Privacy Policy
What this website collects, what happens to the drawings and photos you send us, and how to get your data back or removed.
Last updated: 2 October 2026
1. Scope and who is responsible
This policy covers hvbfcloth.com: the pages you read, the enquiry (RFQ) forms you submit, and the email exchange that follows. It does not cover other companies' websites that we link to.
The operator of this site is the filter cloth supplier you are enquiring with, and acts as the data controller for the personal data described below. The registered entity name and postal address are not published on this page. Privacy and data requests go to rfq@hvbfcloth.com, as described in section 13.
2. What we collect
2.1 What you type into an enquiry
The Quick RFQ asks for: your name, your email address, your company, your country, the product or application you are asking about, and your message. It also has an optional field for a WhatsApp number. It has no attachment field.
The Engineering RFQ asks for the same details, including the optional WhatsApp number, plus an optional field for your role (for example maintenance or procurement). It adds technical fields about the machine and the duty: equipment brand and model, filtered material, particle size, the current cloth (or a note that there is none yet), belt width and length or filtration area, cloth material, mesh or micron rating, air permeability, temperature, pH, the problem you are seeing, and annual quantity. These are machine facts, not personal data — but they arrive attached to your name and company, so they are covered here too. The Engineering RFQ also lets you attach files, such as drawings and photos — see section 3.
2.2 What your browser sends
Like any website, this one receives your IP address, the page you requested, your user agent and the referring page. These appear in the hosting provider's server logs described in section 6.
2.3 What we do not ask for
We do not ask for payment card details, government identity numbers, or any special category data (health, religion, political opinion, biometrics). Please do not put them in the message field or in an attachment — if you do, we will remove them.
3. Drawings and photos you send us
A drawing, a nameplate photo or a photo of the old cloth can reach us in three ways:
- Attached to the Engineering RFQ form. Attach up to 8 files (each up to 3.5 MB; keep the combined total under about 3 MB). For larger files, reply to the confirmation email and attach them there.
- Attached to your reply to the confirmation email, if you received one after an enquiry.
- Sent by email directly to rfq@hvbfcloth.com.
Files attached to the form pass through the website's server function at the hosting provider listed in section 6, which checks them, drops any file that fails the checks, and passes the rest on; they are not stored on this website. The function tries to send them to our enquiry mailbox as attachments to the enquiry email, through the email provider listed in section 6; if that email fails, the files are lost, even when the copy described below reaches us and the form shows the confirmation page. If sending the form with files fails because of a network error, the form falls back to an ordinary submission that carries only the text fields, so the files are not sent with it. Files you send by email, to rfq@hvbfcloth.com or in a reply to the confirmation email, arrive in the same mailbox. Email addressed to our hvbfcloth.com enquiry addresses — the enquiry email sent by the form, replies to the confirmation email, and email to rfq@hvbfcloth.com — is first received and forwarded by the email-routing provider listed in section 6.
At the same time as the enquiry email, the function also tries to post a copy of each enquiry sent through a form to the second enquiry channel in section 6 — everything you type into the form, including your name, email address, company, country and, if you give them, your WhatsApp number and role, and the page trail and campaign details described in section 4 — plus the number of attached files and each file’s name, category and size in KB, but not the file contents. The email and the copy can each fail on their own. The files themselves are only ever passed on as attachments to the enquiry email sent to our enquiry mailbox — never to the second enquiry channel — and are not stored on this website.
Nameplate photos, old-cloth photos and drawings are the most sensitive thing you send us — for many buyers a drawing is a commercial asset. Two commitments follow from that:
- Your files are never displayed anywhere on this website — not in a gallery, not as a case study, not as a thumbnail.
- We do not pass your files to third parties beyond the service providers listed in section 6 that carry or process the form submission and the email, and we do not show them to other customers.
Because attachments are sent by email, those that reach us are held in our enquiry mailbox at the provider listed in section 6, for as long as the thread is kept (section 8). If a drawing is too sensitive for ordinary email, do not send it — give us the dimensions in the form fields instead, which is usually enough to start.
