Privacy Policy

Introduction

Axionmind Limited ("we," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and in our services. This Privacy Policy explains how we collect, use, and protect your personal data in compliance with the Hong Kong Personal Data Protection Ordinance (PDPO) and other applicable regulations.

This policy applies to all personal data we collect through our website, service implementations, and client communications. We operate transparently about data handling and are happy to answer questions about these practices.

1. Data We Collect

Website Visitors

When you visit our website, we collect information including your IP address, browser type, pages visited, and time spent. This is collected through standard web analytics tools to understand how our site is used.

Contact Form Submissions

When you submit a contact form, we collect your name, email, phone number (optional), and message. This data is used solely to respond to your inquiry and discuss our services with you.

Service Implementation

For clients using our services (Document Processing, Knowledge Graphs, Ethics Review), we collect and process data according to a separate Data Processing Agreement. This includes your documents, training data, and system usage information. All such data is handled under strict confidentiality and security protocols specific to your engagement.

2. How We Use Your Data

We use personal data for the following purposes:

• Responding to your inquiries and providing service information
• Delivering and improving our AI services
• Complying with legal obligations
• Maintaining service security and preventing misuse
• Analysing how our website and services are used
• Communicating about service updates or changes

We do not use your data for marketing purposes without your explicit consent. We do not sell or rent personal data to third parties.

3. Data Sharing

We may share your data with:

• Service providers: We use third-party tools for hosting, analytics, and communications. These vendors are bound by confidentiality agreements.
• Legal requirements: We may disclose data when required by law or to protect the rights and safety of our company, clients, or the public.

We do not share client data (documents, training data) with anyone outside your organisation except as explicitly agreed in writing.

4. Data Retention

We retain your data for as long as necessary to provide services and fulfil our legal obligations. Retention periods are:

• Contact inquiries: 12 months after last communication
• Service data: As agreed in your service contract; typically 12 months after service completion
• Website analytics: 24 months
• Backup data: Retained for operational continuity; typically deleted after 90 days

5. Data Security

We implement appropriate technical and organisational measures to protect your data:

• Encryption in transit (HTTPS) and at rest
• Access controls limiting data to authorised personnel
• Regular security audits and updates
• Secure data deletion protocols
• Incident response procedures for any unauthorised access

6. Your Rights

Under the Hong Kong PDPO and similar regulations, you have the following rights:

• Right of access: You can request access to the personal data we hold about you
• Right of correction: You can request that inaccurate data be corrected
• Right of erasure: You can request deletion of your data under certain circumstances
• Right to object: You can object to certain uses of your data
• Right to withdraw consent: You can withdraw consent for data processing at any time

To exercise these rights, contact us at [email protected] with your request.

7. Cookies

Our website uses cookies for essential functionality and analytics. You can control cookie settings through your browser. See our Cookie Policy for detailed information.

8. Contact Information

For privacy-related questions or to exercise your rights, please contact us:

9. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated to you. Your continued use of our services indicates acceptance of the updated policy.