliers, logistics providers, or professional advisers. We take reasonable steps to ensure personal information is handled appropriately and securely by any party we share it with.
7 - International transfers
As an international sourcing and quality-control company operating between Asia, Europe, and Latin America, your information may be transferred to, stored, or accessed in countries outside Hong Kong and outside your own country — including mainland China, where our sourcing and quality-control operations are based, and other countries where GAIA Trades, our service providers, or business partners operate.
Where we transfer personal data of individuals located in the EEA or UK to a country that does not provide an equivalent level of data protection, we take reasonable steps to put appropriate safeguards in place, such as standard contractual clauses, where applicable.
8 - Data security
We take reasonable and practicable measures to protect personal information against unauthorized access, processing, loss, disclosure, or misuse. However, no method of transmitting or storing information online can be guaranteed to be completely secure.
9 - Cookies
Our website may use cookies and similar technologies to improve website functionality, understand how visitors use our website, and improve our services. You may adjust your browser settings to refuse or restrict cookies, though some website functions may not operate properly as a result. Where required by law, we will obtain your consent before using non-essential cookies.
10 - Your Rights
Depending on where you are located, you may have some or all of the following rights over your personal information:
-
Access — request a copy of the personal information we hold about you
-
Correction — request correction of inaccurate or incomplete information
-
Erasure — request deletion of your information in certain circumstances
-
Restriction — request that we limit how we use your information in certain circumstances
-
Portability — receive your information in a portable format, where processing is based on consent or contract and carried out by automated means
-
Objection — object to processing based on our legitimate interests, including direct marketing at any time (see Section 5)
-
Withdraw consent — where processing is based on consent, without affecting the lawfulness of prior processing
-
Complain — lodge a complaint with your local data protection authority (EEA/UK), or with Hong Kong's Office of the Privacy Commissioner for Personal Data (PCPD) under the PDPO
To exercise any of these rights, contact us at admin@gaiatrades.com. We will respond within the timeframe required by applicable law.
11 - Retention
-
Business contact information collected for outreach purposes is retained for 12 months from collection or last contact, or until you object or ask us to delete it — whichever comes first.
-
Client and project information is retained for as long as necessary to deliver our services and meet legal, accounting, and regulatory requirements — generally 10 years after the relationship ends.