Legal
Privacy Policy
This policy explains what personal information we collect when you use our website or do business with us, how we use it, who we share it with, and the choices and rights you have.
Who we are
Wholesale Cooking Oil LLC (“we”, “us”) operates wholesalecookingoil.com and is responsible for the personal information described in this policy. Our head office is at 222 2nd Ave S, Nashville, TN 37201, United States. For any privacy question or request, email sales@wholesalecookingoil.com.
Information we collect
Information you give us. When you send a quote request, a message or a certificate request, or email us, we collect the details you provide:
- Name, company name, email address, phone or WhatsApp number and country
- Delivery city or port, business type, preferred shipping terms, timing and order frequency
- The oils, grades, pack sizes and quantities on your quote list
- Your chosen payment method and, for cryptocurrency, the coin and network
- Anything you write in a message, notes field or email
Order and payment information. When you order, we keep your quotation, invoices, shipping documents and payment records. We do not take card payments on this website. Bank transfers are processed by the banks involved, and cryptocurrency transactions are recorded on public blockchains, which by their nature are visible to anyone.
Buyer account. Creating a buyer account is optional. If you create one, we store your name, email address, company, phone number, country and business type, your tax or importer ID if you add it, the delivery addresses you save, and your password in hashed form, which means we cannot read it. We email you a one-time link to verify your email address.
Proof of payment and shipping details. When you upload proof of payment on your quotation page, we receive the file you upload and the details you enter with it: the paying account, amount, bank or transaction reference, consignee, notify party, importer or tax ID, delivery contact and any message. The file is stored in a private folder on our server and is also emailed to our sales team.
Documents we share with you. Invoices, Certificates of Analysis and shipping documents for your orders are made available to you by email, through your secure quotation link or in your buyer account.
Information collected automatically. When you visit the website, our servers record technical information such as your IP address, browser type, pages requested and the date and time, as most websites do. With your consent, we also use Google Analytics to understand how visitors use the site (see “Cookies and similar technologies”).
Information stored in your browser. Your quote list is saved in your own browser’s local storage so it is still there when you return. It stays on your device and is only sent to us when you submit a quote request.
How we use your information
- To prepare and send quotations and pro forma invoices, and answer your questions
- To run your buyer account, if you have one: signing you in, showing your quotations, orders and documents, and filling in your saved details on our forms
- To match your proof of payment to your order and prepare your shipping documents
- To send service emails, such as quote confirmations, quotations, payment confirmations, reminders before a quotation expires, email verification and password resets
- To process orders, payments, dispatch, shipping documents and after-sales support
- To meet legal obligations, such as tax, accounting and US export recordkeeping requirements
- To protect the website and our customers, for example by limiting repeated form submissions and preventing fraud
- To understand and improve how the website is used, where you have consented to analytics
- To send you information about our products, only where you have asked for it or where the law allows; you can opt out at any time
Where data protection laws such as the EU or UK General Data Protection Regulation apply, we rely on these legal bases: taking steps at your request before entering a contract and performing a contract; our legitimate interests in running and securing our business; compliance with legal obligations; and your consent, for analytics cookies.
International transfers
We are based in the United States, and your information is processed and stored in the United States. If you contact us from another country, your information will be transferred to the United States, where data protection laws may differ from those in your country. Where required, we use appropriate safeguards for these transfers.
How long we keep information
- Quote requests and messages that do not lead to an order: up to 3 years, so we can follow up and answer later questions
- Buyer accounts: until you delete your account or ask us to. Order records linked to your account are kept as described below
- Proof of payment files and the details sent with them: as part of the order and payment records below
- Order, invoice, payment and shipping records: for as long as tax, accounting and trade laws require. US export records, for example, must be kept for at least five years from the date of export
- Anti-spam records of form submissions: about one hour
- Analytics data: according to the retention period set in Google Analytics
How we protect information
We use reasonable technical and organizational measures to protect personal information, including encrypted connections (HTTPS), restricted access to our systems and login protection on our website’s administration area. Buyer account passwords are stored only in hashed form, sign-in attempts and form submissions are rate-limited, and proof of payment files and order documents are kept in a private folder that is not publicly accessible. Order documents can be opened only through your buyer account or a secure link, and proof of payment files only by our team. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
Your rights and choices
Depending on where you live, you may have the right to:
- Ask what personal information we hold about you and receive a copy
- Ask us to correct or delete your information
- Object to or ask us to restrict certain processing, or receive your data in a portable format
- Withdraw your consent at any time, for example to analytics cookies, through the cookie banner
- Opt out of marketing emails, using the link in the email or by contacting us
- If you have a buyer account, update your details and saved addresses in the account at any time, and request deletion of your account from its Profile page
- Complain to your local data protection authority
To make a request, email sales@wholesalecookingoil.com. We may need to confirm your identity before acting on it, and we will not treat you differently for exercising your rights.
Children
Our website and services are intended for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 18.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed. Significant changes will be highlighted on this page.
Contact us
For questions about this policy or your information, email sales@wholesalecookingoil.com, use our Contact page, or write to Wholesale Cooking Oil LLC, 222 2nd Ave S, Nashville, TN 37201, United States.
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