Privacy Policy

1. Introduction

Hoi Yan ("we", "us", "our") takes the privacy of residents, prospective residents and their families seriously. This policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you hold in relation to it.

Our data handling practices comply with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong. If you have any questions about this policy, please contact us at [email protected].

2. Personal Data We Collect

We may collect the following categories of personal data:

• Contact details: full name, telephone number, email address and postal address
• Enquiry content: information you voluntarily provide when completing our contact form or corresponding with us
• Resident information: details relevant to providing accommodation and programme services, including dietary preferences and emergency contact particulars
• Usage data: browser type, IP address and pages visited, collected via cookies and analytics tools

Legal basis for processing: enquiry data is handled on the basis of legitimate interest (responding to your request); resident service data is processed under contract; marketing communications require your prior consent.

Retention: enquiry records are kept for up to 24 months. Resident service data is retained for the duration of residency and for seven years thereafter in accordance with applicable record-keeping obligations.

3. How We Use Your Data

• Responding to enquiries about our plans and services
• Administering residency agreements and billing
• Communicating with designated family contacts
• Improving our website through anonymised analytics
• Sending service updates and relevant information (where consent has been given)
• Meeting legal and regulatory obligations

We do not sell personal data. We do not share data with third parties for their own marketing purposes.

4. Data Protection

We maintain appropriate technical and organisational measures to protect personal data against unauthorised access, alteration or disclosure. These include:

• Secure encrypted connections (HTTPS) for all web traffic
• Access controls limiting who can view personal data internally
• Periodic review of data security practices

In the event of a data breach that poses a real risk of harm, affected individuals will be notified as promptly as practical and in accordance with applicable requirements.

5. Cookies

Our website uses cookies to support basic functionality, understand how visitors use the site and remember preferences. You can manage your cookie choices via the consent banner displayed on your first visit or by visiting our Cookie Policy.

6. Your Rights

Under the Personal Data (Privacy) Ordinance and applicable Hong Kong law, you have the right to:

• Request access to personal data we hold about you
• Request correction of inaccurate data
• Request erasure of data no longer needed for its original purpose
• Object to processing based on legitimate interest
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (Hong Kong)

To exercise any of these rights, write to us at [email protected]. We will respond within 40 days as required by the Ordinance.

7. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those websites and encourage you to review their policies independently.

8. Children's Privacy

Our services are directed at adults. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted data to us, please contact us and we will arrange for its prompt deletion.

9. Policy Updates

We may update this policy from time to time. Material changes will be noted on this page with a revised date. Continued use of our website following an update constitutes acceptance of the revised policy.