5. Why we use it, and on what basis
| Purpose | Data used | Legal basis (GDPR Art. 6) |
|---|---|---|
| Answering your enquiry, specifying cloth, quoting | RFQ fields, attachments | (b) steps taken at your request before a contract |
| Fulfilling an order and keeping the commercial record | RFQ fields, order correspondence | (b) contract; (c) legal obligation for tax and export records |
| Keeping the site up and blocking abuse | IP address, request logs | (f) our legitimate interest in a working, non-abused site |
| Attaching the pages you visited and any campaign details to the enquiry you send, so we can tell where enquiries come from | Page trail and campaign details (section 4) | (f) our legitimate interest in knowing which pages and campaigns lead to enquiries; none of this leaves your browser unless you send an enquiry |
| Third-party analytics (not currently enabled): understanding which pages actually help buyers | Analytics events | (a) your consent |
We do not use your enquiry data to build advertising profiles, and we do not add you to a marketing list because you asked a technical question.
6. Who else processes it
We use the following service providers. Each one is listed with what it actually receives.
| Role | Provider | What it receives | Status |
|---|---|---|---|
| Website hosting and delivery | Vercel Inc. (United States) | Page requests, IP address, user agent, referring page — in standard server logs. The enquiry form, including any files you attach, is submitted to a server function hosted by this provider; the function checks the form and the files, tries to pass them on by email and, at the same time, tries to post a copy of the enquiry, without the file contents, to the second enquiry channel below (section 3); either attempt can fail without the other. It does not store them. If every delivery channel fails, the full enquiry notification — everything you type into the form, the page trail and campaign details described in section 4, and each attached file’s name, category and size, not the file contents — is written to the function log so it can be recovered manually. | In use |
| DNS and email routing | Cloudflare, Inc. (United States) | DNS lookups for this domain. It also receives every email addressed to our hvbfcloth.com enquiry addresses — the enquiry email sent by an RFQ form, replies to the confirmation email, and email sent to rfq@hvbfcloth.com — including any attachments, and forwards it to the enquiry mailbox below (Cloudflare Email Routing) | In use |
| Sending enquiry email | Resend (United States) | Everything you type into the RFQ form — your name, email address, company, country, your WhatsApp number and role if you give them, and the technical fields — the page trail and campaign details described in section 4, and any files you attach to the Engineering RFQ, because the form is sent to us as an email through this provider | In use |
| Enquiry mailbox | Google LLC (Gmail), United States | Receives and stores the full text of each enquiry email that is forwarded to it — everything you type into the RFQ form, including your name, email address, company, country, your WhatsApp number and role if you give them, and the page trail and campaign details described in section 4 — with any files attached to the form; and each email you send to rfq@hvbfcloth.com or in reply to the confirmation email that is forwarded to it, with its attachments | In use |
| Web fonts | Google LLC (Google Fonts) | Your IP address and user agent, because the font files are requested from Google servers when a page loads | In use |
| Second enquiry channel | Feishu (data processed in mainland China) | For each enquiry sent through an RFQ form, the website also tries to post a copy to our internal group chat on Feishu, at the same time as the enquiry email, so that an enquiry is not lost if email delivery fails. Posting the copy can fail on its own: if it fails and the enquiry email has gone through, you still see the confirmation page and there is no copy in the chat. A copy contains everything you type into the RFQ form — including your name, email address, company, country, your WhatsApp number and role if you give them, and the technical fields — plus the page trail and campaign details described in section 4. For attached files it includes the number of files and each file’s name, category and size in KB — not the file contents. | In use — a copy of each form enquiry is attempted here at the same time as the enquiry email; it can fail on its own |
| Website analytics | Google LLC (Google Analytics 4) | Nothing at present — no analytics script is loaded on this site | Not in use (see section 4) |
| Session analytics | Microsoft Corporation (Microsoft Clarity) | Nothing at present — no session-recording script is loaded on this site | Not in use (see section 4) |
Your enquiry and your files are not sold, and are not passed to anyone outside this list except where we are legally required to, or where you ask us to involve a third party (for example, a freight forwarder you name).
7. International transfers
Apart from the second enquiry channel, the providers in section 6 are United States companies, and our own operations are outside the European Economic Area. The second enquiry channel is Feishu, which processes data in mainland China: in addition to the United States providers, the website tries to post a copy of each enquiry sent through a form there so that an enquiry is not lost if email delivery fails (section 6 lists what that copy contains). If you write to us from the EEA or the UK, your data will be transferred outside it; for an enquiry sent through a form, that includes mainland China whenever the copy reaches Feishu, even if it is then not posted to the chat. Transfers of your enquiry to the United States providers rely on the fact that you sent it in order to receive a quotation. If you would rather not have a particular file leave your country, do not attach it — send the dimensions in the form fields instead, which is usually enough to start.
