1. Introduction
UFS Auto Exports (“UFS Auto,” “UFS,” “we,” “our,” or “us”) respects your privacy and is committed to handling your personal information responsibly.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:
- Visit or use ufsauto.jp
- Register or log in to an account
- Search for vehicles
- Request a vehicle quotation
- Submit an enquiry through our website
- Complete a Meta, Facebook or Instagram lead form
- Contact us through WhatsApp, telephone, email or social media
- Purchase, reserve, import, export or ship a vehicle
- Use any other service provided by UFS Auto
By using our website or submitting your information, you acknowledge the practices described in this Privacy Policy.
2. Information We Collect
Depending on how you interact with us, we may collect the following information.
Personal and Contact Information
- Full name
- Email address
- Telephone or WhatsApp number
- Country, city or address
- Preferred contact method
- Language preference
Vehicle Enquiry Information
- Preferred vehicle make and model
- Model year, grade, colour and specifications
- Budget or preferred price range
- Purchase timeframe
- Preferred destination country or port
- Stock number, chassis number or auction details
- Whether you require local stock, pre-order or direct import services
Account Information
When you create an account, we may collect:
- Login details
- Account preferences
- Saved vehicles
- Enquiry history
- Quotation and order information
- Vehicle tracking information
Please keep your login credentials confidential and notify us if you suspect unauthorised access to your account.
Transaction and Documentation Information
When you purchase or import a vehicle, we may collect information required to prepare quotations, invoices, shipment documents and customs-related documents, including:
- Billing and consignee details
- Identification or company information where required
- Payment confirmation and transaction references
- Bank transfer information
- Import, export, shipping and customs documentation
- Delivery address or destination port
- Communication and order records
We do not ask customers to submit passwords, PINs or online banking login credentials.
Information Collected Automatically
When you visit our website, certain information may be collected automatically, including:
- IP address
- Browser and device type
- Operating system
- Pages viewed
- Links clicked
- Date and time of visits
- Referring website
- Approximate location based on IP address
- Cookie and advertising identifiers
3. Information Collected Through Meta Lead Ads
When you submit a lead form through Facebook or Instagram, Meta may provide us with the information you entered or authorised Meta to share.
This may include:
- Your name
- Telephone or WhatsApp number
- Email address
- Location
- Vehicle preference
- Budget
- Purchase timeframe
- Other answers submitted through the form
We use this information to respond to your enquiry, provide vehicle information, confirm showroom availability, prepare a quotation and follow up regarding the advertised vehicle or similar options.
Your use of Facebook and Instagram is also governed by Meta’s own terms and privacy practices.
4. How We Use Your Information
We may use personal information to:
- Respond to enquiries and quotation requests
- Recommend vehicles based on your requirements
- Confirm vehicle availability and specifications
- Prepare quotations, pro forma invoices and sales documents
- Create and manage customer accounts
- Process vehicle reservations and purchases
- Arrange inspections, documentation, shipping and logistics
- Provide vehicle tracking and order updates
- Communicate through telephone, WhatsApp, SMS, email or social media
- Provide after-sales and customer support
- Verify transactions and prevent fraud
- Maintain financial, tax and business records
- Improve our website, inventory and customer service
- Measure advertising and campaign performance
- Display relevant advertisements where permitted
- Comply with legal, regulatory and contractual obligations
- Protect the rights, safety and property of customers, UFS Auto and others
5. Marketing Communications
Where permitted by law, we may contact you with:
- Vehicle availability updates
- Special offers
- New stock announcements
- Price updates
- Similar vehicle recommendations
- UFS Auto service information
You may withdraw your marketing consent at any time by:
- Replying STOP or UNSUBSCRIBE
- Using an unsubscribe link in an email
- Asking our representative to stop contacting you
- Contacting us through the details listed below
Withdrawing marketing consent will not prevent us from contacting you regarding an active quotation, order, payment, shipment or customer-service matter.
6. Cookies and Similar Technologies
Our website may use cookies, pixels and similar technologies to:
- Keep the website functioning correctly
- Remember user preferences
- Maintain login sessions
- Understand website traffic and usage
- Measure advertising performance
- Prevent fraud and improve security
- Personalise content and advertisements where permitted
Cookies may be placed by UFS Auto or approved third-party service providers.
