1. Introduction and Who We Are
Syhan Group Co., Limited respects the privacy of every person who contacts us, visits our website or engages our services. This Privacy Policy explains what personal data we collect, why we collect it, how we store it, how long we keep it and what rights you hold over it. The policy is written to be read, not to be hidden behind dense language, and it applies to our website at syhangroup.hair as well as to the integrated systems design, control panel assembly, cabling, telemetry, maintenance and drawing work that we carry out for clients.
The developer and operating company behind this website is Syhan Group, trading as Syhan Group Co., Limited, registered at Rm FTY-A(98) 1/F Union Hing Yip Fty Bldg, 20 Hing Yip St, Kwun Tong, Hong Kong (HK). When this policy refers to we, us or our, it means Syhan Group Co., Limited. When it refers to you, it means any individual whose personal data we process, whether you are a client, a prospective client, a supplier contact, a site visitor, a job applicant or simply a reader of this website.
We act as the controller of the personal data described in this policy. That means we decide why the data is collected and how it is used, and we are accountable for handling it lawfully and transparently. If you have any question about this policy or about the way we treat your information, you may write to planning@syhangroup.hair or call +16188502627.
This summary states the core of our approach. We collect only what we need for a clear purpose, we keep it no longer than necessary, we protect it with reasonable technical and organisational measures, and we do not sell it to anyone.
Contents
- Introduction and Who We Are
- Scope of This Policy
- Personal Data We Collect
- How We Collect Personal Data
- Purposes of Processing
- Lawful Basis for Processing
- Cookies and Similar Technologies
- How We Share Personal Data
- International Data Transfers
- Data Retention
- How We Protect Personal Data
- Your Privacy Rights
- Privacy for Children
- Third Party Links and Services
- Marketing Communications
- Automated Decisions and Profiling
- Data Breach Response
- Changes to This Policy
- How to Contact Us
2. Scope of This Policy
This policy covers personal data that we process through our website, through email and telephone contact, through written and verbal enquiries, through contracts for our services and through the ordinary operation of our workshop in Kwun Tong. It also covers personal data that we receive from suppliers, subcontractors and professional advisers in the course of delivering integrated systems work.
The policy does not cover the practices of other organisations. If you follow a link from our website to a third party site, or if a client system that we maintain connects to a service operated by another company, the privacy practices of that other company apply to its own processing. We encourage you to read the privacy notices of any service you use.
Where we provide services to a business client, that client may be the controller of personal data that appears inside its own systems, and we may act as a processor on its behalf. In that situation the client decides the purposes of processing and we follow its documented instructions, while this policy continues to describe how we protect the data under our own control.
3. Personal Data We Collect
We aim to collect the minimum amount of personal data needed for a stated purpose. The categories of data we may hold include the following.
Identity and contact data
Your name, job title, employer, email address, telephone number, postal address and any other contact detail you choose to give us when you make an enquiry or enter a contract.
Enquiry and project data
The content of messages you send us, the subject of your enquiry, the services you are interested in, site details, drawings, photographs and technical information you share in order for us to survey a site or prepare a proposal.
Contractual and financial data
Purchase order references, invoicing details, payment records, bank information supplied for settlement and correspondence about the performance of a contract. We do not store full payment card numbers on our own systems.
Technical and usage data
Information that a web server or analytics tool records when you visit our site, such as the pages viewed, the referring page, the approximate region derived from an internet address, browser type and device type. This data is used in aggregate to keep the site working and to understand which content is useful.
Recruitment data
If you apply for a role with us, we may hold your application, curriculum vitae, references and notes from any interview, solely for the purpose of assessing your application.
4. How We Collect Personal Data
We collect personal data directly from you in most cases. You give us data when you complete the contact form on this website, when you send us an email, when you telephone the workshop, when you meet our team on site, when you sign a contract or when you apply for a position.
We also collect technical data automatically when you browse the site. That collection relies on standard web server logs and, where used, on analytics tools that record visits in a form that does not identify you by name.
In some situations we receive personal data from a third party. A client may pass us the contact details of a site manager, a supplier may introduce a sales representative, or a professional adviser may share correspondence that names individuals. When we receive personal data indirectly, we handle it under the same standards described in this policy and we use it only for the purpose for which it was shared.
5. Purposes of Processing
We process personal data for a defined set of purposes. Each purpose is connected to a legitimate part of running an integrated systems design business, and we do not use data for unrelated aims without telling you.
- Responding to enquiries and providing quotations for our services
- Surveying sites and preparing integration plans, drawings and proposals
- Performing contracts for consultancy, panel assembly, cabling, telemetry, maintenance and drawing packages
- Managing invoices, payments and accounting records
- Coordinating with suppliers, subcontractors and professional advisers
- Maintaining the security and integrity of our systems and premises
- Improving our website and understanding which information visitors find useful
- Complying with legal, tax, regulatory and insurance obligations
- Assessing job applications and managing recruitment
- Protecting our legal rights and defending claims
6. Lawful Basis for Processing
Every use of personal data must rest on a lawful basis. For our activities the bases are as follows. Where you have asked us to quote or to deliver a service, the basis is the performance of a contract or the steps needed before a contract is formed. Where we keep accounting records or respond to a lawful request from an authority, the basis is compliance with a legal obligation.
Where we improve our services, secure our premises or pursue the ordinary administration of the business, the basis is our legitimate interest in running the workshop effectively and safely, balanced against your rights and expectations. Where we send a newsletter or a marketing update to someone who is not an existing client, the basis is your consent, and you may withdraw that consent at any time.
