Privacy Policy — Synthwave

1. Introduction

Synthwave ("we", "us", "our") is committed to protecting the personal data of individuals who interact with our services, website, and communications. This Privacy Policy explains how we collect, use, store, and protect your personal data, and describes your rights under applicable law — including Hong Kong's Personal Data (Privacy) Ordinance (Cap. 486) ("PDPO").

This policy applies to personal data collected through our website at synttihwas.top, our client engagements, and any other channels through which we interact with prospective or current clients.

For privacy-related enquiries, contact us at: [email protected]

2. Data We Collect

Information you provide directly:

Your name and contact details (email address, phone number) when you submit an enquiry or contact form
Company name, role, and other business details you share during engagement scoping discussions
Communications you send us by email, phone, or other channels

Information collected automatically:

Website usage data (pages visited, time on site) through analytics tools
Technical data such as browser type, device type, and IP address
Cookie data as described in our Cookie Policy

Information from client engagements:

Data shared by clients for the purpose of project delivery (handled under separate data processing agreements)
Project-related communications and documentation

3. How We Use Your Data

We use personal data for the following purposes:

Responding to enquiries: To reply to questions or requests you send us via our contact form or directly by email or phone.
Service delivery: To perform work under client agreements, including AI design, data engineering, and proof-of-concept engagements.
Business communications: To send project updates, invoices, and other communications related to our working relationship.
Website improvement: To understand how our website is used and make it more useful.
Legal compliance: To meet our legal and regulatory obligations under Hong Kong law.

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

4. Legal Basis for Processing

We process your personal data on the following grounds:

Your consent: For optional analytics cookies and non-essential communications.
Contractual necessity: To perform services under client agreements.
Legitimate interests: To respond to enquiries, maintain business records, and improve our website — where these interests are not overridden by your privacy rights.
Legal obligation: Where processing is required by applicable law.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

Enquiry data (from contact forms): Up to 24 months if no engagement follows; otherwise retained for the duration of the client relationship plus 7 years for legal and accounting purposes.
Project records: 7 years following project completion, as required by applicable regulations.
Website analytics data: Aggregated data retained for up to 26 months; individual session data as configured per our analytics tools.

6. Third-Party Services

We use the following third-party services that may process personal data:

Google Analytics: Website usage analytics. Data processed in accordance with Google's privacy terms.
Email service providers: For communications management.
Cloud infrastructure providers: For secure data storage and processing where applicable to client projects.

These providers are contractually required to handle data in accordance with applicable privacy laws.

7. Data Security

We take data security seriously and implement appropriate technical and organizational measures, including:

Encrypted transmission of data (HTTPS)
Access controls limiting data access to authorized personnel only
Regular review of data handling practices
Secure deletion of data no longer required

In the event of a data breach that may affect your rights or freedoms, we will notify relevant parties in accordance with PDPO requirements.

8. Cookies

We use cookies on our website. For detailed information on the types of cookies we use and how to manage your preferences, please see our Cookie Policy.

9. Your Rights Under the PDPO

Under Hong Kong's Personal Data (Privacy) Ordinance, you have the right to:

Request access to the personal data we hold about you
Request correction of inaccurate personal data
Request erasure of your personal data where we have no continuing lawful basis for holding it
Withdraw consent previously given for optional processing
Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (PCPD) if you believe your rights have been infringed

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

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites, and this policy does not apply to them. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are intended for organizations and business professionals aged 18 and above. We do not knowingly collect personal data from individuals under 18 years of age. If you believe we have inadvertently received data from a minor, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this document. We encourage you to review this policy periodically. Continued use of our website or services after changes are posted constitutes your acknowledgment of the revised policy.

13. Contact Information

Data controller: Synthwave
Address: 12 Canton Road, Tsim Sha Tsui, Kowloon, Hong Kong
Privacy enquiries: [email protected]
Phone: +852 6273 9481