Privacy Policy

Introduction

cedahold is committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong and professional conduct requirements applicable to legal practitioners.

For questions about this Privacy Policy or our data handling practices, please contact us at [email protected].

Information We Collect

Personal Information

When you engage our services or inquire about them, we collect information necessary to provide legal assistance and maintain our professional relationship. This includes:

• Name, contact details (email address, phone number, postal address)
• Identification information as required for legal compliance
• Family and beneficiary information relevant to estate planning
• Asset and financial information necessary for documentation preparation
• Any other information you provide in consultations or correspondence

Automatically Collected Information

Our website collects certain information automatically through cookies and similar technologies:

• Device and browser information
• IP address and approximate location
• Pages visited and time spent on our website
• Referring website information

For detailed information about our cookie usage, please see our Cookie Policy.

How We Use Your Information

We use personal information collected for the following purposes:

Legal Service Provision

• Preparing wills, trusts, and other estate planning documents
• Providing legal advice and guidance
• Conducting necessary research for your matter
• Communicating with you about your legal affairs

Professional Obligations

• Complying with anti-money laundering regulations
• Meeting professional conduct requirements
• Maintaining proper client files and records
• Responding to regulatory inquiries if required

Administrative Purposes

• Scheduling appointments and managing communications
• Processing payments and maintaining financial records
• Improving our services based on feedback
• Sending service updates relevant to your matter

Legal Basis for Processing

We process your personal data on the following legal bases:

• Contractual Necessity: Processing necessary to provide legal services you have requested
• Legal Obligation: Compliance with Hong Kong laws and professional regulations
• Legitimate Interests: Administration of our practice and service improvement
• Consent: Marketing communications where you have opted in

Data Sharing and Disclosure

We maintain strict confidentiality as required by professional conduct rules. We share personal information only in limited circumstances:

Service Providers

We engage carefully selected service providers for specific functions, including secure document storage, IT services, and practice management systems. These providers are contractually bound to maintain confidentiality and use data only as instructed.

Legal Requirements

We disclose information when required by Hong Kong law, court orders, or regulatory authorities. This includes compliance with anti-money laundering obligations and cooperation with law enforcement where legally mandated.

With Your Consent

We share information with third parties you authorize, such as other legal advisors, financial institutions, or family members involved in your matter.

Data Security

We implement appropriate technical and organizational measures to protect personal information:

• Encrypted storage systems for electronic files
• Secure physical storage with controlled access for paper documents
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Access controls limiting data access to authorized personnel

While we employ robust security measures, no system is entirely immune to security risks. We regularly review and update our security practices to address evolving threats.

Data Retention

We retain personal information for periods determined by professional requirements and legal obligations:

• Client Files: Retained for at least 6 years from completion of a matter, as required by professional conduct rules
• Will Originals: Retained indefinitely or until superseded by a new will
• Financial Records: Retained for 7 years as required by tax regulations
• Website Analytics: Retained for 26 months unless deleted earlier

Your Rights

Under the Personal Data (Privacy) Ordinance, you have several rights regarding your personal information:

Right to Access

You may request access to personal data we hold about you. We will provide this information within 40 days of receiving your request, subject to any applicable exemptions.

Right to Correction

If you believe personal data we hold is inaccurate, you may request correction. We will verify the accuracy and make appropriate amendments.

Right to Object

You may object to processing of your personal data for direct marketing purposes. We will cease such processing upon receiving your objection.

Exercising Your Rights

To exercise these rights, please contact us at [email protected] with your request. We may require verification of your identity before processing requests.

International Data Transfers

Our practice operates primarily within Hong Kong. If your matter requires coordination with advisors in other jurisdictions, we ensure appropriate safeguards are in place for any international data transfers. We will inform you of such transfers when relevant to your matter.

Children's Privacy

Our services are directed to adults aged 18 and over. We do not knowingly collect personal information from minors except as necessary for estate planning purposes (such as when minors are beneficiaries or when guardianship provisions are being established).

Changes to This Privacy Policy

We review this Privacy Policy periodically to ensure it reflects current practices and legal requirements. Material changes will be communicated through our website or direct notification to active clients. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact:

Complaints

If you have concerns about how we handle your personal data that remain unresolved after contacting us, you have the right to lodge a complaint with the Office of the Privacy Commissioner for Personal Data in Hong Kong. Contact details are available at www.pcpd.org.hk.