01. Data Controller
HSO Petroleum Services LLC acts as the controller of your personal data. For any privacy-related questions, you may contact us at the email address contact@hsopetroleum.com.
02. Personal data we collect
We may collect the following categories of personal data, depending on your interaction with us:
- Identification and contact data: first and last name, email address, phone number, postal address, job title, and industry sector.
- Account and registration data: username, encrypted password, communication preferences, and profile settings.
- Billing and payment data: information necessary to process payments (credit/debit card details, billing address). We do not store full payment card data on our servers; this is managed securely and exclusively by PCI-DSS Level 1 certified payment gateways.
- Usage and browsing data: IP address, device type, operating system, browser, pages visited, interactions on the Site, access logs, and API usage logs.
- Communication data: content of inquiries, support tickets, emails, and any other communications you send us.
03. Purposes of processing and legal bases
We process your personal data for the following purposes, based on the indicated legal bases:
- Performance of a contract or pre-contractual measures: managing your registration, providing the purchased products and services, processing payments, making shipments, and providing technical support and customer service.
- Compliance with legal obligations: retaining accounting and tax records, responding to requests from judicial or administrative authorities, complying with AML/CFT regulations and security breach notification obligations.
- Legitimate interests of HSO: improving our products and services through aggregated usage analysis, protecting the security and integrity of our systems, preventing fraud and abuse, and sending you commercial communications about products or services similar to those you have already contracted (always with a clear and simple option to unsubscribe).
- Explicit consent: when required by law, we will request your prior, informed, and explicit consent for purposes such as sending newsletters, installing non-essential cookies, or participating in promotional activities. You have the right to withdraw your consent at any time, without affecting the lawfulness of the processing carried out previously.
04. How we share your information
We do not sell or rent your personal data. We may share personal information with essential service providers and, when reasonably necessary to process, fulfill, deliver, return, inspect, refund or investigate a marketplace order, with marketplace partners, suppliers, carriers, customs brokers, freight forwarders, fulfillment providers, payment processors and fraud-prevention providers. Shared data may include buyer name, shipping address, phone, email, order number, SKU or part number, quantity and delivery instructions. Related entities, including HSO Global LLC, should be described according to their actual role as controller/business, processor/service provider or independent controller, as applicable. Disclosures to authorities, regulators or acquiring entities will occur only where supported by an applicable legal or contractual basis.
05. International data transfers
Your personal data may be stored and processed on servers located in the United States and, in limited cases, in other countries where our service providers operate. Where cross-border transfer rules apply, HSO will use appropriate safeguards required by the relevant law.
06. Data subject rights, Florida privacy, California and other applicable jurisdictions
Where applicable law grants privacy rights enforceable against HSO, you may request access, correction, deletion, portability and, where applicable, opt-out or objection rights related to targeted advertising, sale or sharing of personal data, profiling with legal or similarly significant effects and certain processing of sensitive information. HSO will implement these rights operationally and may require reasonable identity verification before processing a request. This section should not be read as an admission that every state or international privacy law applies universally, but as a commitment to comply with rights that are legally applicable.
- Right of access and portability: request confirmation as to whether we are processing your personal data and obtain a copy thereof in a structured, commonly used, and machine-readable format.
- Right of rectification: request the correction of any inaccurate or incomplete personal data.
- Right of erasure (“right to be forgotten”): request the deletion of your personal data, unless there is a legal obligation requiring us to retain it.
- Right to restriction of processing: obtain the restriction of the processing of your data in certain circumstances, where such right is recognized by applicable law.
- Right to non-discrimination: you will not be subject to retaliation or discrimination for exercising any of your privacy rights.
To exercise your rights, please send a request by email to contact@hsopetroleum.com with the subject line “Privacy Rights Request”. To protect your information, we may ask you to verify your identity before processing the request. We will respond to your request within the deadlines established by applicable law (generally 45 calendar days, extendable by an additional 45 days in cases of special complexity).
07. Security breach notification
In the event of a security breach involving unprotected personal data, HSO will notify affected individuals and, where legally required, competent authorities in accordance with the Mississippi Security Breach Notification Law, the Florida Information Protection Act and any other applicable breach-notification law.
08. Data retention
We will retain your personal data only for as long as necessary to fulfill the purposes for which they were collected, including the retention periods required by tax, commercial, and anti-money laundering laws. As a general rule, data related to financial transactions and contractual relationships will be retained for a period of five (5) to seven (7) years from the end of the relationship. After these periods, the data will be securely deleted or anonymized.
09. Data security
We implement and maintain appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256).
- Network segmentation and access controls based on roles and least privilege.
- Security audits and penetration tests conducted periodically by independent external entities.
- Internal security policies and mandatory training for all personnel.
10. Cookie Policy
The Cookie Policy must be based on an actual inventory of cookies and trackers active on the Site. The inventory should identify cookie or tracker name, provider, purpose, type, duration and whether consent is required. Non-essential cookies or trackers, including analytics, marketing, retargeting or similar tools such as Google Analytics, Matomo, LinkedIn or Google retargeting when actually used, should load only where there is a valid legal basis or consent when required.
11. Modifications to the Privacy Policy
We may update this Privacy Policy occasionally to reflect changes in our data processing practices or in applicable legislation. The updated version will be posted on the Site with a new “last updated” date. If the changes are material, we will notify you through the contact means you have provided (email) or through a prominent notice on the Site.
12. Privacy contact
For any questions, comments, or requests regarding this Privacy Policy or the processing of your personal data, please do not hesitate to contact our Privacy Officer:
- Email: contact@hsopetroleum.com
- Phone: +1 (866) 954-5938
- Postal address: 204 Hays St, Batesville, Mississippi, 38606, USA