Data Protection and Privacy Policy

Our approach to data protection is built around three key principles. They are at the heart of everything we do relating to personal data.

User Sovereignty: You have control over your data and may request changes where required. Some information, such as your business profile, directors, shareholders, company secretary records, or statutory registers, cannot be directly amended by you because it may require a formal update with regulatory bodies.

Transparency: We take a human approach to how we process personal data by being open, honest, and transparent about why information is needed and how it is used.

Security: We take reasonable administrative, technical, and organisational steps to secure the personal data entrusted to us.

“Individual” (or “you”) means a natural person, whether living or deceased, and “Individuals” (and “your”) shall be construed accordingly.

“Personal Data” means data that is capable of identifying an Individual, whether on its own or in conjunction with other data accessible to LingJian.

“Personnel” means any Individual engaged under a contract of service with LingJian, including permanent or temporary employees, contractors, trainees, and interns engaged by LingJian from time to time.

“Potential Personnel” means any Individual who has submitted an application to be engaged by LingJian as Personnel.

“Services” means company incorporation, company secretary, registered office, bank account preparation, accounting, audit and tax coordination, consultation, payment, document intake, and related business support services.

There is some information which is mandatory for us to collect in order to provide our services to you as part of being regulated.

LingJian will only collect, use, and disclose Personal Data from or related to an Individual that is reasonably considered necessary for the relevant purposes underlying such collection, use, or disclosure, which may include but is not limited to the following:

Generally, LingJian may collect Personal Data from you in one or more of the following ways or circumstances.

Information provided directly: You may be asked to provide Personal Data when you visit or use some parts of our website and/or services. You do not have to provide us with your Personal Data; however, it could mean that you are not able to access some parts of our website or use our services.

Information collected automatically: Some information is collected automatically, such as an IP address and device type, when you visit our website or use our services. This information helps us understand how you interact with our website and services so that we can continue to provide you with a better experience.

Information from third parties: Most information that we collect is collected directly from you. Some data may be collected from public sources or trusted third parties to conduct background checks, verify identity, or supplement Personal Data collected from you.

Where your Personal Data is collected from third parties, we will only use such Personal Data where you have provided consent to the third party, where that consent covers our processing, or where LingJian has a legitimate interest to use the Personal Data in order to evaluate or manage your relationship with us.

Where we collect Personal Data, we will only process it to perform a contract with you, where we have a legitimate interest that is not overridden by your rights, in accordance with a legal obligation, or where we have your consent.

If you choose not to provide us with your Personal Data or choose not to consent to our processing of your Personal Data, we may not be able to provide some or all of our Services to you or respond to your other requests. For job applicants, we may not be able to evaluate your suitability against employment opportunities.

LingJian shares information with external parties that perform tasks on our behalf, including data processors and subcontractors, and with other companies, organisations, government bodies, and individuals outside LingJian where we have a legitimate legal reason for doing so.

Examples include sharing information in connection with a merger or acquisition, complying with a court order, meeting regulatory obligations, working with banks or payment providers, using trusted technology providers, or sharing information where we have been instructed to do so on behalf of our clients.

Unless otherwise authorised under the APP, PDPA, PDPO, GDPR, or any other applicable law, LingJian will not collect, use, or disclose your Personal Data without your knowledge and consent. LingJian will highlight the purposes relevant to you, by appropriate means, at the point or time of collection of your Personal Data.

LingJian may obtain your consent through express provisions in a contract, application form, registration form, website notification, submitted web form, uploaded document, checkout flow, email confirmation, consultation booking, or other clear action by which you provide information to us.

Where any purpose is intrinsic to the relationship or provision of services, LingJian reserves the right to decline to engage in the relevant relationship or provide the relevant services if you do not consent to LingJian’s collection, use, or disclosure of your Personal Data for such purposes.

