Privacy Policy
What happens to your information when you enquire with us — described as our systems actually work, not as boilerplate.
This policy explains what happens to your personal information when you use this website or send us an enquiry. We have tried to write it in plain language and to describe what our systems actually do, rather than list every possibility the law permits.
On this page
Who we are
Vibrant Shipping Services Pvt. Ltd. is a freight forwarding and customs clearance company registered in India, with its office at 17 Garden City, Near The Eastern Park, Bholapur, Mangli Nichhi, Ludhiana, Punjab 141123.
CIN U63000PB2019PTC049267 · GSTIN 03AAFCV5876R1ZH. For the purposes of the Digital Personal Data Protection Act, 2023, we are the Data Fiduciary for the information described below.
What we collect
We collect the information you choose to send through our quote, contact, consultation and job-application forms. Technical information may also be processed when you visit the site, as explained below. This policy covers our public website and The Freight Desk at blogs.vibrantshipping.co.in; signing in to the client platform is a separate authenticated workflow.
| Where | What you give us |
|---|---|
| Quote request homepage and contact page |
Company name, contact person, email, phone, number of containers and shipment type. Then, depending on the mode you pick: ports or airports, Incoterm, weight, volume, dimensions, commodity, container size and type, packaging, pickup and delivery points, and HS code if you enter one. |
| Job application careers page |
Name, email, phone, the role you are applying for, and your CV file. |
| Consultation request | Name, company, email, phone, the services you are interested in, your approximate shipment volume, preferred date/time and contact channel where requested, and whatever you write in the free-text box. |
We also record the IP address the enquiry came from, and which page it was sent from. We use this for enquiry handling and protection against automated abuse. Our hosting and security providers may process IP addresses, request times, browser information and requested URLs in operational logs to deliver and protect the website.
Please do not put bank details, card numbers, passwords, or copies of identity documents into the free-text boxes on this site. None of our forms need them, and they are not the right place to send them.
Why we use it
We use what you send us to do the thing you asked for: price your shipment, answer your question, arrange a consultation, or consider your application. In practice that means our operations team reads it, prepares a response, and contacts you.
We will send you email about the enquiry you raised. We do not add enquiry contacts to a marketing list, and we do not sell or rent your details to anyone.
Where we need to keep records to meet tax, customs or company-law obligations in India, we do that as well.
Who else sees your data
Your enquiry is passed from this website to our own operations platform, which runs on a server we control. From there it reaches the people who need to act on it.
A small number of outside services are involved:
- Our email provider — used to deliver the confirmation to you and the alert to our team. Automated mail from our systems may arrive from a vibrantshippingservices.com address; that domain is also ours.
- Cloudflare R2 — object storage, used only to hold CV files uploaded through the careers page. See the section on CVs below.
- Website hosting and security services — deliver the public site, relay enquiries to our operations platform and help protect these services. They may process technical request information. Our shared fonts and core scripts are self-hosted rather than requested from Google Fonts on every visit.
- Third-party content — Google Maps on the homepage and contact page can receive your IP address and browser/request information when the map loads. Google handles that information under its Privacy Policy. Following other external links brings you to that provider's service.
Beyond that, we share personal data only where we are legally required to, or where it is genuinely necessary to move your cargo — for example giving shipping line, airline, transporter or customs details of a consignment. We do not sell data.
CVs and job applications
If you apply for a role, your CV is uploaded to Cloudflare R2, an encrypted object storage service. The storage bucket is private. Files are saved under a randomly generated name, not your own. Our staff open them through a temporary link that expires.
Cloudflare R2 uses an automatic storage region, so your file may be stored on servers outside India. This is part of the processing described in this notice, not permission for unrelated uses of your application. If you want to discuss an alternative, contact us before uploading your CV.
We use your application only to assess you for the role you applied for and other roles with us that you might suit. You can ask us to delete it at any time.
Quote tracking links
When you submit a quote request we give you a private link so you can check its status without creating an account. That link contains an access token and should be kept confidential; it is not a guarantee against unauthorised disclosure.
Anyone who has the full link can see that quote, including the name, email, phone and shipment details on it. Treat it like a password: forward it only to people you want to have that information. If you think a link has gone astray, contact us promptly with the enquiry reference so we can review access and the appropriate response. Do not post the link publicly.
How long we keep it
We keep enquiry and shipment records for as long as we need them to serve you and to meet our legal, tax and customs obligations in India. Business records of this kind generally have to be retained for several years.
If you want your information removed sooner, write to us and we will delete whatever we are not legally required to hold on to.
How we protect it
The site is served over HTTPS. Enquiries travel to our platform over an encrypted server-to-server connection. CV files sit in private storage reached only through short-lived links. Access to the operations platform is restricted to our staff, each with their own login.
We also rate-limit the forms so they cannot be flooded automatically.
No system is perfectly secure, and we would rather say so than promise otherwise. If we ever discover a breach affecting your personal data, we will notify you and the Data Protection Board as the law requires.
Your rights
You can contact us to request access, correction or deletion of your personal information, or to withdraw consent for processing that relies on it. Requests are assessed against applicable law and any records we must retain. India's Digital Personal Data Protection framework has phased commencement; statutory rights and complaint procedures apply as the relevant provisions come into force.
Depending on the applicable provisions, requests may include:
- ask what personal data of yours we hold, and what we have done with it;
- ask us to correct anything wrong, incomplete or out of date;
- ask us to erase it, where we are not required to keep it;
- withdraw consent you previously gave us;
- nominate someone to exercise these rights for you if you die or become incapacitated;
- use the applicable statutory complaint procedure after raising your concern with us.
Write to the address in the next section. We will ask you to confirm your identity, so that we do not hand your information to somebody else, and then respond as required by applicable law. Please do not send identity documents unless we request a proportionate verification step. Withdrawal may prevent us from completing the requested service, but does not automatically require deletion of legally retained records.
Grievance officer
If you have a concern about how we have handled your personal data, contact:
- Rishi Dwivedi
- Grievance Officer, Vibrant Shipping Services Pvt. Ltd.
- grievance@vibrantshipping.co.in
- 17 Garden City, Near The Eastern Park, Bholapur, Mangli Nichhi, Ludhiana, Punjab 141123, India
Please put “Data request” in the subject line so it reaches the right person quickly.
Changes to this policy
If we change how we handle personal data, we will update this page and move the effective date at the top. Where a change materially affects you, we will make a point of telling you rather than relying on you noticing.