1350 NASA Parkway, Suite 214-K, Houston, TX 77058 USA (832) 800-0266  ·  info@houstonusaoiltech.com

Privacy Policy

Last updated: October 24, 2026

Houston USA Oil Technologies, LLC ("HUOT," "we," "us," or "our") is responsible for the information it collects through houstonusaoiltech.com, the Buyer Due Diligence form, and related business communications. This policy explains the information involved, our purposes, who may receive it, and how to contact us about privacy.

1. Information We Collect

  • Business contacts and inquiries: names, job titles, company names, business email addresses, telephone numbers, addresses, and the contents of calls, emails, contact-form messages, or WhatsApp messages you choose to send.
  • Due diligence records: company registration, ownership and control information; directors, representatives and signatory authority; transaction, product, quantity, destination and receiving arrangements; relevant trade history and references; proposed banks, payers, payment terms and financial-capacity evidence; and supporting documents you upload.
  • Review information: correspondence, administrator notes, verification sources and outcomes, information requests, and the rationale for a human review decision.
  • Technical information: necessary session cookies, language selections, security and activity records, and hosting logs that may contain IP addresses, browser/device information, requested pages, and timestamps. The form also uses a protected IP-derived identifier to limit abuse.

Some records concern other people, including owners, directors, signatories and business references. Provide information you are authorized to share, inform those people where appropriate, and remove unrelated personal details. Do not submit banking passwords, one-time codes, payment-card security codes, or full personal identification numbers through ordinary form fields or email.

2. The Public Due Diligence Form

Visitors can complete the form without creating an account, choosing a password, or confirming an email address. Administrator sign-in is separate and protects access to the review tools.

Saving a section or uploading a file sends that information to HUOT before the final Submit step. Drafts and submitted records are stored privately and may be accessed by authorized administrators for review, support and security. Progress initially belongs to the current browser session. After saving a business email, you can optionally request a private return link; after submission, a private link can show limited status information. Links are emailed, expire, and are intended only for their recipient. Keep them private. Closing the browser, clearing cookies, or allowing a link to expire does not delete information already saved on HUOT's systems.

After submission, the form displays a reference for correspondence. It does not create a public record or a public document-download link. Keep the reference for correspondence. HUOT may send a private correction link that opens only the requested sections or document categories. Earlier submitted information and document versions are retained for review and the audit trail. Contact HUOT if you need a correction or a replacement access link. Providing information is voluntary, but missing required details or evidence may prevent us from evaluating the request.

3. Sources and Purposes

We receive information from you and your authorized representatives. Relevant verification may also use company registries, official sanctions sources, document issuers, terminal operators, banks, business references or other appropriate sources.

We use relevant information to respond to inquiries; evaluate company authority, transaction readiness and supporting evidence; seek clarification or independent confirmation; communicate about a request; prevent fraud and misuse; maintain an audit trail; manage business relationships; and address applicable legal obligations or disputes. Submitted claims and documents remain unverified until appropriate checks are completed. Prequalification decisions involve human review; the form does not automatically confirm funds, approve a transaction or authenticate a document.

Where a law requires a specific basis for processing personal information, that basis depends on the activity, such as responding to a requested business engagement, legitimate business and security needs, a legal obligation, or consent where required. A submission is not blanket permission for unrelated uses.

4. Access and Sharing

Due diligence records are intended for restricted business review. We do not publish application records or sell buyer application records. Relevant information may be disclosed to:

  • Authorized HUOT administrators and personnel supporting the request;
  • Providers supporting hosting, databases, technical administration, security, communications or professional advice;
  • Appropriate verification providers, document issuers, references or transaction participants when needed for the requested assessment or transaction and permitted by applicable requirements; or
  • Public authorities or other recipients when disclosure is required by law, necessary to address fraud or security issues, or needed to establish or defend legal rights.

The Blue Moon Investigations logo links to an external website. Clicking that logo does not itself send your form answers or uploaded documents to Blue Moon. Any separate disclosure for investigation or verification must have an appropriate purpose and authorization where required.

