1. Introduction
This Privacy Policy explains how DAIMON TRADING COMPANY LIMITED handles personal information in the course of running its container stack yard office at Kwai Chung. The policy has been prepared under the name of the developer Daimon Trade, which built and maintains this website on behalf of the company, and the company itself operates the yard services described throughout this site.
We understand that people who deal with a container yard care about their private details for very practical reasons. A shipper shares contact names, trailer plates and box numbers so that a gate pass can be written correctly. A haulier shares a driver name and a phone number so that a booking sitting can be confirmed. A receiver shares an email address so that a survey note can be sent through. None of that information is gathered for curiosity, and none of it is sold. It is gathered because the yard cannot produce a trustworthy record without it.
This policy describes what we collect, why we collect it, how long we keep it and what you can ask us to do with it. It applies to information gathered through this website, through email and phone calls handled by the yard office, and through the written records produced during ordinary yard operations. We encourage you to read the whole policy before you send us personal details, and to keep a copy for your records.
2. Who We Are
DAIMON TRADING COMPANY LIMITED is the controller of the personal information described in this policy. The company runs a container intake office and is responsible for the day to day decisions about how information is collected and used.
Rm 804F, 8/F Join-In Hang Sing Ctr
71-75 Container Port Rd, Kwai Chung, Hong Kong (HK)
Email: intake@tradaimon.com
Phone: +13079908462
Questions about this policy, or about the way the yard office handles your details, may be sent to the email address above or raised by phone during office hours. The office will route privacy questions to the clerk responsible for the weekly file so that a reply can be given from the actual record rather than from a summary.
3. Scope of This Policy
This policy covers personal information processed by the company in connection with the website, the yard office, the gate booth, the tally and survey desks, and any communication you have with the team by email, phone or in person. It covers information about shippers, hauliers, drivers, receivers, agents and any other individual who contacts the office or takes part in a yard operation.
The policy does not cover information held by other organisations that you may reach through links on this site, nor does it cover public registers maintained by port or customs authorities. Where a third party processes information on our behalf, we require that party to handle the data only for the purpose we have described and to keep it secure. Where a third party is itself the controller of the information, that organisation will have its own privacy notice, and we encourage you to read it.
4. Information We Collect
We collect several kinds of information, and we try to keep each category as small as the task requires. The main categories are described below.
Contact details
We collect names, company names, job titles, email addresses, phone numbers and postal addresses when you contact the office, request a booking sitting, submit a message through the contact form or ask for a copy of a yard record. We use these details to answer your message, confirm arrangements and keep a written trail of the conversation.
Yard and shipment details
We collect trailer plates, container numbers, seal numbers, declared weights, measured weights, carrier names and driver names as part of ordinary gate pass and tally work. These details are operational, but some of them can identify an individual, particularly where a driver or an owner operator is named on a booking note.
Correspondence and records
We keep copies of emails, notes taken during phone calls, booking notes, survey findings and other written records connected with your file. These records allow the office to answer questions consistently and to reconstruct what happened on a particular day.
Technical information
When you visit this website, our hosting infrastructure may record basic technical information such as the pages requested, the time of the request, the type of browser used and the approximate region from which the request came. This information is used for security and reliability purposes and is not combined with your contact details.
5. How We Collect Information
Most information reaches us directly from you. You may send an email, complete the contact form, call the office or speak to a clerk at the yard window. In each case you decide what to share, and you can ask the office to explain why a particular detail is needed before you provide it.
Some information reaches us from the people you work with. A haulier may send a driver name ahead of a booking, an agent may forward a box list, or a receiver may confirm a delivery window. We treat information received from a third party in the same careful way as information received directly from you, and we will tell you where the information came from if you ask.
A small amount of information is generated automatically when you use the website. Server logs and similar records are created by the hosting provider and are used to keep the site running safely. We do not attempt to identify individual visitors from these logs and we do not build profiles of visitors for advertising purposes.
6. Why We Use Personal Information
We use personal information to deliver the services described on this site and to keep the yard office running in an orderly way. The main purposes are set out below.
- To answer enquiries submitted through the contact form, by email or by phone.
- To arrange and confirm booking sittings for the coming yard week.
- To write gate passes, tally notes, stack sheets and survey findings that match the physical boxes in the yard.
- To resolve disputes about counts, weights, timing or damage by reading the relevant weekly file.
- To keep accounting, tax and administrative records as required by law.
- To protect the yard, the office and the people working in it from fraud, unsafe practices and unauthorised access.
- To improve the way the office explains its services and handles enquiries.
We do not use personal information for unrelated purposes without telling you first, and we do not sell personal information to anyone. Where a new purpose arises that is not described here, the office will explain it before the information is used and, where required, will seek your agreement.
7. Yard Records and Operational Data
A container yard runs on written records, and those records sometimes include personal details. A gate pass run may show a driver name beside a trailer plate. A survey round may show the initials of the clerk who walked the aisle. A booking note may show the person who signed for a slot. We treat these details as part of the operational record and handle them under the same safeguards as any other personal information.
Yard records are kept for as long as they are needed to answer a query, settle a dispute or satisfy a legal requirement. Because a dispute can surface months after a box has moved, the office rarely discards a weekly file immediately. Where a record has no further operational value and no legal requirement applies, it is destroyed in a controlled way rather than left in an open drawer.
Access to yard records is limited to the office staff who need them. A customer who asks for a copy of a record that concerns them will be given the relevant pages, after the office has confirmed that the request comes from the right person and that no other party is put at risk by disclosure.
