How We Handle
Your Information

1Information We Collect

• Contact details: Full name, company name, job title, email address, phone number(s), WhatsApp number, and postal/physical address.
• Business information: Company trade license details, VAT registration number, bank account details (for payment processing), credit references.
• Communications: Any information you include in messages sent through our contact form, email, WhatsApp, or during phone calls.
• Job applications: CV/resume, cover letter, educational history, employment history, and references submitted through our Careers page or email.

• Website usage data: IP address, browser type and version, operating system, pages visited, time and date of visit, time spent on pages, referring website, and other diagnostic data — collected via standard web server logs and analytics tools.
• Cookies: Our website may use essential cookies for functionality. We do not currently use tracking cookies for advertising purposes. You can control cookie settings through your browser.

• Trade references: Information from other companies you've authorized us to contact for credit assessment purposes.
• Publicly available sources: Company registration data from UAE government databases (e.g., DED) to verify business credentials.

2How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To process and fulfill your fuel orders, arrange deliveries, provide quotations, manage your account, and communicate with you about your orders.
• Customer Support: To respond to your inquiries, handle complaints, provide technical support, and maintain our business relationship.
• Credit Assessment: To evaluate credit applications, conduct reference checks, and manage payment terms.
• Marketing (with consent): To send you information about our products, services, promotions, and industry insights — only if you've opted in. You can unsubscribe at any time.
• Recruitment: To process job applications and assess candidate suitability.
• Legal Compliance: To comply with applicable UAE laws, regulations, legal processes, and governmental requests.
• Business Operations: For internal record-keeping, quality assurance, training, and business analytics.
• Website Improvement: To analyze website usage patterns and improve our online presence.

3Legal Basis for Processing

For users in the UAE and other jurisdictions, our legal bases for processing personal information include:

• Contractual necessity: Processing required to fulfill a contract with you (e.g., delivering fuel you've ordered).
• Legitimate business interests: Processing for purposes such as customer service improvement, fraud prevention, and business development — where these interests are not overridden by your privacy rights.
• Consent: Where you've explicitly agreed to specific processing (e.g., marketing communications).
• Legal obligation: Processing required to comply with UAE law (e.g., tax record-keeping, regulatory reporting).

4How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in these limited circumstances:

• Service Providers: With trusted third parties who assist us in operating our business — including payment processors, IT service providers, logistics partners, and professional advisors — under contractual obligations of confidentiality and data protection.
• Fuel Delivery: Operational information (delivery address, contact person, phone number) shared with our drivers and dispatch team to execute deliveries.
• Legal Requirements: When required by UAE law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of all or part of our business — subject to confidentiality agreements.
• With Your Consent: In any other circumstance with your explicit permission.

5Data Retention

We retain personal information only as long as necessary for the purposes described in this policy, or as required by UAE law:

• Customer account information: Retained for the duration of the business relationship plus 5 years (per UAE commercial and tax record-keeping requirements).
• Quotations and delivery records: Retained for 5 years from the date of transaction.
• Job applications (unsuccessful): Retained for 6 months, then securely deleted unless you consent to longer retention.
• Website analytics data: Retained in anonymized form for up to 26 months.
• Marketing consent records: Retained indefinitely (to demonstrate consent) unless you withdraw consent, after which the consent record is retained for evidentiary purposes only.

After the relevant retention period, personal information is securely deleted or anonymized.

6Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

• Encryption: Data transmitted between your browser and our website is encrypted using SSL/TLS (HTTPS).
• Access controls: Personal information is accessible only to authorized personnel on a need-to-know basis.
• Physical security: Our office premises have access controls. Servers are in secured facilities.
• Staff training: Employees handling personal data receive data protection training.
• Incident response: We maintain a data breach response plan. In the unlikely event of a breach, we will notify you and the relevant UAE authority as required by applicable law.

No method of electronic storage or transmission is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

7Your Rights

Depending on your jurisdiction and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Request correction of inaccurate or incomplete personal information.
• Erasure: Request deletion of your personal information in certain circumstances.
• Restriction: Request limitation on how we process your personal information.
• Objection: Object to processing based on legitimate interests.
• Data Portability: Request transfer of your personal information to another organization.
• Withdraw Consent: Withdraw previously given consent at any time.
• Complaint: Lodge a complaint with a relevant data protection authority.

To exercise any of these rights, contact us at privacy@hiberniadiesel.com. We will respond within 30 days (or the timeframe required by applicable law). We may need to verify your identity before processing your request.

8Cookies

Our website uses minimal cookies. A cookie is a small text file placed on your device when you visit a website.

• Essential cookies: Necessary for the website to function (e.g., session management for the contact form). These cannot be disabled.
• Analytics cookies: We use standard web analytics that may set cookies to distinguish unique visitors (anonymized where possible). We do not use this data to identify individuals.
• Third-party cookies: We do not currently deploy third-party tracking or advertising cookies.

You can configure your browser to refuse all cookies or to alert you when a cookie is being set. However, disabling essential cookies may affect website functionality.

9Third-Party Links

Our website may contain links to third-party websites (e.g., our social media pages, ISO or standards organizations). This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any third-party sites you visit.

10Children's Privacy

Our website and services are directed at businesses and professionals. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that a minor has provided us with personal information, we will delete it promptly.

11International Data Transfers

Hibernia Diesel is based in the United Arab Emirates. Your personal information is primarily processed and stored in the UAE. If we transfer personal information to service providers in other countries, we ensure appropriate safeguards are in place (such as standard contractual clauses) to protect your information in accordance with this policy and applicable law.

12Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will:

• Update the "Last Updated" date at the top of this page.
• Post the revised policy on our website.
• For material changes, provide additional notice (e.g., email to account holders or a notice on our homepage).

Your continued use of our services after the effective date of a revised policy constitutes acceptance of the changes.

13Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: