Legal

Privacy Policy & Personal Information Collection Statement

Last updated: 21 July 2026 · This statement is made in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong ("PDPO").

1. Who we are

HK Company Registration Consultancy Global Secretaries Limited ("we", "us") is a Hong Kong company secretarial firm licensed as a Trust or Company Service Provider (TCSP Licence No. TC009083). For the purposes of the PDPO, we are the data user in respect of personal data collected through this website and in the course of providing our services.

2. Who this policy covers

This policy applies to: (a) visitors to this website and people who send us enquiries; (b) clients and prospective clients, including the directors, shareholders, beneficial owners and authorised contacts of client companies; and (c) suppliers and other business contacts. It is governed by the PDPO. If you are located outside Hong Kong and another data protection law (such as the GDPR) applies to our relationship with you, we will honour the rights that law gives you.

3. Personal Information Collection Statement (PICS) — website enquiries

What we collect. When you submit our contact form, we collect your name, email address, the service you are interested in, and any information you include in your message.

Whether provision is obligatory. Fields marked with an asterisk (*) are obligatory. If you do not provide them, we will not be able to respond to your enquiry. All other information is voluntary.

Purpose of collection. The personal data you provide will be used only for the following purposes:

• responding to and following up on your enquiry;
• providing you with information about the services you asked about; and
• if you become a client, forming part of your client records, subject to the engagement-stage collection described in section 4.

Transferees and rights. The classes of persons to whom your data may be transferred are set out in section 6, and your access and correction rights (and how to exercise them) in sections 10 and 12.

4. Personal data we collect when you engage us

To provide company secretarial and incorporation services, and to meet our customer due diligence duties under the Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615), we collect personal data about client companies' directors, shareholders, beneficial owners and authorised contacts, including:

• identity data — name, date of birth, nationality, passport or identity card copies, specimen signatures;
• contact data — residential and correspondence addresses, proof of address, email addresses, phone numbers;
• role and ownership data — directorships, shareholdings and beneficial-ownership information;
• billing data — invoicing details and payment records; and
• correspondence — instructions and communications relating to the engagement.

We collect this data directly from you, and may supplement it from public sources (such as the Companies Registry and other public registers), from screening and verification providers used for our AML/CTF compliance, and — with your consent — from your professional advisers. If required data is not provided, we may be unable to establish or continue the engagement (see our Terms, clause B3).

5. How we use personal data

• providing and administering the services, including preparing and making statutory filings you instruct;
• performing customer due diligence and ongoing monitoring required by Cap. 615;
• maintaining statutory registers and records that the law requires;
• billing, accounting and keeping business records;
• service communications such as compliance deadline reminders (these are not marketing);
• complying with laws, regulations and lawful requests from regulators and authorities; and
• establishing, exercising or defending legal claims.

6. To whom personal data may be disclosed

Your personal data will not be sold. It may be disclosed only to:

• our staff, on a need-to-know basis;
• service providers who process data on our behalf — including our form-processing provider (currently Formspree Inc.), IT, email and document-storage providers, and screening/verification providers — who may only use it on our instructions;
• government bodies to which filings are made on your instruction, principally the Companies Registry and the Inland Revenue Department;
• our professional advisers (such as auditors, insurers and lawyers) under duties of confidence;
• any person to whom disclosure is required by law, a regulator or a court — including reports we may be legally required to make under Cap. 615 without notifying you; and
• a prospective buyer of our business, under confidentiality obligations, if the business is sold or reorganised — in which case this policy would continue to apply to your data.

7. Where personal data is processed

Some of our service providers process data outside Hong Kong (for example, form submissions are processed by Formspree on servers that may be located outside Hong Kong). Where data leaves Hong Kong we take reasonably practicable steps — including using reputable providers bound by contractual data-protection commitments — to ensure it receives a comparable level of protection.

8. How long we keep personal data

• Enquiry data: no longer than 12 months after our last correspondence with you, unless you become a client.
• Due diligence and transaction records: at least 5 years after the end of the business relationship, as required by Cap. 615.
• Accounting and business records: generally 7 years, in line with Hong Kong tax and company law requirements.

When personal data is no longer needed for these purposes, we take reasonably practicable steps to erase it, as required by the PDPO.

9. Security

We take reasonably practicable steps to protect personal data against unauthorised or accidental access, processing or loss, including restricting access on a need-to-know basis and using reputable service providers. If a data breach occurs, we will assess it promptly, take steps to contain it, and notify affected individuals and the Privacy Commissioner for Personal Data where appropriate.

10. Cookies and tracking

This website does not use cookies or analytics. Web fonts are loaded from Google Fonts (Google LLC); when a page loads, Google receives standard request data such as your IP address. No other third-party requests are made.

11. Direct marketing

We will not use your personal data for direct marketing without your separate, express consent, as required by Part 6A of the PDPO, and we do not operate a mailing list through this website. Compliance deadline reminders sent to clients are part of the engaged services, not marketing.

12. Your rights: access and correction

Under sections 18 and 22 of the PDPO, you have the right to request access to, and correction of, your personal data held by us. Requests should be made in writing to the Data Protection Contact below; we may charge a reasonable fee for processing a data access request as permitted by the PDPO. You may also ask us to erase data that is no longer needed for the purposes described in this policy, and — where another law such as the GDPR applies to you — exercise the additional rights that law provides.

13. Data Protection Contact

Data Protection Officer
HK Company Registration Consultancy Global Secretaries Limited
Ground Floor, No. 270 Ki Lung Street, Kowloon, Hong Kong
Email: info@hkglobalsecretaries.hk

14. Complaints

If you are unhappy with how we have handled your personal data, please contact us first — we want the chance to put it right. You also have the right to complain to the Office of the Privacy Commissioner for Personal Data, Hong Kong (pcpd.org.hk).

15. Third-party websites

Links to third-party websites are provided for convenience. This policy applies only to this website and our services; please read the privacy policies of any website you visit.

16. Changes to this statement

We may update this statement from time to time. The version published on this page, with its date of last update, is the current version.

If there is any inconsistency between the English and Chinese versions of this statement, the English version shall prevail.