Privacy Policy

1. Who We Are

Hong Kong Flexiv Robotics Technology Limited is a company engaged in computer systems design and related services, with a focus on adaptive robotics integration, industrial automation and computer integrated systems design. The developer and operator of this website is Flexiv Robotics, and the legal entity responsible for the personal data described in this policy is Hong Kong Flexiv Robotics Technology Limited.

Our registered place of business is Room 1903, 19/F Lee Garden One, 33 Hysan Avenue, Causeway Bay, Hong Kong (HK). We can be reached by email at support@flexivrobotics.buzz and by telephone at +15159122657. For the purposes of applicable data protection law, Hong Kong Flexiv Robotics Technology Limited is the data user, or controller, in respect of the personal data that it processes for its own business purposes.

This policy is written in plain language so that clients, website visitors, suppliers and applicants can understand what happens to their information without needing legal training. Where this policy refers to the Company, it means Hong Kong Flexiv Robotics Technology Limited. Where it refers to you, it means the individual whose personal data is being described.

2. Scope Of This Policy

This policy covers personal data that the Company collects through this website, through direct business communications, through engineering and integration projects, through supplier relationships and through recruitment activity. It applies to information held in electronic form and in structured paper records that form part of a filing system.

This policy does not cover the practices of third parties whose websites or services may be linked from our pages. When you follow a link to an external site, the privacy policy of that site governs what happens to your information, and we encourage you to read it before providing personal data.

Where a client engagement requires the processing of personal data belonging to the client, its employees or its own customers, the terms of the relevant services agreement and any data processing arrangement take priority over this policy for that specific processing. This policy continues to apply to all other personal data that the Company handles.

3. Personal Data We Collect

The categories of personal data that we may collect include identity information such as name, job title and employer, contact information such as email address, telephone number and postal address, and business information such as the nature of an enquiry or a project requirement.

When you submit an enquiry through our contact page, we receive the name, email address, subject selection and message content that you choose to provide. When you write to us by email, we receive your email address and any information contained in the message and its attachments. When you telephone us, we may record your name, number and the substance of the call in our customer records.

During an engineering engagement we may process technical records that incidentally contain personal data, such as site visit notes, commissioning checklists, training attendance records and correspondence between project teams. We collect only the personal data that is necessary for the purpose at hand, and we avoid gathering information that has no bearing on the work being performed.

We do not intentionally collect special categories of personal data, such as information about health, religious belief or trade union membership, as part of our ordinary business. If a project genuinely requires such information, we will ask for it explicitly, explain why it is needed and handle it under additional safeguards.

4. How We Collect Personal Data

We collect personal data directly from you when you complete a contact form, send us an email, call our office, attend a meeting, participate in a training session or take part in a recruitment process. Direct collection gives you the greatest control, because you decide what to share and can ask questions before doing so.

We also collect personal data indirectly in limited circumstances. A colleague may introduce you as a project contact, a supplier may provide a technical contact for a component, or a public professional profile may identify the appropriate person to approach within an organisation. In each case we limit the information recorded to what is required to conduct the relevant business relationship.

Our web server automatically records certain technical information when a page is requested, as described in the website data section below. This technical information is used for security, capacity planning and fault diagnosis rather than for profiling individuals.

5. Lawful Bases For Processing

Where applicable law requires a lawful basis for processing, the Company relies on one or more of the following. The first is performance of a contract, which covers processing needed to prepare a quotation, deliver an engineering service, supply equipment or administer a client relationship. The second is legitimate interests, which covers processing needed to run and improve our business, provided those interests are not overridden by your rights.

The third basis is consent, which we rely on for optional activities such as receiving a newsletter or allowing non essential cookies where consent is required. Where we rely on consent you may withdraw it at any time, and withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

The fourth basis is legal obligation, which covers processing needed to comply with tax, accounting, safety, import and export or other regulatory requirements. The fifth basis is vital interests, which would apply only in an emergency where processing is necessary to protect life or safety. We assess the basis for each processing activity and record our reasoning.

6. Purposes Of Processing

We process personal data to respond to enquiries, prepare proposals, schedule surveys, deliver integration projects, commission work cells, provide technical support and maintain the commercial relationship with our clients and suppliers. We also process personal data to raise and settle invoices, manage accounts, keep statutory records and fulfil warranty obligations.

