1. Introduction
This privacy policy explains how Madame Chill Global Limited handles personal information when you visit our website, use our services, or interact with our team. The policy applies to data collected through madamechill.hair and through the platforms we build and operate for clients. We are committed to protecting your privacy and to processing your information lawfully, fairly, and transparently. The services described across this website are developed and operated by the developer MadameChill on behalf of Madame Chill Global Limited, and this policy reflects the practices of both the developer and the company. Please read this document carefully before using our site or services. If any term is unclear, contact us using the details at the end of this page.
2. Who We Are
Madame Chill Global Limited is a company incorporated and operating in Hong Kong. Our registered business address is Rm C, 4/F, CHINA INSURANCE BLDG, 48 CAMERON RD, Tsim Sha Tsui, Hong Kong (HK). We specialise in computer systems design and computer integrated systems design, and we build cross-border trade platforms for clients around the world. Where this policy refers to we, us, or our, it means Madame Chill Global Limited. Where it refers to you, it means the individual whose personal information we process, whether you are a website visitor, a client contact, a platform user, or a job applicant. Our contact email is hello@madamechill.hair and our telephone number is +15392774693.
3. Scope of This Policy
This policy applies to personal information collected on the madamechill.hair website, through our marketing communications, and in the course of delivering systems design and integration services. It also applies when clients authorise us to process personal data on the platforms we manage on their behalf. When we process data as a service provider to a client, that client remains the controller for the data and is responsible for their own privacy notices. We encourage you to review the privacy notices of the platforms you use directly. This policy does not apply to websites or services operated by third parties, even where a link from our site leads to them.
4. Information We Collect
We collect personal information that you provide directly and information generated when you use our website or services. The categories include contact details such as your name, email address, telephone number, company name, and job title. They include professional information such as your role, your industry, and the details you share in enquiries. They include account details if you register for a client portal, and communication records such as the content of messages you send us. We may also collect information you volunteer during meetings, demonstrations, or support sessions. Where you provide information about another person, for example a colleague or a supplier, you confirm that you have the authority to share that information with us and that they have been informed of this policy.
5. How Information Is Collected
We collect personal information in several ways. First, you give it to us directly when you complete enquiry forms, send emails, call our office, or meet our team. Second, we collect it automatically when you browse our website through technologies such as cookies and server logs, including your IP address, browser type, device information, and the pages you visit. Third, we receive it from business partners, referral sources, and publicly available professional directories where you have chosen to make the information public. Fourth, when we deliver services for clients, we may receive data from the client or from systems you use in connection with our work. We only collect information that is adequate, relevant, and limited to what is necessary for the purposes described in this policy.
6. Purposes of Processing
We process personal information for specific and legitimate purposes. We use contact details to respond to enquiries, provide quotations, manage contracts, and deliver services. We use account and platform data to authenticate users, personalise experiences, and maintain security. We use communication records to provide support and to improve our service quality. We use website analytics to understand how visitors use our site and to improve content and performance. We use professional information to assess potential engagements and to prepare proposals. We may also process information to comply with legal obligations, to enforce our agreements, and to protect our rights. Where we rely on these purposes, we ensure that processing is proportionate and limited to what is genuinely necessary.
7. Legal Bases for Processing
Under applicable privacy laws, we rely on several legal bases for processing personal information. Consent, where you have given it freely and where you may withdraw it at any time. Contract performance, where processing is necessary to deliver a service you have requested or to take steps before entering a contract. Legitimate interests, where we assess that our interest in providing quality services does not override your rights and freedoms. Legal obligation, where we must retain or disclose information to satisfy a law, a regulation, or a court order. Vital interests, in exceptional circumstances where processing is needed to protect someone. Where consent is the basis, we make it easy to withdraw. Where legitimate interests are the basis, we document the balancing test we apply.
10. Cross-Border Data Transfers
As an international business with clients in 31 markets, we may transfer personal information across borders to process it. Hong Kong is the primary jurisdiction where our company is established, and data may be accessed by our teams or our service providers in other locations. Where we transfer data across borders, we apply appropriate safeguards, including standard contractual clauses where required, to ensure the information remains protected to a standard consistent with this policy. We review our transfer mechanisms regularly and adapt them when laws change. If you would like a copy of the safeguards applied to your data, contact us using the details at the end of this policy.
11. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes described in this policy. Enquiry and pre-contract records are kept for the period needed to manage the relationship and for a reasonable time afterwards. Contract and service records are retained for the duration of the engagement and for the period required by applicable law, typically up to seven years after the end of the engagement for financial and legal reasons. Website logs are kept for short periods to maintain security and performance. When retention is no longer justified, we delete or anonymise the information securely. Retention periods are reviewed regularly, and we keep written schedules describing how long each category of data is kept.
12. Purpose Limitation
We only use personal information for the purposes described in this policy or for purposes that are compatible with those described. Before we process your information for a new purpose that is not compatible, we will evaluate the new purpose, inform you where required, and obtain consent where the law demands it. We keep a record of the purposes for which we collect each category of information, and we revisit these records regularly. If a client requests that we process data for a new use case on a platform we operate, we assess the request against the original agreement and against the applicable law before proceeding.
