MadeCheck privacy notice for sellers and factories

This notice covers the information MadeCheck keeps for its seller services and factory reply page. The categories below describe fields in the current code; which fields apply depends on the service you use. We don't sell your data.

Account and company records

We keep member display names, countries, account identifiers, and creation times. User records include email addresses where provided, display names, roles, whether the user is a person or an agent, the member or company they belong to, and disabled-account times.

Factory company records include Chinese and English company names, the unified social credit code, a linked business license document, a knowledge-base company reference where present, and the time company verification was recorded.

Work you submit and decisions you make

Order pack records include product or project titles, the linked seller and factory, style counts, service amounts, status, and versions. We keep the requests and replies in Chinese and English, agreed values, chat status, translation-check results, source references, and messages with their visibility settings.

Confirmation records identify the person, side, version, language, method, time, and hash of the confirmed value, along with any revocation. Pending-action records keep the requested action, its arguments, requester, status, and decision time.

Compliance case records include the product, category, quoted amount, status, submitted material references, and dates. Related records keep requirements, source links and excerpts, reasons they apply, checks, actions, delivery status, and case event notes.

Documents and emailed files

Uploaded files can include business licenses, reports, quotes, photos, chat records, and other documents. The upload code writes file contents to file storage; the database keeps a storage reference, file hash, document type, owner, uploader, upload times, and a personal-data flag. Evidence records link a document or a short text excerpt to an order pack.

For a document check, please send only the files and contact details needed to answer the question, and remove unrelated personal information. The free lookup filter described below doesn't establish that emailed or uploaded files have been stripped of personal information.

Files you email to jonasunzhu@madecheck.com arrive in a Google Workspace mailbox. Only MadeCheck's founder and the software agents he runs can open it. To check your documents we may give their contents to an AI model from Anthropic. Emailed files aren't moved into the upload storage described above unless you become a member and upload them there. We delete emailed files, and our working copies of them, 12 months after we send our reply, or sooner if you ask.

Free product requirement lookups

For successful free product requirement lookups, we keep the time, a caller hash, the product name, any category supplied, whether the product is for children, whether a category matched, the chosen category, how it matched, any no-match reason, and a fingerprint of the rules used.

We collapse extra spaces in the product name and keep at most 100 characters. After that limit is applied, if the retained text matches the code's email patterns, a phone pattern containing at least ten digits, or ten consecutive digits, we replace the whole stored product name with [dropped]. This is a pattern filter, so don't put personal information in the product name.

The lookup record stores a 16-character hash of the caller value rather than that value itself. It doesn't store raw IP addresses, API keys, session identifiers, or the separate materials text in that lookup record. Separate usage records keep the day, caller identifier, action, and count for free-service limits; the caller hash rule for lookup records doesn't describe every service record.

For successful free landed-cost estimates, we keep a similar record: the time, the same caller hash, the product name if you gave one (filtered the same way as above), the HTS code if you gave one, the country of origin, and whether a cost was calculated. We don't keep the price, freight, quantity, shipping mode or any of the amounts you entered or we returned. Like lookup records, these can't be edited after they're written.

Sign-up and ad forms

If you leave your details on madecheck.com or in a form on one of our Facebook or Instagram ads, we keep your email address, the product name you typed (up to 200 characters), the product link if you added one, where you said you sell, which page or ad the form came from, the time, and our own note on whether we've replied. On the website form we also record a shortened IP address prefix in our rate-limit records to stop spam. We use these details only to reply to you about your product. We don't add you to a mailing list, and we don't send anything automatically. We keep form details for 12 months after you send them, or delete them sooner if you ask.

Access, usage, and service history

The core database stores hashes of API keys, login links, and web session credentials, plus their scopes or purpose, related account, relevant timestamps, and limits where applicable. Web sessions also keep the sign-in method and an IP prefix. Web rate-limit records keep a bucket and time; the web code uses hashed email identifiers and IP prefixes for some buckets.

