Privacy policy

1. Introduction

Thank you for visiting superpresence.co.

This Privacy Policy describes how Superpresence ("we," "us," or "our") collects, uses, stores, and protects your personal data when you visit our website, use our services, or interact with us in any way.

By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described here, please do not use our website or provide us with your personal data.

We control the ways your personal data is collected and determine the purposes for which it is used. Where applicable data protection laws apply, including the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Hong Kong Personal Data (Privacy) Ordinance (Cap. 486) ("PDPO"), we act as the data controller.

If you have any questions about this Privacy Policy, please contact us at hello@superpresence.co.

2. What data we collect

We collect different types of personal data depending on how you interact with us.

2.1. Website visitors

When you visit superpresence.co, we may collect:

• Device and browsing data: Your device type, browser type, IP address, pages visited, time spent on pages, and referring URLs. This data is collected automatically through cookies and analytics tools.
• Contact form submissions: If you choose to fill out a contact form, we collect your name, email address, and any message you include. This is entirely voluntary.
• Newsletter signup: If you subscribe to our newsletter, we collect your email address.

2.2. Clients and business contacts

When you engage our services, we may additionally collect:

• Company name and address
• Contact details (email, phone number)
• Billing and payment information
• Project-related correspondence

2.3. Prospective clients

If we reach out to you regarding our services, we may collect:

• Your name and surname
• Email address
• Job title or role
• Company name
• LinkedIn profile (publicly available)

We may obtain this information from publicly available sources such as LinkedIn, company websites, and professional directories. If you do not wish to hear from us, simply let us know and we will not contact you again.

3. How we use your data

We use the personal data we collect for the following purposes:

• To display and operate our website properly, including understanding how visitors use the site through analytics
• To respond to your enquiries submitted through our contact form or other channels
• To send you our newsletter, if you have subscribed (you can unsubscribe at any time)
• To offer our services to individuals and businesses we believe may benefit from them (business-to-business marketing)
• To deliver our services and fulfil our contractual obligations to clients
• To process payments and maintain financial records as required by law
• To protect our rights and interests, including detecting and preventing fraud or misuse of our website

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3.1. Legal basis for processing

Where applicable data protection laws require a legal basis, we rely on the following:

• Your consent — when you submit a contact form, subscribe to our newsletter, or otherwise voluntarily provide your data
• Contractual necessity — when processing is required to deliver the services you have engaged us for
• Legitimate interest — when we reach out to prospective clients, analyse website usage, or protect our business interests. In these cases, we balance our interests against your rights and only proceed where we believe the impact on you is minimal
• Legal obligation — when we are required to retain data for tax, accounting, or regulatory purposes.

4. Cookies and Tracking

Our website uses cookies and similar tracking technologies to understand how visitors use the site and to support our marketing efforts.

4.1. Legal basis for processing

Cookies are small text files stored on your device when you visit a website. They help the site function properly and provide us with information about how the site is used.

4.2. Cookies we use

4.3. Managing cookies

Most browsers allow you to control cookies through their settings. You can choose to block or delete cookies, though this may affect certain website functionality. You can also opt out of specific tracking services:

• Google Analytics: tools.google.com/dlpage/gaoptout
• Meta: Your ad preferences at facebook.com/adpreferences
• LinkedIn: Your ad preferences at linkedin.com/psettings/advertising

5. Disclosure and third-party services

We do not sell your personal data to third parties.

We may share your personal data in the following limited circumstances:

• Service providers: We use third-party tools to operate our website and business, including analytics providers (Google Analytics), advertising platforms (Meta, LinkedIn), and website hosting services. These providers may process your data on our behalf and are bound by their own privacy policies.
• Legal requirements: We may disclose your data if required to do so by law, regulation, or legal process, or to protect our rights, property, or safety.
• Business transfers: If Superpresence is involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

We encourage you to review the privacy policies of the third-party services we use:

• https://policies.google.com/privacy
• https://www.facebook.com/privacy/policy/
• https://www.linkedin.com/legal/privacy-policy

6. Data storage, retention, and security

Storage

Your personal data is stored using standard business tools such as email and cloud-based productivity applications. We take reasonable steps to ensure that any tools we use provide adequate security for your data.

Retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy. As a general guide:

• Website analytics data is retained according to the default settings of the analytics provider (typically 14 months for Google Analytics)
• Contact form submissions and newsletter signups are retained until you request removal or unsubscribe
• Client project data and financial records are retained for 7 years after the end of the engagement, in line with Hong Kong tax and accounting requirements
• Prospective client data is retained for up to 12 months. If we do not establish a business relationship within that period, your data will be deleted

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Security

We take reasonable measures to protect your personal data from unauthorised access, loss, or misuse. However, no method of data storage or transmission is completely secure, and we cannot guarantee absolute security.

7. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Any updates will be posted on this page with a revised "Last updated" date. We encourage you to review this policy periodically.

8. Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us at:

Email: hello@superpresence.co