13. Your Privacy Rights
Depending on where you live, you may have rights over your personal information. These include the right to access the data we hold about you, the right to correct inaccurate information, the right to delete data in certain circumstances, the right to restrict or object to processing, the right to data portability, and the right to withdraw consent where consent is the basis for processing. To exercise a right, contact us at hello@madamechill.hair with a clear description of your request. We will respond within the period required by law, normally thirty days. We may ask you to verify your identity before acting on a request, and we will only use verification information for the purpose of confirming who you are.
14. Privacy for Children
Our website and services are intended for professional and business audiences and are not designed for children. We do not knowingly collect personal information from children under the age of sixteen. If you believe a child has provided us with personal information, contact us immediately using the details at the end of this policy, and we will take reasonable steps to delete the information promptly. Because our services are commercial in nature, we do not expect children to use them. Where a client platform we operate may be used by minors, we rely on the client to apply its own appropriate safeguards and parental consent requirements in line with applicable law.
15. Data Security Measures
We apply technical and organisational measures to protect personal information against unauthorised access, loss, alteration, and disclosure. These measures include encrypted transmission where we operate the platform, access controls that restrict data to staff who need it, secure storage, regular backups, monitoring of system activity, and staff training on data handling. We review our security practices periodically and update them as technology and threats evolve. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of a security incident that affects your data, we will act promptly to contain the issue, investigate the cause, and notify affected individuals and regulators where the law requires.
16. Third Party Services and Links
Our website and communications may contain links to third party websites, tools, and services. These may include payment processors, scheduling tools, industry directories, and client platforms. We are not responsible for the privacy practices of third parties, and this policy does not cover how they handle your information. When you follow a link to a third party service, its own privacy policy applies. We recommend that you review the privacy practices of any external service before you provide it with your personal information. Where we integrate a third party tool into a service we deliver, we evaluate its data handling before selection and require that the provider respect applicable privacy law.
17. Automated Decision Making
We do not currently make decisions that produce legal effects based solely on automated processing. Where analytics or scoring tools are used to improve our marketing or to organise support queues, the outputs are used to assist our staff rather than to make final decisions about individuals. If we ever introduce automated decision making that produces significant effects for an individual, we will update this policy and provide a way to request human review of any such decision. We believe that important commercial decisions should always involve human judgement, and we keep this principle at the centre of our platform design work for clients.
18. Marketing Communications
We may send you information about our services, industry insights, and events if you have requested it or if we have a legitimate interest and you have not objected. You can ask to stop receiving marketing messages at any time by replying to any message, by contacting hello@madamechill.hair, or by using the unsubscribe option included in our emails. When you unsubscribe, we will stop sending you marketing but may still contact you about active services, contracts, or legal matters. We do not share your contact details with third parties for their own marketing purposes unless you have agreed.
19. International Users
Madame Chill Global Limited serves clients in 31 markets, and this policy applies to all users regardless of location. Some jurisdictions have specific requirements, and we honour the higher standard where local law applies to you. If you are based in a jurisdiction with a supervisory authority, you may also lodge a complaint with that authority if you believe your privacy rights have not been respected. Before lodging a complaint, we invite you to contact us first so that we can resolve the matter directly. We will treat your privacy request with the same care regardless of which country you are in.
20. Data Breach Response
In the event of a personal data breach, we follow a documented response plan. We assess the nature and scope of the breach, contain the incident, and secure affected systems. We evaluate the risk to affected individuals and decide what steps are needed to protect them. Where the law requires, we notify the relevant supervisory authority without undue delay and notify affected individuals directly. We keep records of all breaches and review them to improve our controls. Our incident response plan is tested regularly, and our team members are trained on their roles. The plan reflects the approach we also recommend to clients when we build and operate their platforms.
21. Policy for Job Applicants
If you apply for a role at Madame Chill Global Limited, we process your application details, including your name, your contact details, your work history, your qualifications, and any information you choose to share in your cover letter or interview. We use this information to evaluate your suitability, to arrange interviews, and to comply with employment law. If you are successful, we will keep your details in your personnel file. If you are unsuccessful, we will keep your details for a limited period in case a suitable role arises, and we will inform you of the period we apply. Applicant information is accessed only by staff involved in the recruitment process.
22. Language of This Policy
This privacy policy is written in English. If it is translated into another language, the English version prevails in the event of any inconsistency. Because our business operates across borders, we are aware that readers in different markets may interpret legal language differently, and we welcome questions from any user in any location. Where local law provides a stronger privacy protection than the terms of this policy, we will apply the stronger protection to users who are entitled to it under that law.
23. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, our services, or the law. When we make significant changes, we will revise the effective date at the top of this page and may notify you by email or through the website. We encourage you to review this policy periodically so that you stay informed about how we protect your information. Continued use of our website or services after a change is posted indicates acceptance of the updated policy. If we intend to use your personal information for a purpose that differs materially from those described in this policy, we will provide you with a fresh notice and obtain consent where the law requires.
24. Contact Information
If you have questions about this policy or about how we handle your personal information, contact us. By email at hello@madamechill.hair. By telephone at +15392774693. By post at Madame Chill Global Limited, Rm C, 4/F, CHINA INSURANCE BLDG, 48 CAMERON RD, Tsim Sha Tsui, Hong Kong (HK). Our team will respond to privacy enquiries within a reasonable time and normally within ten business days. If we cannot resolve your concern to your satisfaction, you may also contact the relevant supervisory authority in your jurisdiction. Thank you for trusting Madame Chill with your information.