Audit records keep the user reference, access method, action, object and request identifiers, outcome, credit change, time, and IP country where present. Request-replay records keep an action, request identifier, hash of arguments, response, and time. Credit records keep amounts, reasons, references, request identifiers, and times; these fields don't establish that we store payment card details.

Notification records keep the recipient, notification type, related object, channel, and staged or sent times. Delivery history can include provider message and event identifiers, results, errors, and retry times. Suppression records keep the email address, reason, note, and time so stopped deliveries stay stopped. Language preferences are also stored.

The member email channel also writes local logs containing the recipient address, message type, subject, body, delivery channel, and result or error. Its non-log-only mode masks login and approval link secrets in those logs.

The factory AI feature records the linked reply page, order pack and line, model, token counts, estimated cost, result, error, and time.

Service providers

We use these providers to run MadeCheck, and we share data with them only as far as each job needs:

• DigitalOcean hosts our server and database, in its San Francisco region.
• Cloudflare runs our domain and carries traffic to the server. It also adds a small script to our web pages that counts page visits for us. The script doesn't set cookies; it sends Cloudflare information such as the page address, the page you came from, your browser type, your country and how fast the page loaded, and we see only the totals.
• Google hosts our email inbox and provides Google sign-in.
• Resend sends our email.
• Anthropic provides the AI models that help read documents and draft answers.
• Google Ads: all our public pages load Google's ad tag. Today those are the home page, /certificate-check, /compliance, the guide pages, this privacy notice, and the pages you see after sending our form, whether it went through or showed an error. It can set cookies, and it lets Google tell us whether someone who clicked one of our Google ads went on to send our form. The tag isn't loaded on pages you see after signing in, such as your account, factory or check pages.
• Meta runs the forms inside our Facebook and Instagram ads, so what you type into one of those forms is held by Meta as well as by us.

We use Google's ad tag to measure our ads, so Google receives information about your visit to those public pages, such as which page you opened and whether you came from one of our ads, and Google may use it under its own terms, including for advertising. Under some state privacy laws, letting an ad platform collect this kind of data can count as "sharing" personal information for advertising. We don't sell your data, and we don't pass your email address or the files you send us to Google or Meta, apart from what you type into Meta's own ad forms. You can stop the tag by blocking cookies or third-party scripts in your browser, and you can turn off personalized Google ads at adssettings.google.com.

Order pack prices, costs, and delivery times

We use prices, costs, and delivery times in order packs only to provide and improve MadeCheck's services; we don't sell this data or give it to third parties. We may use it internally to recommend and rank factories for other sellers, using descriptions such as a factory's quote being relatively low or high. We don't show anyone else any individual business's specific prices, price ranges, or aggregate figures. We don't show percentages, comparisons, or other details that would let someone work those numbers out.

A seller and its factory can see the quote and agreed terms they exchange in their own order pack. The limits above bar disclosure outside that exchange, including through recommendations to other sellers. Any service-provider handling must also meet these price-data limits; this draft doesn't create an exception for providers.

Retention, requests, and contact

Many core records are append-only, and the schema blocks deletion or limits changes to those records. We can't promise that closing an account erases its history.

How long we keep things:

• Emailed files for a document check: 12 months after our reply.
• Free lookup and landed-cost estimate records: 2 years.
• Sign-up and ad form details: 12 months after you send them.
• Account, order pack, compliance and audit records: while your account is open and up to 3 years after it closes.
• Database backups: daily copies for about two weeks and monthly copies for six months, then they're deleted.

To get a copy of your data, correct it or ask us to delete it, email us. We'll answer within 30 days. If a record can't be deleted because the database keeps it append-only, we'll tell you which one and stop using it for anything except keeping records.

Contact jonasunzhu@madecheck.com with privacy questions or requests. For the separate seller service, the seller terms say: if you cancel before we start work, we'll refund the full service fee; once we've started work, we don't refund it.