Further purposes include protecting the security of our facilities and information systems, preventing fraud, ensuring site safety during visits, investigating incidents and handling complaints. We may process personal data to improve our services by analysing how enquiries arise and which parts of our website are useful, using aggregated information wherever possible.

We do not sell personal data, and we do not use personal data for purposes that are incompatible with the purpose for which it was collected unless a lawful basis exists and, where required, new notice is given to you.

7. Website Data And Server Records

When you visit this website, the server that delivers the pages may record the internet protocol address from which the request arrived, the date and time of the request, the page or file requested, the referring page where one is supplied, and the browser and operating system description sent by your device.

These records are used to keep the website available and secure, to diagnose faults, to understand which pages are visited in aggregate and to defend against malicious traffic. They are not used to build a personal profile of a visitor, and they are not combined with enquiry records to identify individuals.

We keep server records for a limited period that is proportionate to their security and diagnostic purpose, after which they are deleted or anonymised. Where a record is needed for the investigation of a security incident, it may be retained for longer and disclosed to law enforcement or a professional adviser if that is appropriate.

8. Cookies And Similar Technologies

A cookie is a small file that a website may place on your device to remember something about your visit. This website is designed to work without advertising or profiling cookies. Any cookie used for the essential operation of the site, such as remembering a preference you have set, is limited to that function and carries no marketing purpose.

Where a non essential cookie is proposed in future, we will request consent before it is set, explain what it does and provide a straightforward way to decline. You can also control cookies through your browser settings, including blocking them entirely or deleting those already stored. Blocking essential cookies may affect how parts of the site behave.

We do not permit third party advertising networks to track visitors across this website or across other websites for the purpose of building advertising profiles.

9. Engineering And Project Data

During an automation project we create and receive large volumes of technical material, including drawings, programs, photographs, video surveys and commissioning notes. Some of this material may contain personal data, such as an operator visible in a video of a manual process or a name recorded in a training log.

We handle project material under the confidentiality terms of the relevant services agreement. Access is limited to the engineers and supporting staff who need it, and material is stored in access controlled systems. Where a client asks us to remove personal data from a dataset before analysis, we do so and record that the removal has taken place.

Video and photographic material captured during a survey is used for engineering purposes only, such as motion study and layout planning. We do not publish such material or use it in marketing unless the client gives explicit written permission, and any permission granted can be withdrawn for future use.

10. How We Share Personal Data

We share personal data only where it is necessary for the purposes described in this policy. Recipients may include suppliers and subcontractors who contribute to a project, such as machining partners, electrical panel builders and calibration specialists, each bound by confidentiality obligations and engaged only for the scope required.

We may share personal data with professional advisers such as accountants, auditors and lawyers, with insurers, and with banks and payment providers for the administration of transactions. We may disclose information to a regulator, court or law enforcement body where the law requires it or where disclosure is necessary to establish, exercise or defend a legal claim.

If the Company is reorganised, merged or sold in whole or in part, personal data may be transferred as part of the business assets, subject to the recipient honouring this policy or providing equivalent protection. We do not sell personal data to data brokers or advertising platforms.

11. International Transfers

Hong Kong Flexiv Robotics Technology Limited operates from Hong Kong and may work with clients, suppliers and service providers in other jurisdictions. As a result, personal data may be transferred to or accessed from a country other than the one in which it was collected.

Where we transfer personal data internationally, we take steps to ensure that an adequate level of protection travels with it. Those steps may include contractual commitments requiring the recipient to protect the data, limiting transfers to what is necessary for the stated purpose, and selecting providers that maintain recognised security certifications.

You may contact us for further information about the safeguards that apply to a specific transfer, and we will provide a summary of the mechanism used unless we are prevented from doing so by law or by a confidentiality obligation owed to another party.

12. Data Retention

We retain personal data only for as long as it is needed for the purpose for which it was collected, or for a longer period where the law requires it. Enquiry records that do not lead to an engagement are ordinarily kept for a reasonable period to allow follow up, and are then deleted or reduced to a simple aggregate record.

Client project records, including correspondence and technical documentation, are retained for the life of the relationship and for a further period afterwards, so that warranty, safety and audit obligations can be met. Financial records are kept for the period required by tax and company law.

Recruitment records are retained for a defined period after a decision is made and are then deleted, unless the applicant asks us to keep them for future opportunities. When a retention period ends, we delete the data or render it permanently unreadable in a manner appropriate to the medium.