In the rare case where we process sensitive information, we do so only with a valid legal basis and only to the extent that a project genuinely requires it, for example where site safety records must be kept.
9. International Data Transfers
Our workshop and core records are located in Hong Kong. Some of the service providers we rely on, such as email and hosting platforms, may store data on servers in other countries. When personal data moves across a border, we take reasonable steps to ensure that it continues to receive protection comparable to the standard described in this policy.
Those steps may include using providers that apply recognised safeguards, entering contractual terms that require protection of the data, and limiting transfers to what is necessary for the relevant purpose. If you would like more detail about the safeguards that apply to a particular transfer, you may contact us using the details at the end of this policy.
10. Data Retention
We keep personal data only for as long as it serves the purpose for which it was collected, or for as long as the law requires. The retention period depends on the type of data and on the context.
Enquiries that do not lead to a contract are normally removed within a reasonable period after the enquiry is closed. Contract and project records are kept for the duration of the relationship and for a period afterwards, so that we can honour warranties, maintain installed systems and meet accounting and tax duties. Financial records are kept for the period required by applicable law. Recruitment records are held only for the length of the hiring process, and for a longer period only where you agree.
When a retention period ends, we delete or anonymise the data so that it can no longer be linked to you.
11. How We Protect Personal Data
We take the protection of personal data seriously and apply measures that are appropriate to the sensitivity of the information. Those measures include restricting access to the people who need it for their work, using password protection and access controls on our systems, keeping software reasonably up to date, and storing paper records in locked cabinets within our premises.
We train our team to handle personal data carefully and to report any suspected incident without delay. Where we use a service provider, we choose providers that apply comparable safeguards and we limit the data they receive to what the task requires.
No method of storage or transmission is completely secure. We therefore work to reduce risk rather than to claim perfection, and we review our measures as our systems and the threats they face evolve.
12. Your Privacy Rights
Depending on where you live, you may hold a number of rights over your personal data. We honour these rights for everyone who contacts us, to the extent that the law allows.
- The right to be informed about how your data is used
- The right to request a copy of the personal data we hold about you
- The right to ask us to correct data that is inaccurate or incomplete
- The right to ask us to delete data that we no longer need
- The right to ask us to restrict how we use your data
- The right to object to processing based on legitimate interests
- The right to withdraw consent where processing relies on consent
- The right to data portability where processing is automated and based on consent or contract
To exercise a right, write to planning@syhangroup.hair or call +16188502627. We may need to confirm your identity before we act, so that we do not disclose data to the wrong person. We aim to respond within the period required by applicable law. If you are not satisfied with our response, you may complain to the relevant supervisory authority in your jurisdiction.
13. Privacy for Children
Our services are aimed at businesses, public bodies and professionals, and our website is not directed at children. We do not knowingly collect personal data from children. If you believe that a child has provided personal data to us, please contact us and we will take reasonable steps to remove it promptly.
Where a project touches a site that serves the public, we design our systems to avoid the unnecessary collection of personal data about any individual, and we apply the same principle of data minimisation to visitors of every age.
14. Third Party Links and Services
This website may contain links to websites operated by other organisations. Those links are provided for convenience and reference. We do not control the content or the privacy practices of those sites, and this policy does not apply to them. We encourage you to review the privacy notice of any website you visit through a link from our pages.
Some integrated systems that we design or maintain may connect to third party platforms, such as a cloud dashboard or a messaging service. Where that happens, the personal data handled by the platform is governed by the terms and privacy notice of the platform provider, while our own handling of data remains governed by this policy.
15. Marketing Communications
We send marketing communications only where we have a valid basis to do so. If you are an existing client, we may send you updates about services related to work we have carried out for you. If you are not an existing client, we send marketing only with your consent.
Every marketing message includes a straightforward way to opt out. You may also write to planning@syhangroup.hair at any time and ask us to stop sending marketing, and we will act on the request promptly. Opting out of marketing does not affect the messages we must send to administer a contract or to meet a legal duty.
16. Automated Decisions and Profiling
We do not use personal data to make automated decisions that produce legal or similarly significant effects for you, and we do not build behavioural profiles for advertising. Our use of technology is aimed at designing, building and maintaining integrated systems, not at evaluating individuals.
If we ever introduce a feature that relies on automated decision making in a way that affects you, we will describe it clearly, explain the logic involved in plain terms and offer a way for you to request human review.
17. Data Breach Response
We maintain a procedure for responding to a suspected personal data breach. When an incident is reported, we contain it, assess its scope and severity, and take steps to reduce the risk to the people affected. Where the law requires it, we notify the relevant supervisory authority and, where a high risk exists, we notify the individuals concerned without undue delay.
After an incident we review what happened and strengthen our measures so that a similar event is less likely to recur. We keep a record of breaches and of the action we took, so that our response can be examined and improved.
18. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices, in our services or in the law. When we make a material change, we will revise the content of this page so that the current version is always the one you can read here. We encourage you to check this page occasionally if you wish to stay informed.
The version published on this page replaces any earlier version. If a change affects how we use data that we already hold, we will take reasonable steps to bring it to your attention where the law requires.
19. How to Contact Us
If you have any question about this Privacy Policy, about the personal data we hold or about the way we handle it, please contact Syhan Group Co., Limited using the details below. We treat privacy questions as important and we will respond as quickly as we reasonably can.
Syhan Group Co., Limited
Rm FTY-A(98) 1/F Union Hing Yip Fty Bldg
20 Hing Yip St
Kwun Tong
Hong Kong (HK)
Email planning@syhangroup.hair
Phone +16188502627