8. How long we keep it
| What | Kept for |
|---|---|
| Enquiry emails, emails sent to rfq@hvbfcloth.com, and any files you attach to the form, to a reply or to an email | They sit in our enquiry mailbox (Google LLC, Gmail — section 6) and no deletion period has been set yet |
| Copies of enquiries in the second enquiry channel (section 6) | They stay in our internal group chat and no deletion period has been set yet |
| Order and quotation records | No deletion period has been set yet — will follow the statutory accounting period once the operating entity is confirmed |
| Hosting provider's server logs | The provider's standard log window |
| Analytics data | Analytics tags are not currently enabled. This page will be updated before any are enabled. |
You can ask us to delete your enquiry and its attachments at any time, and we will, unless we still need the record for an order in progress or for a legal obligation.
9. How we protect it
- The site is served over HTTPS with HSTS; the enquiry form posts over TLS.
- The website tries to pass your enquiry on to us by email and as a copy in the second enquiry channel (section 6), rather than storing it in a database on this website. There is no customer login and no enquiry database on the web server. The one exception: if every delivery channel fails, the enquiry text is written to the hosting provider's function log (section 6) so it can be recovered manually.
- Enquiry emails that reach us are kept in our enquiry mailbox, and copies that are posted stay in our internal group chat (section 6); they are read there by the people who handle enquiries.
We are not going to list security measures this site does not have. Ordinary email is not end-to-end encrypted: if a drawing is confidential enough that this matters to you, send dimensions instead of the file and tell us — we will agree another route.
No system is perfect. If you believe your data has been exposed through this site, tell us at rfq@hvbfcloth.com and mark the message Security.
10. Your rights (GDPR / UK GDPR)
If the GDPR or UK GDPR applies to you, you have the right to:
- Access — get a copy of the personal data we hold about you.
- Rectification — have inaccurate data corrected.
- Erasure — have your data deleted where we no longer need it.
- Restriction — have processing paused while a dispute is resolved.
- Portability — receive the data you gave us in a machine-readable form.
- Objection — object to processing based on our legitimate interests.
- Withdraw consent — where processing is based on your consent. Analytics, the only such processing described here, is not currently enabled; if it is enabled in future, this page will explain how to withdraw consent before it is switched on.
We answer these requests within one month. You also have the right to complain to your national data protection supervisory authority, and you do not have to go through us first.
11. California residents (CCPA/CPRA)
In the past 12 months this site has collected these categories of personal information: identifiers (name, email, phone number where you give a WhatsApp number, IP address), commercial information (the products you enquired about), professional information (your company and role), and internet activity (the pages viewed in the current browser tab and any campaign details, sent with your enquiry as described in section 4; page analytics only where enabled). The sources are you and your browser; the purposes are in section 5; the recipients are in section 6.
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not knowingly collect sensitive personal information, and we do not offer financial incentives in exchange for personal information.
You have the right to know, to delete, to correct, and to opt out of sale or sharing — the last of which does not arise here because neither happens. You will not be treated differently for exercising any of them. Use the route in section 13; an authorised agent may act for you with written proof.
12. Children
This is an industrial business-to-business site. It is not directed at children and we do not knowingly collect data from anyone under 16. If a child has sent us data, tell us and we will delete it.
13. How to reach us
Privacy requests go to rfq@hvbfcloth.com; you can also use the enquiry form. The registered entity name and postal address are not published on this page.
- Put Privacy request at the start of the subject line or the message, and say which right you are exercising.
- Give us enough to find your record — the email address you used, and roughly when you wrote to us. Do not attach identity documents; we do not want them and will not keep them.
These messages are routed to the same inbox as enquiries and are handled as privacy requests, not as sales leads.
14. Changes to this policy
When this policy changes, the date at the top changes with it. The items below are known gaps rather than hidden ones, and this page will be updated as each is closed:
- The registered entity name and postal address are not published on this page. They will be added to section 1 as soon as they are confirmed — we are not going to invent them in the meantime.
- Retention periods for enquiry records and quotation records: no deletion period has been set yet (section 8).