13. How We Protect Personal Data

We apply technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration and disclosure. These measures include access control based on role, encryption of data in transit, protected backups, malware protection, network segmentation and logging of administrative activity.

Organisational measures include written information security procedures, confidentiality terms in employment and supplier contracts, security awareness guidance for staff, and a rule that personal data is accessed only by people who need it for a legitimate task. Physical measures protect our premises and any equipment that stores personal data, including locked cabinets and controlled entry.

No method of storage or transmission is completely secure. We therefore focus on reducing risk, detecting incidents quickly and responding in a disciplined way, rather than assuming that any single control is sufficient. We review our measures periodically and after any significant incident.

14. Your Privacy Rights

Subject to applicable law, you may have the right to be informed about how your personal data is used, to request access to the personal data we hold about you, to request correction of information that is inaccurate, and to request deletion of information that is no longer needed for a lawful purpose.

You may also have the right to restrict or object to certain processing, to withdraw consent where consent is the basis for processing, and to request a portable copy of data that you provided to us in a structured machine readable format. Where processing is based on legitimate interests, you may object on grounds relating to your particular situation.

To exercise a right, write to support@flexivrobotics.buzz or call +15159122657. We may ask for proof of identity to protect your data, and we will respond within the period required by applicable law. If you are not satisfied with our response, you may complain to the relevant supervisory authority in your jurisdiction.

15. Privacy For Children

Our website and services are intended for businesses, professionals and adult visitors. We do not knowingly collect personal data from children, and we do not direct marketing or service offerings at them. If you believe that a child has provided personal data to us, please contact us so that we can investigate and delete the information promptly.

Where a project involves a site or a facility that may be visited by young people, we follow the host organisation rules on access, photography and supervision, and we ensure that any engineering recording respects those rules. Protecting the privacy of minors is treated as a matter of care rather than compliance alone.

16. Marketing Communications

We may send occasional business communications about our services, technical developments or events to contacts with whom we have an existing relationship. These messages are relevant to the professional context in which we met and can be stopped at any time by replying to the message or writing to support@flexivrobotics.buzz.

Where consent is required for a particular form of marketing, we will ask for it separately and will not treat a service enquiry or a completed project as automatic permission. Withdrawal of consent is recorded and honoured, and we keep a minimal suppression record so that we do not contact you again in error.

17. Third Party Services And Links

This website may link to external resources, such as standards bodies, trade publications or component manufacturers, because they are useful to our visitors. We do not control those sites and are not responsible for their content or their privacy practices. Following a link takes you outside the scope of this policy.

Where we embed a third party service in a page, we choose providers that offer appropriate protections and we limit the data that such a service can observe. If a third party service would collect personal data for its own purposes, we will say so in the relevant part of the site before the service is activated.

18. Automated Decision Making

We do not use personal data to make automated decisions that produce legal effects or similarly significant effects without human involvement. Engineering decisions in our projects are made by qualified people, and any software tool that assists a decision is subject to human review.

If a future service introduces automated processing that affects individuals, we will describe the logic involved, explain the significance and consequences, and provide a way to request human intervention or to contest the outcome.

19. Data Breach Response

We maintain procedures to detect, investigate and respond to personal data breaches. When an incident is confirmed, we assess its scope, contain it, recover affected systems and record what happened, including the data involved, the likely consequences and the remedial action taken.

Where applicable law requires notification, we inform the relevant supervisory authority without undue delay and, where the breach is likely to result in a high risk to individuals, we notify affected people as well. Our aim is to be accurate, timely and clear, and to prevent recurrence rather than merely closing the incident.

20. Changes To This Policy

We review this policy periodically and update it when our practices, our services or the law change. The current version is always available on this page, and the date of the most recent revision is recorded in the footer. If a change is material, we will provide a prominent notice on the website or, where appropriate, contact affected individuals directly.

Continuing to use our website or services after an update indicates that you accept the revised policy. If you do not agree with a change, you may contact us to discuss your options, and you retain all rights available to you under applicable law.

21. How To Contact Us

Questions, requests and complaints about privacy should be directed to the team at support@flexivrobotics.buzz or by telephone on +15159122657. Written correspondence may be addressed to our office.

If you are a client with a project specific privacy requirement, mention it in your message and we will arrange a conversation with the engineer responsible for your engagement. For anything else about our services, the services page and the contact page provide further detail.