Privacy Policy

This policy explains how Eximers Pty Ltd (ACN 682 416 628, ABN 71 682 416 628) (“Eximers”, “we”, “us”) handles personal information. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

It covers this website (https://eximers.com), the Eximers client and partner portal, and our dealings with buyers, suppliers and service providers.

• Enquiries: your name, company, email, phone number and country, the products, quantities, ports and dates you tell us about, and the page you sent the enquiry from.
• Trading relationships: contact details of the people we deal with at buyers, suppliers and service providers, and the records of our trades with them: quotes, contracts, invoices, payments, shipments, trade documents and messages.
• Counterparty checks: before we trade, we verify businesses. This can include company registration details and the names and roles of directors or authorised representatives, with the evidence behind each check.
• Email: emails exchanged with the Eximers team may be copied, with their attachments, into the portal so the trade record is complete.
• Portal accounts: your name, email address, role and the actions you take in the portal, which we record in an audit trail.
• Technical data: your IP address is used briefly to limit repeated form submissions. Our hosting provider keeps standard server logs.

Mostly directly from you: through the enquiry form, by email, phone or messaging, in the portal, or in trade documents. We also collect it from the businesses you work for and from public sources such as company registers when we verify a counterparty. You can deal with us without giving your name for general questions, but we need contact details to quote or trade.

• to answer your enquiry and prepare quotes, contracts and shipments;
• to verify the businesses we trade with and to manage risk;
• to run the portal and keep it secure;
• to keep accounting, tax and trade records as Australian law requires;
• to contact you about the business you have with us.

We do not sell personal information and we do not use it for advertising. We share it only as needed to do business:

• with the other parties to a trade, such as freight forwarders, inspection agencies, banks and customs brokers, as far as the trade requires;
• with service providers that run our systems: Supabase (database, sign-in and file storage), Resend (sending email), Hostinger (website hosting), Microsoft 365 (our email) and, where enabled for our staff, Anthropic (an AI assistant inside the portal that helps staff find records);
• with our accountants and advisers, and with authorities where the law requires it.

Our database, files and outgoing email are hosted in Japan. Our other service providers may process information in other countries where they operate, including the United States. As an international trading company, we also send trade details to counterparties in the countries a shipment moves between. We use providers with recognised security practices and limit what we send to what is needed.

Access to the portal requires an invitation and sign-in, and each person sees only what their role allows. External partners see only the trade files and requests shared with them. Documents are kept in private storage and opened through short-lived links. Data is encrypted in transit, and changes are recorded in an audit trail.

We keep enquiries and trade records for as long as we need them for the business relationship and to meet legal record-keeping duties (for example, tax records for at least five years). When we no longer need information, we delete or de-identify it.

The public website does not use advertising or analytics cookies. The portal uses cookies only to keep you signed in.

You can ask to see or correct the personal information we hold about you, or make a privacy complaint, by emailing mchowdhury@eximers.com or calling +61 434 939 118. We will reply within 30 days.

If you are not satisfied with our answer, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

We will post any changes on this page and update the date at the top.