5. Cookies, Analytics and External Services

The Due Diligence form uses necessary session cookies for draft access, security and language selection. Its form labels are translated locally; entered answers and documents are not submitted to an external translation service by the form. The form does not load the public brochure website's Google Analytics tag.

The public brochure website uses Google Analytics and loads Google font and translation services. These services may receive technical information such as IP address, browser details and page activity, and analytics may use cookies. You can manage cookies through your browser and review Google's Privacy Policy and its Analytics opt-out information. Blocking necessary session cookies can prevent the form from keeping your draft.

The Live Map page embeds MarineTraffic content. External websites and services, including WhatsApp, MarineTraffic, Google and Blue Moon Investigations, have their own privacy practices. Loading embedded content or following an external link may disclose technical information to that service. Our ordinary contact form opens your email application; that message is sent only when you send it from your email service.

6. Storage, Retention and Deletion

Retention depends on the purpose of the record, the status of the inquiry or business relationship, relevant legal and accounting requirements, verification needs, disputes and security considerations. Drafts, uploaded files and submitted cases do not have an automatic deletion date tied to browser-session expiry. Contact us to ask about a particular record or request deletion.

Deletion may be limited by a legal obligation, an active dispute, fraud prevention or another applicable exception. Where backup copies exist, removal from active systems may not immediately remove those copies; retained copies remain subject to appropriate access restrictions. Contact us for the retention criteria applicable to your records.

7. Optional AI Assistance

HUOT's optional administrator question assistant connects to OpenAI only after an administrator configures it and sends a question. The typed question and recent conversation are sent to OpenAI; buyer records, uploads and case notes are not attached automatically. Administrators should include confidential or personal information only when appropriately authorized. AI answers are not independent evidence or approval decisions. The administrator can clear the conversation from the AI page.

If HUOT enables optional company-detail import, an applicant may select CIF, CIS or KYC/KYB PDFs, enter a public company website, or combine those sources. After the applicant explicitly consents and requests the import, selected files and retrieved public page text are sent to OpenAI to suggest factual form entries. This is separate from administrator questions. Import is optional: applicants can always enter information themselves. Do not import records you are not authorized to share, unnecessary identity documents, or banking credentials. Review suggestions before applying them; the service does not verify a company, authenticate documents, certify answers or approve a transaction.

Import source files are used temporarily for extraction and are not automatically added as verified supporting evidence. Short-lived import previews and any accepted form entries are protected on HUOT's systems; accepted entries follow the case retention criteria above. API requests disable response storage, but this setting does not establish zero retention by the provider. OpenAI's API data controls explain its handling of API information, including applicable retention and security controls.

8. Security

The portal uses HTTPS between your browser and the website, encryption for saved application answers and uploaded file contents, and restricted administrator access. Uploaded files may remain quarantined while safety checks are pending. These measures do not establish document authenticity or guarantee that every risk has been eliminated. Ordinary email and third-party services have their own security limits.

9. Privacy Requests and Choices

Contact info@houstonusaoiltech.com with the subject "Privacy Request" to ask about access, correction, deletion or use of your information. Include your business contact details and submission reference if available; do not attach identification or sensitive financial records to the initial email. We may ask for proportionate information to verify your identity or authority before disclosing or changing records.

Depending on applicable law, you may also have rights to a portable copy, to object to or restrict certain processing, to withdraw consent for processing based on consent, or to complain to a relevant authority. Rights and exceptions vary by location and activity. HUOT reviews privacy requests and explains any applicable limits. You may ask us to stop optional marketing communications without withdrawing a business inquiry.

10. International Processing

HUOT operates from the United States. Service providers and business verification sources may operate in other countries, whose rules may differ from those where you live. Contact us if you need information about the recipients, processing locations or safeguards relevant to your request. Additional requirements may apply to particular transfers or categories of information.

11. Children and Changes

This website and business form are intended for adult business representatives, not children. Please contact us if you believe a child has provided personal information. We may update this policy as the website, services or requirements change; the date above identifies this version.

12. Contact HUOT

Houston USA Oil Technologies, LLC
1350 NASA Parkway, Suite 214-K
Houston, TX 77058 USA
Phone: (832) 800-0266
Email: info@houstonusaoiltech.com