If you voluntarily provide Personal Data to LingJian for any specified purpose, use or access LingJian’s website or computer network, enter LingJian premises, or attend or participate in events or programmes organised by LingJian, you will be deemed to have agreed and consented to LingJian collecting, using, and/or disclosing Personal Data in the manner and for the purposes set forth in this Policy.

If you provide LingJian with Personal Data relating to a third party, you represent to LingJian that you have obtained the consent of the relevant third party for LingJian to collect, use, or disclose such Personal Data for the relevant purpose.

Where consent is not obtained, LingJian may collect, use, and disclose Personal Data pursuant to an exception under applicable law, for example where disclosure is required in the public interest or to respond to an emergency that threatens life, health, or safety.

There may be occasions where we need to share your Personal Data with third parties. LingJian will disclose your Personal Data only in the following circumstances: to LingJian’s third-party service providers or agents; to LingJian’s auditors and professional advisors; to regulators, law enforcement bodies, government agencies, courts, or any other third party to whom disclosure is permitted or required by applicable law or regulation; or to other parties where we have your consent.

A cookie is a small piece of data that is stored on your computer or mobile device. Cookie-related collection and use are also described in the Cookies section of this Policy.

You have the right to withdraw your consent to the collection, use, and/or disclosure of your Personal Data in the possession of LingJian by submitting your request through the contact details published on this website.

We will process your request to withdraw consent within a reasonable time after it is received. After that time, we will not collect, use, and/or disclose your Personal Data in the manner stated in your request, unless applicable law permits or requires us to continue doing so.

Your withdrawal of consent could affect the services that we are able to provide to you. Depending on the extent of your withdrawal, we may not be able to continue with our existing business relationship.

We may place and access cookies on your computer and/or any electronic device used to access the website. We use cookies to improve your experience using the website and to improve our Services.

We have taken steps to ensure that your privacy is protected and respected. With regard to data collected by cookies, you may disable cookies in your browser settings when accessing LingJian’s website. However, disabling cookies may result in loss of functionality, restrict your use of the website, or delay or affect the way in which the website operates.

LingJian shall make reasonable security arrangements to prevent unauthorised access, collection, use, disclosure, copying, modification, disposal, or similar risks to Personal Data in its possession.

If LingJian transfers Personal Data outside Hong Kong, LingJian will take reasonable steps to ensure that such Personal Data receives a standard of protection comparable to the protection required under applicable data protection law, and such transfer shall be subject to this Policy.

LingJian will take reasonable steps to ensure that third parties who receive Personal Data from LingJian protect such Personal Data in a manner consistent with this Policy and do not use such Personal Data for purposes other than those specified by LingJian.

LingJian is not responsible for the security and/or management of Personal Data shared by you with third-party websites accessible via links on the LingJian website.

In the event of a security breach affecting Customer Data, LingJian shall, where required by applicable law and as soon as practical from a security perspective, provide notice of such breach to the affected customer or individuals acting on behalf of such customer, setting out the nature of the breach, affected data, and steps taken to remedy and limit the consequences of the breach.

Our website may contain links to third-party websites, payment pages, government portals, social media accounts, banking platforms, or partner services.

Those third-party sites are not operated by LingJian. Their privacy notices, security practices, and data handling rules apply separately.

Information voluntarily provided by you to LingJian shall be deemed complete and accurate.

LingJian will take reasonable steps to verify the accuracy of Personal Data received at the point of collection, but you remain primarily responsible and liable to ensure that all Personal Data submitted by you to LingJian is complete and accurate.

LingJian will also take reasonable steps to periodically verify Personal Data in its possession, taking into account the scope of its operations. However, you remain responsible for notifying LingJian of any applicable changes to your Personal Data.

LingJian shall not be held liable for any inability on its part to provide services to you if you fail to ensure that Personal Data submitted to LingJian is complete and accurate.

In general, the rights afforded to individuals may include the following, subject to applicable law.

Right to Access: the right to be informed of and request access to the Personal Data that we process about you. This enables you to check what Personal Data we are processing and whether the processing is lawful.

