Last updated: July 26, 2026
This policy explains the standard periods for which HXD Precision (“HXD”, “we”, “us”, or “our”) retains personal information, quotation records, drawings, and manufacturing records. A signed contract, customer requirement, quality standard, legal obligation, dispute hold, or regulatory requirement may require a different period.
1. Retention Principles
We retain information only while it is reasonably needed for quotation, production, delivery, customer support, quality traceability, security, accounting, legal compliance, or the establishment and defense of legal claims. Access is limited according to role and business need.
2. Standard Retention Schedule
| Record category | Standard period | Main reason |
|---|---|---|
| RFQ contact details, messages, and technical files where no order is placed | 12 months after the last substantive contact | Quotation follow-up, duplicate RFQs, and customer-requested revisions |
| Accepted quotations, purchase orders, production drawings, approvals, and order communications | 7 years after final delivery or project closure | Contract records, repeat orders, warranty, and traceability |
| Inspection reports, certificates, material records, and nonconformance or corrective-action records | 7 years after final delivery, unless a longer customer or regulatory period applies | Quality assurance and product traceability |
| Invoices, payment, tax, customs, and shipping records | 10 years, or the period required by applicable law if longer | Accounting, tax, customs, and audit obligations |
| General inquiries, support messages, and chat records not attached to an order | 24 months after the last interaction | Support continuity, service improvement, and dispute prevention |
| Marketing subscription records | Until consent is withdrawn or the contact is inactive for 24 months; a minimal suppression record may be kept afterward | Communications preferences and proof of opt-out |
| Website security and server logs | Up to 12 months, unless needed to investigate an incident | Security, fraud prevention, and reliability |
| Cookie and analytics data | According to the applicable cookie or analytics setting and any consent preference | Website operation and measurement |
3. Confidential Drawings and Models
Drawings, CAD files, and models are governed by our Drawing Confidentiality and NDA Policy. Unsuccessful RFQ files are normally deleted or anonymized after the period above. Files connected with an order may be retained for repeat production, quality traceability, warranty, and legal requirements.
4. Deletion and Anonymization
At the end of the applicable period, records are securely deleted, anonymized, or isolated from ordinary use. Deletion from active systems may occur in scheduled cycles. Encrypted or disaster-recovery backups may retain residual copies for up to 90 additional days and are not restored except for recovery, security, or legal necessity.
5. When We Retain Information Longer
We may suspend deletion where information is needed for an active order, warranty matter, unpaid invoice, product-safety or quality investigation, legal claim, audit, fraud or security investigation, or a binding legal or customer retention requirement. The information will be restricted to the relevant purpose and reviewed when the hold ends.
6. Deletion Requests
Customers and website users may request deletion of personal information or identified project files by emailing yifeng@huaxindatrade.com. Please provide the project, quotation, or order reference and identify the records concerned. We may verify identity or authority before acting.
7. Response Process
We aim to acknowledge a valid request promptly and complete it within 30 days where reasonably practicable. Complex or high-volume requests may require additional time. We will explain any necessary extension or any record that cannot yet be deleted because of a contract, quality, tax, security, or legal obligation.
8. Return of Files
Where agreed and technically practicable, HXD may return designated customer files before deletion. Return does not require us to provide internal manufacturing know-how, supplier information, system metadata, security logs, or records that HXD must retain independently.
9. Policy Review
We periodically review retention periods and update them when business practices, customer requirements, technology, or applicable law changes. The date above identifies the current version.
This standard schedule may be replaced by a written retention requirement in a quotation, quality agreement, NDA, purchase order acknowledgment, or other signed contract.