Privacy Policy

Last Updated: 1 June 2025

INTRODUCTION

OptimaTech Ltd (“OptimaTech”, “we”, “us”, or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our websites, solutions, and services (collectively, the “Services”) in Hong Kong, in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”).

If you have any questions or concerns, please contact us at: [email protected]

1. Scope of This Policy

This Privacy Policy applies to:

• Visitors to our Hong Kong websites
• Clients and their representatives (including businesses and organisations)
• Staff of client companies using our Services
• Individual end users of our Services
• Any other individuals whose personal data we process in connection with our Hong Kong business

2. What Personal Data Do We Collect?

Depending on your interaction with us, we may collect the following types of personal data:

• Identity Data: Name, company, job title, username, user ID, and similar identifiers.
• Contact Data: Email address, phone number, address, and other contact details.
• Technical Data: Device information, IP address, browser type, operating system, device identifiers, and connection data.
• Usage Data: Information about how you use our websites and Services, including session logs, support interactions, and navigation data.
• Service Data: Information and content you provide to us or generate when using our solutions or services (such as files, images, recordings, or other digital content).
• Communications Data: Records of communications with us, including support requests and feedback.
• Marketing Data: Preferences for receiving marketing communications.
• Other Data: Any other information you provide to us directly.

3. How Do We Collect Your Data?

We collect personal data:

• Directly from you (e.g., when you register, use our Services, or contact us)
• From your employer or organisation (if you use our Services as part of a business account)
• Automatically through your use of our websites or Services (e.g., device data)
• From third parties (e.g., business partners, analytics providers, or as required by law)

Note: We do not use cookies or similar tracking technologies on our websites or Services.

4. How Do We Collect Your Data?

We use your personal data for the following purposes:

• To provide and operate our Services
• To verify your identity and manage your account
• To communicate with you and provide customer support
• To improve and develop our Services
• To conduct analytics and research
• To send you marketing communications (with your explicit consent)
• To comply with legal obligations
• To protect our rights, users, and property
• For any other purpose with your consent

5. Direct Marketing

We will not use your personal data for direct marketing without your explicit consent.

You have the right to opt-out of direct marketing at any time by contacting us at [email protected].

6. How Do We Disclose or Share Your Data?

• We may share your personal data with:
• Our group companies, affiliates, and subsidiaries
• Service providers and vendors who process data on our behalf (e.g., hosting, IT, analytics, support)
• Business partners and resellers (where relevant)
• Your employer or organisation (if you use our Services as part of a business account)
• Regulatory authorities, law enforcement, or other parties as required by law
• Other parties with your consent or at your direction
• We do not sell your personal data.

7. Cross-Border Data Transfers

• If we transfer your personal data outside Hong Kong, we will ensure that the recipient provides a standard of protection comparable to the requirements under the PDPO. Where practicable, we will notify you of such transfers.

8. Data Retention

• We retain your personal data only as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type and purpose. When data is no longer needed, it will be securely deleted or anonymized.

9. Data Security

• We implement reasonable and practicable steps to protect your personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction.

10. Your Rights under the PDPO

You have the right to:

• Request access to your personal data held by us
• Request correction of your personal data
• Object to the use of your personal data for direct marketing purposes
• Withdraw your consent (where applicable)

To exercise your rights, please contact us at [email protected].

We may charge a reasonable fee for processing access requests as permitted by law.

We will maintain a log of refusals to access or correct personal data as required by the PDPO.

11. Data Breach Notification

In the event of a data breach likely to result in a real risk of significant harm, we will notify the Office of the Privacy Commissioner for Personal Data (PCPD) and affected individuals as soon as practicable, in accordance with the PDPO.

12. Children’s Privacy

Our Services are not intended for children under the age of 18 (or the minimum age required by local law). We do not knowingly collect personal data from children. If you believe we have collected such data, please contact us and we will take appropriate action.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified to you via our website or other appropriate means. Your continued use of our Services after changes have been posted means you accept the updated policy.

14. Changes to This Policy

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Email: [email protected]

Contact Form: https://www.optimatech.com.hk/contact/

You may also contact the Office of the Privacy Commissioner for Personal Data (PCPD): www.pcpd.org.hk

We will do our best to respond to your inquiry promptly and in accordance with applicable data protection laws.

By using our Services, you acknowledge that you have read, understood, and agree to this Privacy Policy.