Privacy Policy

Introduction

Verdex is committed to protecting the privacy and security of personal information entrusted to us by our clients and website visitors. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the Personal Data (Privacy) Ordinance (PDPO) of Hong Kong and professional standards governing legal practice.

By using our services or website, you consent to the data practices described in this policy. If you have questions or concerns about our privacy practices, please contact us at [email protected].

Information We Collect

We collect and process the following types of personal information:

Information You Provide Directly

When you engage our services or contact us, we collect:

• Full name and contact details (email address, phone number, business address)
• Company information (business name, registration details, directorship information)
• Information relevant to the legal services requested
• Communications with our firm (emails, letters, meeting notes)
• Payment and billing information

Information Collected Automatically

When you visit our website, we may collect:

• IP address and browser information
• Pages visited and time spent on our website
• Referring website addresses
• Device information and operating system

Third-Party Information

We may receive information from:

• Companies Registry and other government agencies
• Your professional advisors (with your consent)
• Publicly available sources relevant to your corporate matters

How We Use Your Information

We process personal data for the following purposes:

Legal Service Delivery

• Providing corporate law services as requested
• Communicating with you about your matters
• Filing documents with regulatory authorities
• Managing company secretarial obligations
• Maintaining client files and records

Business Administration

• Processing payments and maintaining financial records
• Managing appointments and schedules
• Responding to inquiries and requests
• Conducting conflict checks

Legal and Regulatory Compliance

• Complying with legal and professional obligations
• Responding to lawful requests from authorities
• Maintaining professional indemnity insurance
• Record retention requirements under legal practice rules

Service Improvement

• Analyzing website usage to improve user experience
• Understanding client needs and service preferences
• Developing new services and improving existing ones

Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contractual Necessity: Processing required to provide the legal services you have engaged us for
• Legitimate Interests: Managing our business operations and improving our services
• Legal Obligations: Compliance with Hong Kong laws and professional regulations
• Consent: Where you have provided explicit consent for specific processing activities

Data Sharing and Disclosure

We maintain strict confidentiality but may share your information with:

Service Providers

• Cloud storage and IT service providers (subject to confidentiality agreements)
• Professional indemnity insurers
• Payment processors for billing purposes

Government Authorities

• Companies Registry for incorporation and annual filings
• Inland Revenue Department as required by law
• Other regulatory bodies when legally obligated

Professional Advisors

• Your accountants, tax advisors, or other professionals (with your consent)
• Our own professional advisors (subject to confidentiality)

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate security measures to protect your personal information:

• Secure, password-protected document management systems
• Encrypted communications for sensitive information
• Limited access controls - only authorized personnel can access client data
• Regular security assessments and updates
• Secure disposal procedures for physical and electronic records
• Staff training on data protection and confidentiality

While we take reasonable steps to protect your information, no internet transmission or storage system is completely secure. We cannot guarantee absolute security but maintain industry-standard protections.

Data Retention

We retain personal data for different periods depending on the purpose:

• Client Files: Minimum 7 years after completion of engagement (professional practice requirement)
• Financial Records: 7 years as required by Hong Kong law
• Statutory Documents: As long as required by the Companies Ordinance
• Marketing Communications: Until you withdraw consent or we determine retention is no longer necessary
• Website Analytics: Typically 26 months

After the retention period, we securely delete or anonymize personal data unless ongoing retention is required by law.

Cookies and Website Technologies

Our website uses cookies and similar technologies to improve functionality and user experience. For detailed information about our cookie practices, please see our Cookie Policy.

You can manage cookie preferences through your browser settings or our cookie consent tool.

Your Rights

Under the Personal Data (Privacy) Ordinance, you have the following rights:

Right to Access

You may request access to the personal data we hold about you. We will provide a copy within 40 days of receiving your request, subject to any exemptions under the PDPO.

Right to Correction

You may request correction of inaccurate or incomplete personal data. We will respond to correction requests within 40 days.

Right to Object

You may object to processing of your personal data for direct marketing purposes. We will cease such use upon receiving your objection.

Right to Withdraw Consent

Where we process data based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal.

To exercise these rights, please contact us at [email protected]. We may need to verify your identity before processing requests.

International Data Transfers

Your personal data is primarily stored and processed in Hong Kong. If we transfer data outside Hong Kong, we ensure appropriate safeguards are in place, such as:

• Transfers to jurisdictions with adequate data protection laws
• Contractual protections with service providers
• Your explicit consent for the transfer

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us for immediate deletion.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a revised "Last Updated" date. For material changes, we will provide additional notice to clients through email or our website. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:

Complaints

If you believe we have not handled your personal data appropriately, you have the right to lodge a complaint with:

We encourage you to contact us first so we may address your concerns directly.