Legal

Privacy Policy

Last Updated: 10 February 2025 | Effective: 10 February 2025

Sampan Cove ("we", "us", "our"), located at 61 Ap Lei Chau Main Street, Aberdeen, Hong Kong, takes the privacy of individuals seriously. This policy explains how we collect, use, store, and protect personal data in connection with our residential care services and website. It is written in plain language because we believe people should be able to understand how their information is handled.

This policy applies to enquirers, families, residents, walk programme participants, and website visitors. If you have questions, please contact us at [email protected].

1. Data We Collect

Depending on how you interact with us, we may collect the following personal data:

Contact information: name, email address, phone number
Enquiry content: details shared through our contact form or by telephone
Resident information: health background (non-medical), dietary needs, and preferences shared by residents or families during the intake process
Website data: pages visited, time on site, device type — collected via analytics cookies (where consent is given)

We do not collect sensitive health or medical data through our website. Any care-relevant personal information collected from residents is gathered directly in person, with appropriate consent.

2. How We Collect Data

Through our website contact form
Via telephone or in-person enquiries
During resident intake discussions with families
Through website cookies (where consent is given — see Section 5)

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and arrange visits
To manage resident stays and care arrangements
To communicate with families about a resident's wellbeing
To improve our services and website based on usage patterns
To comply with legal and regulatory obligations

We do not use personal data for automated decision-making or profiling. We do not sell or share personal data with third parties for marketing purposes.

4. Legal Basis for Processing

We process personal data on the following grounds under the Personal Data (Privacy) Ordinance (Cap. 486, Hong Kong):

Consent: For contact form submissions and marketing communications, where you have clearly agreed
Contractual necessity: To fulfil a residential or programme arrangement
Legitimate interests: To manage enquiries and improve our service
Legal compliance: Where retention or disclosure is required by applicable law

5. Cookies

Our website uses cookies to support basic functionality and, where consent is provided, to understand how visitors use the site. Essential cookies are necessary for the site to operate and cannot be disabled. Optional analytics and preference cookies are used only with your consent. For full details, please see our Cookie Policy.

6. Data Retention

We retain personal data only for as long as necessary:

Enquiry data: Up to 12 months from the date of enquiry, unless a residential arrangement follows
Resident data: For the duration of the stay and up to 7 years thereafter, in accordance with Hong Kong regulatory requirements
Website analytics data: Aggregated and anonymised after 13 months

When data is no longer required, it is securely deleted or anonymised.

7. Data Security

We take reasonable steps to protect personal data from unauthorised access, loss, or disclosure. These include:

Restricting access to personal data to staff who need it to perform their role
Storing digital records on password-protected systems
Using secure communication channels for sensitive correspondence
Training staff in data privacy responsibilities

In the event of a data breach that may affect your rights, we will notify you and the Office of the Privacy Commissioner for Personal Data (PCPD) as required by law.

8. Third-Party Services

We use a small number of third-party services that may process data on our behalf, including:

Google Analytics: Website usage analytics (where consent is given)
Google Maps: For location display on our website (subject to Google's own privacy policy)

We do not pass personal data to third-party advertising networks. Where third parties process data on our behalf, they do so under data processing agreements.

9. Your Rights

Under the Personal Data (Privacy) Ordinance (Cap. 486), you have the right to:

Request access to personal data we hold about you
Request correction of inaccurate personal data
Object to or restrict the processing of your data in certain circumstances
Withdraw consent (where processing is based on consent)
Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (PCPD) at www.pcpd.org.hk

To exercise any of these rights, please contact us at [email protected]. We will respond within 40 days, in accordance with our legal obligations.

10. External Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and recommend that you review their policies separately.

11. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently done so, please contact us promptly.

12. Changes to This Policy

We may update this policy from time to time. When we do, the revised version will be published on this page with an updated "Last Updated" date. Significant changes will be communicated to existing enquirers and residents where appropriate.

13. Contact

For privacy-related questions, requests, or concerns, please contact:

Sampan Cove

61 Ap Lei Chau Main Street, Aberdeen, Hong Kong

Email: [email protected]

Phone: +852 2684 5137