WinRFQ Privacy Policy

1. Introduction

WinRFQ Inc. ("WinRFQ", "Company", "we", "us" or "our") operates https://winrfq.com and the associated RFQ marketplace. This Privacy Policy explains how we collect, use, store, disclose and protect information relating to individuals and businesses that visit, register for or use our Platform. By accessing or using the Platform, you acknowledge this Privacy Policy. Where applicable law requires consent for a particular use of personal information, we will obtain that consent separately.

2. Information We Collect

Depending on how you use the Platform, we may collect the following categories of information.

2.1 Account and Contact Information

• Full name.
• Business email address.
• Business telephone number.
• Username and account credentials.
• Company name and trading name.
• Business website.
• Business address and country.
• Job title, role or department.
• Account type, including buyer or supplier.

2.2 Business Verification Information

For supplier verification and marketplace integrity, we may collect and review business documents and information, including:

• Certificates of incorporation or business registration.
• Reseller certificates and reseller permits.
• IRS Form W-9, where applicable.
• Business licenses and authorizations.
• Business website and domain information.
• Publicly available corporate information.
• Other documents reasonably required for a particular verification review.

We may also maintain verification results, status, review dates and internal administrative notes. Verification documents may contain sensitive business or personal information. Access is restricted to authorized personnel and service providers who need it for legitimate operational purposes.

2.3 RFQ and Quotation Information

We collect information submitted through the Platform, including:

• Requests for quotation.
• Product descriptions and part numbers.
• Quantities and technical specifications.
• Requested delivery locations and timelines.
• Supplier quotations and prices.
• Stock availability and condition information.
• Warranty and lead-time representations.
• Messages, comments, attachments and related correspondence.

2.4 Technical and Usage Information

We may collect:

• IP addresses.
• Browser and device information.
• Login and session records.
• Access timestamps.
• Security and audit logs.
• Usage and interaction data.
• Error and diagnostic information.

This information helps us maintain security, prevent abuse, operate the Platform and maintain records of activity.

2.5 Billing and Payment Information

If paid Platform features are offered, we may collect subscription details, billing information, payment status and transaction references. Payment card information may be processed by a third-party payment processor. We do not intend to store complete payment card numbers or security codes on our own servers.

3. How We Use Information

We may use collected information for the following purposes.

3.1 Operating the Marketplace

• Creating and managing accounts.
• Displaying relevant RFQs to eligible suppliers.
• Displaying relevant quotations to buyers.
• Enabling authorized contact exchanges.
• Facilitating available communications between Users.
• Maintaining quotation records and audit trails.
• Providing technical and customer support.

3.2 Verification and Marketplace Integrity

• Reviewing supplier business documentation.
• Assessing whether a supplier meets our verification criteria.
• Detecting fraudulent or misleading accounts.
• Reviewing suspected misuse or policy violations.
• Protecting Users and the integrity of the Platform.

3.3 WinRFQ Marketing and Advertising

WinRFQ may use business contact information supplied by suppliers, including business email addresses, business telephone numbers, company names, business websites and professional contact details, for WinRFQ's own business development, marketing, advertising and promotional activities, subject to applicable law and any required consent. Such activities may include:

• WinRFQ product and feature announcements.
• Platform updates and new service announcements.
• Supplier membership and subscription promotions.
• Business development communications.
• Invitations to participate in marketplace programs.
• WinRFQ newsletters and promotional campaigns.
• Information about relevant WinRFQ services and opportunities.

We may retain supplier business contact information for ongoing business development and marketing purposes for as long as we have a legitimate business need and are permitted to do so by applicable law. Users may opt out of marketing communications at any time using the unsubscribe mechanism or by contacting hello@winrfq.com. Opting out of marketing communications does not necessarily stop essential account, security, subscription or service-related communications.

3.4 Security and Legal Compliance

We may use information to:

• Protect the Platform against unauthorized access.
• Investigate suspected fraud and abuse.
• Enforce our Terms and Conditions.
• Respond to lawful requests.
• Comply with applicable tax, accounting, regulatory and legal requirements.
• Establish, exercise or defend legal claims.

4. Disclosure of Information

WinRFQ does not sell or rent supplier business contact lists to unrelated third parties for their independent marketing purposes. However, information may be disclosed in the following circumstances.

4.1 Disclosure to Marketplace Participants

The Platform must display or communicate certain information to relevant marketplace participants to operate its RFQ functionality. For example:

• A supplier may see RFQ information necessary to prepare a quotation.
• A buyer may see supplier business information and quotations relevant to its RFQ.
• Business contact details may be disclosed to the relevant buyer or supplier when authorized under the Platform's contact-exchange process.
• Information voluntarily included in an RFQ, quotation or message may be visible to the recipients of that content.

