Privacy Policy

1. Information We May Collect

Depending on the service you use, we may collect:

• Name
• Company or organisation name
• Job title
• Email address
• Telephone number
• Company address or delivery information
• Products you are interested in
• Estimated quantities and product specifications
• Quotation or sample requirements
• Designs, images, documents or other files provided by you
• Emails, enquiries and other business correspondence with us
• Information relating to quotations, samples, orders or after-sales enquiries
• Technical and website usage information, such as browser type, device type, website usage and referral information where relevant analytics tools are used

We aim to collect only information reasonably relevant to our business purposes.

2. How We Use Information

Information may be used to:

• Respond to product and service enquiries
• Prepare and follow up quotations
• Process paid sample requests
• Understand product specifications and customer requirements
• Communicate with customers and provide services
• Process orders, production, delivery and related administration
• Maintain business, transaction and communication records
• Handle complaints, enquiries, transaction disputes or after-sales matters
• Prevent fraud, misuse or unauthorised activity
• Improve our website, products and customer service
• Meet applicable legal, regulatory, accounting or legitimate business requirements

Where personal data is intended to be used for direct marketing, we will handle such use in accordance with applicable requirements and provide an appropriate means to opt out.

3. Quotations, Samples and Transaction Information

Information submitted through the website for a quotation, sample or product request is treated as an enquiry or request only.

A website submission does not itself constitute:

• A formal quotation
• An order confirmation
• A production commitment
• A delivery-date commitment
• A credit arrangement
• A contract

Formal pricing, payment terms, production lead times and order arrangements remain subject to separate confirmation by Ho Wai.

We may retain records relating to quotations, samples, orders and related correspondence where reasonably required for transaction processing, customer service, internal verification, accounting purposes and the handling of possible enquiries or disputes.

4. Customer Files and Business Information

Where you provide designs, logos, images, product information, brand materials or other files, we will use such materials only to the extent reasonably required to process the relevant enquiry, quotation, sample request, order, production or related service.

Customers are responsible for ensuring that they have the right to provide such files and content to Ho Wai.

Unless otherwise authorised by the customer or required by law, receipt of such materials does not transfer ownership of the relevant artwork, brand or intellectual property to Ho Wai.

5. Disclosure and Service Providers

We do not sell customers’ personal data.

Where reasonably necessary, limited information may be provided to third parties assisting us in providing services, which may include:

• Website or cloud service providers
• Email service providers
• IT and technical service providers
• Logistics, courier or transportation providers
• Parties directly involved in fulfilling an order, production or service
• Professional advisers
• Recipients required by law or regulatory authorities

Information should only be disclosed to the extent reasonably necessary for the relevant purpose.

6. Data Security

We take reasonable and appropriate administrative and technical measures to protect information held by us against unauthorised access, loss, misuse, alteration or disclosure.

However, no internet, email or electronic transmission method can be guaranteed to be completely secure. Users should therefore exercise appropriate care before transmitting highly sensitive or confidential information online.

7. Data Retention

We retain information only for as long as reasonably necessary to fulfil the purpose for which it was collected, process transactions, meet legal or accounting requirements, and address reasonably foreseeable enquiries or disputes.

When information is no longer required, it may be deleted, destroyed or anonymised in accordance with appropriate procedures.

8. Cookies and Website Analytics

This website may use essential cookies or website analytics tools to maintain website functionality, understand website usage and improve the user experience.

Where third-party analytics services are used, certain technical information may be processed by those providers in accordance with their respective terms and privacy practices.

9. Third-Party Websites

Our website may contain links to third-party websites or services.

This Privacy Policy does not apply to third-party websites. Users should review the relevant third party’s privacy policy separately.

10. Access, Correction and Privacy Enquiries

If you wish to:

• Request access to personal data held by us
• Request correction of personal data
• Update your contact information
• Make an enquiry regarding the use of your information
• Request that direct marketing communications stop

please contact us using the contact information shown on our website’s Contact Us page.

We may take reasonable steps to verify the identity of a person making a request in order to protect the security of the information concerned.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in website functionality, business processes or applicable requirements.

The latest version will be published on this website together with its last updated date.