You can control cookies through your browser settings and, where available, the cookie consent tool on our website. Disabling essential cookies may affect certain website features.
7. How We Share Information
We may share information only when reasonably necessary for the purposes described in this policy.
Recipients may include:
- UFS Auto offices, branches and authorised representatives
- Vehicle suppliers, auction houses and dealers
- Inspection and certification companies
- Shipping lines, freight forwarders and transport providers
- Ports, customs agents and clearing companies
- Banks, financial institutions and payment-service providers
- Website hosting, cloud-storage and IT providers
- Email, SMS, telephone and WhatsApp communication providers
- Advertising and analytics platforms, including Meta, where used
- Professional advisers such as accountants, auditors and lawyers
- Government departments, courts, regulators or law-enforcement authorities where legally required
We do not sell personal information to third parties for their independent marketing purposes.
8. International Transfers
UFS Auto operates internationally and provides vehicle sourcing, import, export, shipping and logistics services across several countries.
Your information may therefore be processed or accessed outside your country, including in countries where:
- A UFS Auto office or representative operates
- A vehicle is purchased, inspected, stored or exported
- A shipping, logistics or technology provider operates
- Your destination port or customs-clearance service is located
Where required, we take reasonable measures to ensure that international transfers are handled with appropriate safeguards and only for legitimate business purposes.
9. Data Retention
We retain personal information only for as long as reasonably necessary to:
- Respond to enquiries
- Maintain customer accounts
- Complete vehicle transactions
- Provide shipment and after-sales support
- Maintain accounting, tax and legal records
- Resolve complaints or disputes
- Prevent fraud
- Meet legal and regulatory requirements
Lead-form and enquiry information that does not result in a transaction will be reviewed periodically and deleted or anonymised when it is no longer reasonably required.
10. Data Security
We use reasonable administrative, technical and organisational safeguards designed to protect personal information against:
- Unauthorised access
- Loss or theft
- Misuse
- Alteration
- Accidental disclosure
- Destruction
However, no internet transmission or electronic storage system can be guaranteed to be completely secure. Customers should avoid sending sensitive financial information through unsecured messages or unofficial accounts.
11. Your Privacy Rights
Depending on the laws that apply to you, you may have the right to:
- Ask whether we hold personal information about you
- Request access to your information
- Request correction of inaccurate or incomplete information
- Request deletion where legally permitted
- Object to or restrict certain processing
- Withdraw consent
- Opt out of direct marketing
- Request information about third parties receiving your data
- Submit a complaint to an applicable data-protection authority
We may request information to verify your identity before processing a privacy request.
Some information may need to be retained where required for legal, contractual, tax, accounting, fraud-prevention or dispute-resolution purposes.
12. Children’s Privacy
Our website and vehicle services are not directed to children under the age legally permitted to enter into vehicle transactions.
We do not knowingly collect personal information from children for sales or marketing purposes. A parent or legal guardian who believes that a child has submitted personal information may contact us to request its removal.
13. Third-Party Websites and Platforms
Our website may contain links to third-party websites, social-media platforms, shipping providers or other external services.
We are not responsible for the privacy, security or content practices of external websites. Customers should review the privacy policies of those services before providing personal information.
14. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in:
- Our services
- Website functionality
- Advertising practices
- Technology
- Legal or regulatory requirements
The latest version will be published on this page with an updated effective date.
Material changes may also be communicated through the website or another appropriate method.
15. Contact Us
Questions, requests or complaints regarding this Privacy Policy may be directed to:
UFS Auto Exports
Website: ufsauto.jp
Privacy email: info@ufsauto.com
Contact page: ufsauto.jp/contact-us
UFS Japan WhatsApp: +81 80 2982 0578
UFS Lanka WhatsApp: +94 77 316 6518
Please include “Privacy Request” in the subject line or opening message and clearly describe your request. UFS Auto’s website currently lists these regional contact numbers and provides account registration, quotation and vehicle-tracking services.