These disclosures are limited to the relevant marketplace purpose and do not constitute the sale of contact information to unrelated marketing companies.

4.2 Service Providers

We may disclose information to trusted third-party service providers that perform services on our behalf, such as:

• Website hosting and infrastructure.
• Database and cloud storage.
• Authentication and security.
• Email delivery and communications.
• Analytics and diagnostics.
• Payment processing for WinRFQ platform fees.
• Technical support and maintenance.

Such providers may process information only as necessary to provide contracted services, subject to appropriate contractual and security safeguards.

4.3 Professional Advisers

We may disclose information to lawyers, accountants, auditors, insurers and other professional advisers where reasonably necessary for business operations, compliance or legal protection.

4.4 Legal and Regulatory Authorities

We may disclose information where we reasonably believe disclosure is required by law, court order, regulatory request or necessary to protect the rights, safety and security of WinRFQ, its Users or others.

4.5 Corporate Transactions

Information may be transferred as part of a merger, acquisition, financing, restructuring, sale of assets or other corporate transaction, subject to applicable legal requirements.

5. Retention of Information

WinRFQ retains information in accordance with its operational, security, business, legal and regulatory needs. Different categories of information may be retained for different periods.

• Account information may be retained while an account remains active and for an appropriate period afterward.
• Supplier business contact information may be retained for ongoing marketplace operations and WinRFQ's own business development and marketing activities, subject to applicable law and valid objections or deletion rights.
• Verification documents may be retained for the period reasonably necessary to complete verification, address compliance requirements and protect marketplace integrity.
• RFQ and quotation records may be retained to maintain business records and the Platform's audit history.
• Security and access logs may be retained for an appropriate security and operational period.
• Billing and accounting records may be retained for legally required periods.

WinRFQ may retain certain supplier business contact information for an extended or continuing period where a legitimate business purpose exists and applicable law permits such retention. However, no retention provision overrides mandatory deletion rights, statutory retention limits, valid objections or other applicable legal requirements. Information that is no longer reasonably required may be deleted, anonymized or securely disposed of.

6. Cookies and Similar Technologies

The Platform may use cookies and similar technologies to:

• Maintain login sessions.
• Remember user preferences.
• Protect account security.
• Measure Platform performance.
• Understand usage patterns.
• Support analytics or marketing functionality, where enabled and permitted.

Users may manage cookie preferences through available browser or Platform settings. Where required, non-essential cookies will be activated only after the required consent has been obtained.

7. Data Security

WinRFQ uses reasonable administrative, technical and organizational safeguards designed to protect information against unauthorized access, misuse, alteration, disclosure or destruction. These measures may include access controls, authentication, security monitoring and appropriate service-provider safeguards. No electronic transmission, website, database or storage system can be guaranteed to be completely secure. Users are responsible for maintaining the security of their account credentials and notifying us promptly of suspected unauthorized account access.

8. International Data Transfers

WinRFQ and its service providers may operate in different countries. Information may therefore be processed or stored outside the country in which it was originally collected. Where applicable law requires safeguards for international transfers, WinRFQ will implement appropriate measures.

9. Your Privacy Choices and Rights

Depending on your location and applicable law, you may have rights to:

• Request access to personal information.
• Request correction of inaccurate information.
• Request deletion of certain personal information.
• Object to or restrict particular processing.
• Withdraw consent where processing is based on consent.
• Opt out of marketing communications.
• Request information about certain disclosures.
• Lodge a complaint with an appropriate data-protection authority.

Requests may be submitted to hello@winrfq.com. We may need to verify your identity before responding. Some information may be retained where legally required or where an applicable exception permits retention.

Marketing Opt-Out

Users may stop receiving WinRFQ promotional emails by clicking the unsubscribe link in the relevant email or contacting hello@winrfq.com. Marketing opt-out requests will be handled in accordance with applicable law. Opting out of promotional communications does not prevent WinRFQ from sending essential transactional, account, security or legal notices.

10. Third-Party Websites and Services

The Platform may contain links to external websites and third-party services. WinRFQ does not control the privacy practices of independent third parties. Their handling of information is governed by their own policies. Users should review those policies before providing information to external services.

11. Children's Privacy

WinRFQ is intended for business use and is not designed for children. We do not knowingly collect personal information from children in violation of applicable law.

12. Changes to This Privacy Policy

WinRFQ may revise this Privacy Policy from time to time. Material changes may be communicated through the Platform or by email. The updated version will display its effective date.

13. Contact Information

For privacy questions, access requests, correction requests, deletion requests or marketing opt-outs: