Privacy and Personal Data Processing Policy

1. Controller and contacts

Website operator: GEARTECH SOLUTIONS LIMITED.

Contact for privacy and personal data questions: sales@geartechsol.com.

Russia office and warehouse listed on the website: 143441, Moscow Region, Krasnogorsk urban district, Putilkovo, Greenwood territory, building 31/1. Hong Kong office: Wanchai, Hong Kong.

2. Data we process

Request data

name, company, role or contact person details;
phone number, email, messenger and preferred contact channel;
part numbers, brands, equipment model, serial number and delivery city;
comments, analog requirements, urgency, budget and supply conditions;
attached files: part photos, nameplates, spare parts lists and specifications.

Technical data

page URL, referrer, UTM tags and page language;
cookies, session/source identifiers, event date and time;
device type, browser and de-identified behavioral events;
IP address, User-Agent and technical markers used for spam, test and staff-traffic filtering.

3. Why we use data

to receive and process RFQ requests, price requests, analog selection requests and uploaded specifications;
to contact the requester and clarify applicability, lead time, price and commercial terms;
to prepare quotations, invoices, documents and arrange supply;
to forward the request to a responsible manager, warehouse, logistics team or supplier where required for processing;
to protect the website and forms from spam, errors, repeated submissions and technical failures;
to measure page, channel and conversion performance after analytics consent is given.

4. Legal basis and consent

Data submitted through website forms is processed based on your consent and for taking steps to respond to your request, prepare a quotation, issue an invoice and support further business communication with you or your company.

Technical data required for website security and reliable operation may be processed as necessary. Marketing and behavioral analytics are enabled only after you choose to accept analytics in the cookie banner.

5. Who may receive data

Access is limited to people and services that need the data to process your request and operate the website:

GEARTECH SOLUTIONS employees and managers responsible for RFQ, sales, logistics and document flow;
suppliers, logistics partners and warehouse teams where required for calculation and supply;
hosting, email delivery, Telegram notification and internal CRM/pipeline service providers;
analytics and communication services, including Yandex.Metrika, Google Analytics / Google Tag Manager and Chatwoot, if used on a page and allowed by cookie settings.

We do not sell personal data to third parties.

6. International processing

GEARTECH SOLUTIONS handles supply requests through Russia, China and Hong Kong. Request data may therefore be accessed by responsible employees or partners in these jurisdictions only to the extent required to answer the RFQ, verify applicability, source goods and arrange logistics.

7. Retention

requests, correspondence and files are retained for the period required to process the inquiry, support business relations and meet accounting, contractual and claims-related needs;
service logs and website events are retained for a limited period required for security, diagnostics and analytics;
cookies remain until they expire, the browser is cleared or the user changes settings.

8. Cookies and analytics

The website uses necessary cookies for forms, repeated-submission protection, technical session markers and staff mode. Analytics and marketing tags are used to measure page performance, traffic sources and pre-request behavior.

Marketing analytics does not start until consent is given in the cookie banner. You can choose “Necessary only”, clear cookies in your browser or contact sales@geartechsol.com with data questions.

9. Security

We apply technical and organizational measures including HTTPS, access control for internal systems, private lead storage, request logging, staff/test/e2e traffic filtering, file validation and basic anti-spam controls. Access to personal data is granted only where there is a business need.

10. Your rights

You may request information about processing, ask to update data, withdraw consent, request deletion or restriction where applicable and where this does not conflict with mandatory accounting, contractual or legal requirements.

To exercise these rights, contact sales@geartechsol.com and identify the request or contact details involved.

11. Consent text

By submitting a form on geartechsol.com, I confirm that I voluntarily provide my personal data to GEARTECH SOLUTIONS LIMITED and consent to its processing for receiving and processing my request, contacting me, preparing a quotation, invoice or documents, checking product applicability, arranging supply and maintaining related business correspondence.

I understand that the data may include my name, company, phone number, email, messenger, request content, part numbers, brands, equipment data, delivery city, attached files, request page and technical submission data. I also understand that I may withdraw consent by contacting sales@geartechsol.com.