Privacy Policy

Last Updated: January 2024

1. Overview

This Privacy Policy explains how epiow ("the Platform") collects, uses, stores, and protects your personal data. We strictly comply with the Hong Kong Personal Data (Privacy) Ordinance (Cap. 486).

2. Data Collected

We may collect the following types of data:

Account Information:

  • Name, email address
  • Company/organization name
  • Login credentials (passwords are encrypted)

員工 Data (entered by you):

  • Identity document numbers
  • Contact information (address, phone)
  • Salary and bank details
  • Employment contract details
  • MPF information
  • Leave and attendance records

Usage Data:

  • Login records and IP addresses
  • System usage records
  • Browser and device information

3. Purpose of Data Use

We use the collected data to:

  • Provide human resources management services
  • Process payroll calculations and MPF contributions
  • Generate statutory reports (e.g., IR56 forms)
  • Maintain system security and prevent abuse
  • Improve service quality
  • Comply with legal and regulatory requirements

4. Data Sharing

We do not sell your personal data. We may share data in the following circumstances:

  • With your explicit consent
  • As required by law or government authorities
  • With third-party service providers necessary for service delivery (e.g., cloud hosting)
  • To protect the rights, property, or safety of our company or users

5. Data Security

We implement multiple security measures to protect your data:

  • All data transmission uses TLS encryption
  • Sensitive data (such as passwords) is encrypted
  • Access controls and audit logs are implemented
  • Regular security assessments and updates
  • Staff receive data protection training

6. Data Retention

We retain your data for as long as necessary to provide our services. After account closure, we retain necessary records as required by law (e.g., tax records are typically kept for 7 years), after which they are securely deleted.

7. Your Rights

Under the Hong Kong Personal Data (Privacy) Ordinance, you have the right to:

  • Access your personal data held by us
  • Request correction of inaccurate data
  • Request deletion of your data (within legal limits)
  • Object to certain data processing activities
  • Request export of your data

To exercise these rights, please contact us through the support function in the system.

8. Cookies and Tracking Technologies

This system uses essential cookies to maintain your login status and system functionality. We do not use tracking cookies for advertising purposes.

9. Children's Privacy

This system is not intended for persons under 18 years of age. We do not knowingly collect personal data from children.

10. Cross-Border Data Transfer

Your data may be stored on servers outside Hong Kong. We ensure that any cross-border transfers comply with applicable data protection regulations and have appropriate data processing agreements with service providers.

11. Policy Updates

We may update this Privacy Policy from time to time. Significant changes will be communicated to users via email or system notifications. We recommend reviewing this policy regularly.

12. Contact Us

If you have any questions or complaints about this Privacy Policy, please contact us through the support function in the system. You may also file a complaint with the Office of the Privacy Commissioner for Personal Data, Hong Kong.