Privacy Policy
Effective Date: 22 - August - 2025
This Privacy Policy explains how V. I. Corporate Services Limited (“we,” “us,” or “our”), a licensed Trust or Company Service Provider (TCSP) in Hong Kong, collects, uses, stores, and protects your personal data when you use our website www.vics.com.hk and related services. We are committed to protecting the privacy and security of personal data in compliance with the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”) and applicable regulatory requirements.
1. Data We Collect
We may collect and process the following categories of personal data:
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Personal Identification Data: Name, date of birth, nationality, passport/ID details.
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Contact Information: Email, phone number, mailing address.
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Business Information: Company details, directorships, shareholdings, beneficial ownership.
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Compliance Information: Documents required for Know-Your-Client (KYC) and Anti-Money Laundering/Counter-Terrorist Financing (AML/CTF) due diligence, including proof of identity, proof of address, and source of funds/wealth information.
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Website Usage Data: IP address, browser type, device information, cookies, and log data.
2. Purpose of Collection
We collect and use personal data for the following purposes:
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To provide company formation, trust, and related TCSP services.
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To conduct due diligence, verification, and compliance checks as required by law, including AML/CTF obligations.
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To process applications, instructions, and transactions.
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To manage client relationships and communicate with you.
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To comply with applicable laws, regulations, and regulatory requirements imposed by the Companies Registry and other authorities.
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To maintain website functionality, improve user experience, and ensure security.
3. Legal Basis for Processing
We process personal data based on one or more of the following legal grounds:
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Compliance with Hong Kong laws and regulatory obligations.
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Performance of a contract or services requested by you.
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Protection of legitimate business interests, such as fraud prevention and IT security.
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Your consent, where applicable.
4. Data Sharing and Disclosure
We do not sell or trade personal data. However, we may share data with:
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Regulatory and Government Authorities: Including the Companies Registry, law enforcement, and other regulators as required by law.
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Professional Advisers and Service Providers: Such as banks, auditors, legal advisers, IT support, and compliance consultants, who are bound by confidentiality obligations.
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Group Companies or Affiliates: Where necessary for the provision of services.
Any transfer of personal data outside Hong Kong will be conducted in accordance with the PDPO and only where adequate safeguards are in place.
5. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, and in compliance with legal, regulatory, and contractual requirements. Generally:
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AML/CTF records are kept for at least 6 years after the end of the business relationship.
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Other records are retained for as long as is necessary for operational or legal purposes.
6. Data Security
We implement appropriate technical and organizational measures to safeguard personal data against unauthorized access, disclosure, alteration, or destruction. These include:
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Secure servers and encryption of sensitive data.
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Restricted access on a need-to-know basis.
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Regular review of data handling procedures.
7. Your Rights
Under the PDPO, you have the right to:
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Request access to personal data we hold about you.
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Request correction of inaccurate personal data.
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Withdraw consent (where applicable).
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Enquire about our policies and practices regarding data handling.
Requests should be made in writing to our Data Protection Officer (see Section 9 below). Please note that certain legal and regulatory obligations may limit these rights.
8. Cookies and Website Tracking
Our website may use cookies and similar technologies to improve functionality, analyse usage, and enhance user experience. You may disable cookies in your browser settings, but this may affect website performance.
9. Contact Us
If you have any questions or requests regarding this Privacy Policy or the handling of your personal data, please contact:
Data Protection Officer
V. I. Corporate Services Limited
Unit 803, 8/F, Greenfield Tower, Concordia Plaza, 1 Science Museum Road, Tsim Sha Tsui, Kowloon, Hong Kong.
Email: HKCompanies@vics.com.hk
Phone: +852 3104 1915
10. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our practices. Updates will be posted on this page with the “Effective Date” revised accordingly.