Privacy Policy

Last Updated: June 22, 2025

1. Our Commitment to Your Privacy
Welcome to Welkin Systems Limited ("Welkin," "we," "us," or "our"). As a provider of premier IT training and systems consultancy services, building and maintaining trust with our clients, partners, and website visitors is paramount. We are headquartered in Hong Kong and are dedicated to protecting the confidentiality and privacy of the personal data you entrust to us.
This Privacy Policy explains our practices regarding the collection, use, holding, processing, and disclosure of your personal data through our corporate website (the "Website"). We are committed to complying with the requirements of the Personal Data (Privacy) Ordinance (Cap. 486) of the Laws of Hong Kong ("PDPO"), as well as adhering to the principles of other major international data protection regulations, including the General Data Protection Regulation (GDPR), for our users in the European Economic Area (EEA).
This policy is designed to be transparent and comprehensive. We encourage you to read it carefully to understand what data we collect, why we collect it, and what your rights are.

2. What Personal Data We Collect and How
We collect information to provide and improve our services. The types of personal data we collect depend on how you interact with our Website.
a) Information You Provide Directly:
When you use our Website, you may voluntarily provide us with personal data. This includes:
Contact and Professional Information: When you fill out a contact form, request information about our courses or consultancy services, or subscribe to our newsletter, we collect details such as your full name, email address, telephone number, job title, and company name.
Registration Data: If you register for a training course or event through our Website, we will collect the necessary information to enroll you, which may include billing and payment information, though sensitive payment details are typically processed by a secure third-party payment gateway.
Communications: When you contact us with an inquiry or provide feedback, we will collect the information contained in your correspondence, including any personal data you choose to share.
b) Information We Collect Automatically:
As you navigate our Website, we may use automatic data collection technologies to gather certain information about your device and Browse activities. This includes:
Technical Data: Your Internet Protocol (IP) address, browser type and version, operating system, and device type.
Usage Data: Information about how you use our Website, such as the pages you visit, the time and date of your visit, the duration of your stay on each page, and the links you click. This information is collected through cookies and similar technologies (e.g., web beacons). Please see our "Cookie Policy" section below for more details. This data is often aggregated and anonymized and helps us understand user behavior to improve our Website.
c) Information from Third Parties:
We generally collect personal data directly from you. However, we may occasionally receive information about you from other sources, such as public databases, social media platforms (if you interact with our official pages), and third-party event organizers where we are a partner.

3. Legal Basis and Purpose of Using Your Personal Data
We are committed to collecting and using your personal data lawfully and fairly. Under the PDPO and GDPR, we use your data for the following purposes and on the following legal bases:
To Fulfill a Contract: To provide you with the services you have requested, such as registering you for a training course and managing our service relationship.
For Our Legitimate Interests: We use your data to operate and improve our business and Website. This includes:
Responding to your inquiries and providing customer support.
Analyzing website usage to enhance user experience and optimize our content.
Sending you information about our services, industry insights, and upcoming events that we believe may be of interest to you (you can opt-out of these communications at any time).
Protecting the security and integrity of our Website and IT systems.
With Your Consent: For certain activities, such as direct marketing communications via email, we will rely on your explicit consent. Where we rely on consent, you have the right to withdraw it at any time.
To Comply with a Legal Obligation: We may be required to process your data to comply with applicable laws, regulations, or legal proceedings.

4. Data Sharing and Disclosure
Welkin Systems Limited does not sell, rent, or trade your personal data. We may, however, share your data with the following categories of trusted third parties for the purposes outlined above:
Service Providers: We engage third-party companies to perform functions on our behalf, such as website hosting, data analysis, payment processing, and email delivery. These providers are contractually obligated to protect your data and are restricted from using it for any other purpose.
Business Partners: We may share information with trusted partners, such as certified training organizations, when it is necessary to deliver a service you have requested.
Legal and Regulatory Authorities: We may disclose your personal data if required by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect our rights or property, or prevent fraud.
In Connection with a Business Transfer: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred to the acquiring entity.

5. International Data Transfers
As a company with a global reach, your personal data may be transferred to, and processed in, countries outside of your country of residence, including our headquarters in Hong Kong. These countries may have data protection laws that are different from the laws of your country. We will take all practicable steps to ensure that your data is treated securely and in accordance with this Privacy Policy and applicable laws, including implementing standard contractual clauses for transfers of data from the EEA.

6. Our Cookie Policy
Our Website uses cookies, which are small text files placed on your device, to enhance your user experience. We use:
Strictly Necessary Cookies: Essential for the Website to function correctly.
Performance Cookies: To analyze website traffic and performance (e.g., Google Analytics).
Functional Cookies: To remember your preferences and provide enhanced features.
Upon your first visit to our Website, you will be presented with a banner allowing you to accept or manage your cookie preferences. You can change these settings at any time.

7. Data Security and Retention
We have implemented appropriate technical and organizational security measures to protect your personal data from accidental loss and unauthorized access, use, alteration, or disclosure.
We will retain your personal data only for as long as is necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

8. Your Data Privacy Rights
Under the PDPO, GDPR, and other applicable laws, you have rights over your personal data. These may include:
Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request that we correct any inaccurate or incomplete data.
Right to Erasure (Right to be Forgotten): You can request that we delete your personal data under certain conditions.
Right to Restrict Processing: You can request that we limit the processing of your data.
Right to Data Portability: You can request to receive your data in a structured, commonly used format.
Right to Object: You can object to our processing of your data for direct marketing or on grounds relating to your particular situation.
Right to Withdraw Consent: Where we rely on your consent, you can withdraw it at any time.
To exercise any of these rights, please contact our Data Protection Officer using the details provided below.

9. Children's Privacy
Our services and Website are not directed at individuals under the age of 16. We do not knowingly collect personal data from children.

10. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The "Last Updated" date at the top of this policy will indicate the latest revision.

11. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data-handling practices, please contact our Data Protection Officer:
Data Protection Officer
Welkin Systems Limited
Unit 6, 8/F., C-Bons International Center, 108 Wai Yip Street, Kwun Tong, Hong KongEmail: contact@welkin.com.hk
Phone: +852 36053388