9. Legal Basis for Processing
We process personal information because we need it to perform a task you have asked us to do, such as arranging a booking sitting or answering an enquiry. We also process information because we have a legitimate interest in running a safe and well documented yard, and because the law requires us to keep certain records. Where none of those grounds applies, we will ask for your agreement before processing your information.
When we rely on legitimate interest, we weigh the benefit to the business against the effect on the individual. The yard needs a written record to prevent disputes, but it does not need to collect more than the record actually requires. That balance is reviewed whenever a new type of record is introduced, and the office will stop using a detail if it turns out to be unnecessary.
11. International Transfers
The yard office is based in Hong Kong, and most of the information we hold stays within Hong Kong. Some service providers may store data in other regions, for example where the hosting provider operates data centres in more than one country. Where information is transferred outside Hong Kong, we take steps to ensure that it remains protected by appropriate safeguards, such as contractual terms that require the recipient to apply standards similar to those described in this policy.
If you would like to know more about where your information is stored, you may ask the office. We will explain the general arrangement and, where possible, the location of the relevant systems. We will not give details that would expose a security arrangement or put other people at risk.
12. How Long We Keep Information
We keep personal information only for as long as we need it. Enquiries that do not lead to a booking are usually cleared from the inbox within a reasonable period after the conversation has ended. Booking notes, gate passes, tally notes and survey findings are kept for the period needed to answer questions and meet legal requirements, and are then destroyed in a controlled way.
The exact period depends on the type of record. Accounting records are kept for the period required by tax law. Operational records are kept long enough to cover the normal life of a dispute, which in container work can mean several months after a box has been received. Where a specific dispute is open, the relevant file is held until the matter is closed. When the retention period ends, the record is removed from active storage and destroyed so that it cannot be recovered accidentally.
13. How We Protect Information
We protect personal information with a combination of physical, technical and administrative measures. Paper records are kept in the office and are available only to staff who need them. Digital records are held in accounts protected by passwords and are accessed over secure connections where the platform allows it. Staff are told to keep information confidential and to report any suspected loss or unauthorised access at once.
No method of storage or transmission is completely secure, and we cannot promise that an incident will never occur. We can promise that we will take reasonable steps to prevent one, that we will act quickly if one happens, and that we will tell the people affected and the relevant authorities where the law requires it. If you become aware of a security concern connected with the office, please contact us using the details in this policy so that the matter can be investigated.
14. Your Privacy Rights
You have rights over the personal information we hold about you. The main rights are listed below, and the office will help you exercise them.
- The right to ask what information we hold about you and to receive a copy.
- The right to ask us to correct information that is wrong or out of date.
- The right to ask us to delete information that we no longer need, where no legal requirement prevents deletion.
- The right to object to a use of your information that is based on legitimate interest.
- The right to ask us to restrict how your information is used while a concern is investigated.
- The right to withdraw agreement where we relied on it, without affecting work already done.
- The right to complain to a data protection authority if you believe your information has been mishandled.
To exercise a right, contact the office by email or phone. We may ask you to confirm your identity before acting on a request, because we do not want to release information to the wrong person. We will respond within a reasonable period and will explain if we cannot fully comply with a request and why. Exercising a right will not affect the way you are treated by the yard team.
15. Privacy for Children
This website and the yard services it describes are intended for businesses and adults. We do not knowingly collect personal information from children, and the office does not accept bookings from anyone under the age required to enter a contract for these services. If you believe that a child has sent personal information to the office, please contact us so that the information can be removed.
16. Third Party Websites
This site may link to other websites, such as port authorities, mapping services or the websites of customers and carriers. We do not control those sites and we are not responsible for their privacy practices. A link is not an endorsement of the way another organisation handles personal information, and we encourage you to read the privacy notice of any site you visit before you share details with it.
17. Marketing and Communications
The office does not run a marketing programme in the ordinary sense. We contact customers about bookings, gate passes, survey findings and yard notices, and we do not send promotional email to people who have not asked for it. If the company ever introduces a newsletter or a service announcement, it will explain the purpose, offer a clear way to opt out and honour any request to stop receiving messages.
Where we send a service message that is necessary to complete a booking, such as a confirmation of a weighbridge window, the message is treated as part of the service rather than as marketing. You can still ask the office to use a different channel if the current one is inconvenient, and we will try to accommodate the request where the record allows it.
18. Changes to This Policy
We review this policy from time to time and may update it to reflect changes in the way the yard works or in the law. When a change is made, the effective date at the top of the page will be updated. If a change is significant, the office will take reasonable steps to bring it to the attention of customers who have an active file, for example by a notice on the site or a short message with the next booking confirmation.
The version published on this page is the current version. We encourage you to check the page occasionally if you want to stay informed about how information is handled. Earlier versions can be described on request, because the office keeps a copy of each policy it has used.
19. How to Contact Us
If you have a question about this policy, want to exercise a right, or have a concern about the way the office has handled your information, please contact the team using the details below. The office reads every message and will reply as soon as it can.
Rm 804F, 8/F Join-In Hang Sing Ctr
71-75 Container Port Rd, Kwai Chung, Hong Kong (HK)
Email: intake@tradaimon.com
Phone: +13079908462
If you are not satisfied with the response you receive, you may raise the matter with the data protection authority responsible for your region. The office will cooperate with any lawful investigation and will keep a written record of the steps it took to resolve the concern. DAIMON TRADING COMPANY LIMITED values the trust that customers place in the yard office, and that trust depends on handling personal information with care.