Europe’s General Data Protection Regulation (GDPR) imposes strict guidelines on how businesses collect, store, and use personal data. GDPR compliance is mandatory for any e-commerce business that collects data from EU citizens, even if the business is based outside of Europe. Non-compliance with GDPR can result in significant fines and reputational damage.

At VIAX Language and Legal, we help e-commerce companies achieve GDPR compliance by:

• Drafting and localizing privacy policies: Ensuring your data privacy statements are clear, concise, and legally compliant in each European language.

• Implementing data protection measures: Offering guidance on consent forms, data processing agreements, and data handling procedures.

• Acting as data protection representative: under EU law every non-EU processor of personal data (incl. from China) needs to designate a data protection representative in the Union. The representative should serve as a first point of contact for communication with EU data protection authorities and data subjects.

• Acting as data protection officer: in addition to a data protection representative, some companies may be required to have a data protection officer(DPO). The DPO handles GDPR compliance activities within the company – e.g. monitoring ongoing compliance, training staff, conducting regular data protection impact assessments, handle complaints and requests from data subjects and helping in case of data breaches.

We normally analyze the personal data flows managed by our clients and provide a GAP analysis – covering deficiencies in their GDPR compliance. On the basis of the GAP analysis, we prepare a blueprint of suggested actions to achieve compliance with the GDPR.

We then provide full support with the implementation of further steps to reach GDPR compliance. Depending on the gaps identified, this could include:

• Redrafting and helping with the renegotiation of contracts with suppliers, so that they conform to the requirements of the GDPR;

• Introducing internal data protection and management policies consistent with the GDPR;

• Introducing procedures for timely reaction and notification of the authorities in case of data breaches.

• Drafting relevant notifications and policies informing data subjects of their rights, as required by the GDPR.

European consumer protection laws are strict, particularly regarding return policies, warranties, and transparent pricing. For example:

• Seller transparency obligations: EU legislation requires sellers to provide certain type of information to customers – which needs to be provided in a clear and transparent manner. We help ecommerce resellers navigate this requirement and provide clear and understandable guidance, as to how to implement such requirements into their platforms.

• Right of withdrawal (cool-off period): Under EU law, customers have a right to return goods within 14 days without giving a reason. Ensuring your return policies are aligned with local laws is essential to build customer trust.

• Specific requirements to the applicable Terms and Conditions: EU law provides for certain provisions that need to be included in the terms and conditions applicable to customer purchases. We normally assist in drafting such clauses in a manner that provides the highest allowable protection for our clients.

• In case of product listing on platforms regulated under the EU Digital Services Act (DSA) – such as Temu, Amazon and Shein – we can help you with incident handling if your listings are flagged as illegal or unsafe. We could help you navigate your rights under EU law in case your listing is taken down and you need to appeal.

• Advising on IP disputes, unfair deplatforming, or false flagging when selling products to EU customers on large platforms.

If you’re a Chinese e-commerce business shipping low products to customers in the European Union (EU), you must comply with local VAT (Value Added Tax) rules. Every EU country has its own VAT rate — ranging from 19% to 27% — based on the buyer’s location.

In the past, e-commerce sellers had to register for VAT in each EU country once they reached a certain sales threshold. This was costly and complex.

Now, thanks to the EU’s Import One-Stop Shop (IOSS) system, the process has become much simpler. As a non-EU seller, you can register for VAT in just one EU country, and use that registration to sell across all 27 EU member states. You apply the correct local VAT rate in each country, but report and pay VAT in a single quarterly return — only in the country where you are registered.

This reduces your compliance burden, saves you money, and allows you to focus on growing your sales in Europe.

At our law and accounting firm in the EU, we can help Chinese B2C sellers enter the EU market. We offer a complete VAT compliance package under the IOSS regime:

• Set up your EU VAT registration

• Act as your local VAT representative, as required by EU law

• Design your internal reporting and sales systems to comply with EU tax rules

• Prepare and file VAT returns every quarter

• Help you remit your VAT to the correct EU tax authorities

• Keep you updated on changes in VAT legislation

With us as your trusted partner in the EU, you can manage your entire EU VAT compliance from one place — efficiently, legally, and cost-effectively.

You should note that the above IOSS regime does not apply if you sell through a centralized platform such as Temu or Shein – usually the platform will handle the VAT reporting for you.

The EU General Product Safety Regulation (GPSR) applies to all consumer products sold in the EU — including those sold online from outside the EU. Chinese manufacturers and e-commerce sellers must ensure their products are safe, properly labeled, traceable, and represented by an EU-based Responsible Person (RP). Without compliance, products may be blocked at customs, removed from platforms like Amazon or AliExpress, or subject to fines and recalls.

The GPSR requires that you:

• Conduct a product risk assessment

• Provide clear and accurate safety instructions and warnings in each relevant EU language

• Ensure product traceability through batch numbers or serial codes

• Report serious product-related incidents within 2 working days

• Appoint a legally accountable EU Responsible Person

Our legal services include:

• Drafting and supporting the implementation of internal product safety procedures

• Preparing a legally compliant Safety Documentation Brief – a legal blueprint for releasing your product on the EU market. While we do not prepare technical documentation or conduct testing, we provide a structured legal framework outlining the required compliance steps, along with templates such as risk assessment checklists, recall procedures, and incident notification forms

• Drafting, reviewing, and negotiating OEM/ODM agreements to include EU compliance clauses

• Drafting or adapting terms of service for Chinese e-commerce websites targeting EU consumers

• Setting up or reviewing your internal policy for handling consumer complaints and incident reporting

• Advising on liability allocation, enforcement risk, and ongoing regulatory compliance under GPSR

As a law firm, we do not offer technical services such as testing, product certification, or engineering analysis. However, we can connect you with reliable EU-based partners who provide those services at the highest professional standard.

If you are a non-EU manufacturer or e-commerce seller, you are required under the EU General Product Safety Regulation (GPSR) to appoint an EU-based Responsible Person (RP) before placing consumer products on the EU market. We offer comprehensive RP services to ensure your products remain compliant, traceable, and ready for sale in the EU.

Serving as an RP involves complex regulatory responsibilities, combining legal accountability, documentation control, and cooperation with EU authorities. While we provide the legal oversight, regulatory communication, and compliance monitoring, we work closely with trusted technical partners for aspects requiring specialized expertise.

As your EU Responsible Person for non-EU companies, we provide the following services:

• Hold and provide your Declaration of Conformity (DoC) or Declaration of Performance (DoP) to EU market surveillance authorities upon request

• Submit safety documentation and demonstrate product conformity in a language authorities can understand

• Monitor whether your products meet GPSR requirements, including correct labeling, traceability, and required documentation

• Cooperate directly with market surveillance authorities and respond to inspections or compliance requests

• Inform authorities immediately if we believe a product poses a safety risk

• Ensure that corrective actions (including recalls or risk mitigation) are taken when required

• Keep records of all compliance checks and submit documented evidence when requested

• Act as the main contact point in the EU for authorities and consumers in case of safety-related incidents

We cooperate with trusted technical partners for:

• Product testing laboratories (e.g. CE marking, electrical safety, chemical testing)

• Labelling and packaging compliance specialists

• Translation agencies specializing in multilingual EU safety information

• Technical consultants for documentation verification and harmonized standard matching

• Recall and incident response service providers (if needed in high-risk sectors)

As a law firm, we focus on ensuring your legal exposure is minimized and your documentation is audit-ready. We do not perform product testing, packaging evaluation, engineering reviews, or certification, but we can connect you to partners who meet the highest technical standards in the EU.