Right of Correction or Rectification: the right to request that we amend or update your Personal Data where it is inaccurate or incomplete. While we make reasonable efforts to ensure that Personal Data we collect is accurate and complete, you are responsible for ensuring the accuracy of Personal Data that you provide directly to us.

Right to Withdraw Consent: where consent is the legal basis of processing, you may withdraw your consent at any time. Depending on the nature and scope of your request, we may not be able to continue performing some services.

For individuals covered by the GDPR, additional rights may include the right to erasure, the right to object, the right to data portability, and the right not to be subject to a decision based solely on automated decision-making where the decision would have a legal or similarly significant effect.

If we send you electronic marketing messages based on your consent or as otherwise permitted by applicable law, you may withdraw that consent or object at no cost. Marketing messages may include an unsubscribe option. Even if you opt out of direct marketing, we may still send non-promotional messages such as receipts or information about Services we are providing to you.

You also have the right to lodge a complaint with your local data protection authority if you are unhappy with how we use your Personal Data.

To exercise these rights, contact LingJian through the contact details published on this website.

The length of time that we keep your Personal Data depends on what it is and whether we have an ongoing business need to retain it.

We will retain your data for as long as we have a business relationship with you and for a period of time afterward where we have an ongoing business need to retain it, or where we are required by law to retain it.

Upon the expiry of any business need or legal requirement to retain your Personal Data, we will ensure that your Personal Data is deleted or anonymised.

In the provision of our Services, the Personal Data we collect may be transferred to and processed by third parties in other countries.

In all such instances, LingJian shall take reasonable steps to ensure that the transfer of Personal Data is carried out in accordance with applicable laws and that appropriate safeguards, including contractual, technical, and organisational measures, are put in place before such transfer takes place.

You are welcome to contact us if you have any complaint or grievance about how we are handling any Personal Data in our control or possession.

To make a complaint, contact LingJian through the contact form, email address, phone number, or office contact details published on this website. We will review the matter and respond within a reasonable time.

If you are not satisfied with our response, you may have the right to contact the relevant privacy or data protection authority.

We may use Artificial Intelligence (“AI”) technologies to enhance and streamline our services. These may include personalising content and recommendations, automating customer support interactions, analysing usage patterns to improve platform functionality, and detecting fraudulent or suspicious activity.

Our AI systems may process personal data you have provided, service usage data, and aggregated or anonymised interaction data. We do not use sensitive identifiers, such as identity card details, passport details, or biometric data, for AI model training.

Certain features may involve automated analysis to offer tailored services or detect anomalies. These automated processes do not solely determine your eligibility for our services. You may request human review of any AI-assisted decision by contacting us.

We monitor AI systems to reduce bias and improve fairness. Where inaccuracies or unintended outcomes are identified, we take corrective action, which may include retraining or adjusting models.

Data processed or generated by AI systems will be retained only as long as necessary to fulfil the purposes described in this Policy and is safeguarded through access controls and other security measures.

You may request to opt out of AI-based personalisation or profiling features where applicable by contacting LingJian through the contact details published on this website.

If any provision of this Policy is held to be illegal, void, invalid, or unenforceable under the laws of any jurisdiction, the legality, validity, and enforceability of the remainder of this Policy in that jurisdiction shall not be affected, and the legality, validity, and enforceability of the whole of this Policy in any other jurisdiction shall not be affected.

Nothing in this Policy shall be construed as LingJian providing an indemnity to any customer in relation to Customer Data or use thereof. LingJian excludes liability for losses which a customer may suffer on account of LingJian’s collection, storage, or use of Customer Data in accordance with this Policy, to the maximum extent permitted by law.

LingJian expressly excludes liability for indirect or consequential losses, special losses, loss of profits, loss of contracts, loss of reputation or goodwill, or other intangible losses that a customer may suffer on account of a breach of this Policy by LingJian or any of its agents or service providers, to the maximum extent permitted by law.