Privacy Policy for Coaio Limited Effective Date: January 1, 2025

1. Introduction

Welcome to Coaio Limited (“the Company”), a technology enterprise headquartered in Hong Kong. We are committed to protecting your privacy and safeguarding the personal information you share with us. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you engage with our services, visit our website, or interact with our applications. By using our services, you consent to the practices described in this policy.

2. Definitions

Personal Data: Any information relating to an identified or identifiable natural person (“data subject”).

Processing: Any operation or set of operations performed on personal data, whether automated or manual.

Data Subject: The individual to whom the personal data pertains.

Controller: The entity determining the purposes and means of personal data processing.

Processor: An entity processing personal data on behalf of the controller.

3. Information We Collect

3.1 Personal Information

We may collect the following personal information:

  • Contact Details: Name, email, phone number, job title, company affiliation.
  • Account Information: Username, password (securely hashed), and profile details.
  • User Content: Data submitted via feedback forms, project documentation, and support tickets.
  • Payment Information: Billing details, including credit card information, billing address, and transaction history (processed by third-party payment providers).
  • Photos and Files: Files uploaded to our platform, including but not limited to profile pictures, resumes, project files, and related documentation.

3.2 Automated Information

  • Technical Data: IP address, browser type, operating system, device model.
  • Location Data: With your consent, we collect location data to personalize services.
  • Cookies and Similar Technologies: Usage patterns, session tracking, and user preferences (see our Cookie Policy).

3.3 Service Usage Data

  • Usage Logs: Data on navigation and interactions within our services.
  • Performance Metrics: Service performance on your device or network.

3.4 Information from Third-Party Social Media Services

If you log in or register using a Third-Party Social Media Service (Google, Facebook, Instagram, Twitter, LinkedIn), we may collect:

  • Personal data associated with your social media account, such as name, email address, activities, and contacts.
  • Additional information shared voluntarily by you through these accounts.

4. How We Use Your Information

4.1 Service Provision

  • To deliver, customize, and enhance our services.
  • For authentication, account management, and user preferences.

4.2 Communications

  • Customer Support: Addressing inquiries and resolving issues.
  • Service Notifications: Informing you about updates, features, and policy changes.
  • Marketing Communications: Sending promotional materials, subject to your consent.

4.3 Analytics and Improvement

  • Analyzing user interactions to enhance functionality and user experience.
  • Conducting market research to understand trends and guide planning.

4.4 Legal and Security Purposes

  • Compliance: Meeting regulatory requirements.
  • Fraud Prevention: Detecting and mitigating security incidents or fraudulent activities.
  • System Integrity: Protecting our IT infrastructure.

5. Legal Basis for Processing

We process your data based on:

  • Consent: When you provide explicit consent for specific purposes.
  • Contractual Necessity: To fulfill a contract or pre-contractual requirements.
  • Legal Obligations: Compliance with legal or regulatory mandates.
  • Legitimate Interests: For operational efficiency and service improvements without overriding your rights.
  • Vital Interests: In rare cases, to protect an individual’s health or safety.

6. Sharing Your Information

6.1 With Service Providers

We engage third-party service providers to:

  • Host and back up data.
  • Process payments securely.
  • Provide analytics and marketing support.
  • Deliver customer support services.

Service providers are bound by confidentiality agreements and are authorized to use your data only for designated purposes.

6.2 Business Transfers

In the event of a merger, acquisition, or asset sale, personal data may be transferred. Users will be notified of such changes and any updates to this policy.

6.3 Legal Authorities

We may disclose personal data to:

  • Comply with legal obligations or court orders.
  • Protect our legal rights or respond to legal claims.

6.4 Affiliates

Data may be shared within our corporate group for operational purposes in line with this Privacy Policy.

7. Data Security

We implement industry-standard measures to safeguard your data:

  • Encryption: For data in transit and at rest.
  • Access Controls: Limiting access to authorized personnel only.
  • Regular Audits: Identifying vulnerabilities and ensuring compliance with security protocols.
  • Physical Security: Restricting access to data centers and critical infrastructure.

No system is completely secure. Users should exercise caution when sharing information online.

8. Data Retention

We retain personal data based on:

  • Usage: For as long as necessary to provide services.
  • Legal Requirements: To comply with regulations or legal obligations.
  • Dispute Resolution: Until relevant claims or issues are resolved.

Data may be anonymized after the retention period.

9. Your Data Protection Rights

Under applicable laws, including the Personal Data (Privacy) Ordinance (PDPO) of Hong Kong, you have the right to:

  • Access: Request details about your personal data.
  • Rectification: Correct inaccuracies.
  • Erasure: Request data deletion.
  • Restriction: Limit processing under certain conditions.
  • Portability: Receive data in a portable format.
  • Objection: Object to processing based on legitimate interests or marketing purposes.
  • Withdraw Consent: Revoke consent at any time.

To exercise these rights, contact us at support@coaio.com.

10. International Data Transfers

Your data may be transferred and processed outside Hong Kong. We use mechanisms like:

  • Standard Contractual Clauses.
  • Binding Corporate Rules.
  • Adequacy Decisions by relevant authorities.

11. Cookies and Tracking Technologies

We use cookies for:

  • Session Management: Keeping you logged in.
  • Analytics: Understanding service usage.
  • Advertising: Delivering personalized ads.

Users can control cookies via browser settings or our consent management tool. See our Cookie Policy for more details.

12. Children’s Privacy

Our services are not intended for individuals under 18. If we inadvertently collect data from a minor, we will delete it promptly. Contact us if you believe we have collected such information.

13. Third-Party Links

Our website may link to external platforms. We are not responsible for their privacy practices and recommend reviewing their policies.

14. Changes to This Privacy Policy

We may update this policy periodically. Significant changes will be communicated via our website or direct notifications. Continued use of our services signifies acceptance of updates.

15. Contact Us

For inquiries or to exercise your rights, please contact:

Coaio Limited
18 Queen’s Road, Central, Hong Kong
Email: support@coaio.com

16. Complaints

You may lodge complaints with the Office of the Privacy Commissioner for Personal Data of Hong Kong if your privacy rights are violated.

17. Consent to Privacy Policy

By using our services, you agree to this Privacy Policy. If you do not agree, please discontinue use of our services.

18. Miscellaneous

Jurisdiction: Governed by Hong Kong law.
Accessibility: This policy is available at https://coaio.com/privacy-policy.