1. Scope Of This Policy
This policy applies to personal information handled through this website and through the ordinary business activities of YL E&M Engineering Co., Limited. Those activities include responding to enquiries, preparing quotations, attending site surveys, administering maintenance contracts, processing invoices and assessing job applications. The policy covers data collected online, by email and by telephone, as well as data recorded during site attendance.
The policy does not apply to information held by third parties that operate independently of our company, even where their products or services are mentioned on this website. For example, an external email provider used to send or receive messages operates under its own privacy terms, and a payment or banking service holds records under its own rules. We encourage you to review the privacy statements of any service you engage directly.
Where a client provides personal information about another person, such as an employee or a building occupant, the client is responsible for ensuring that the individual has been told about this policy and that a lawful basis exists for sharing the information with us.
2. Who Controls The Data
YL E&M Engineering Co., Limited is the organisation that decides how and why personal information is used for the purposes described here. Our registered and operating address is Rm 2414 24/F TWR 1 TAK FUNG INDL CTR, 168 TEXACO RD, Tsuen Wan, Hong Kong (HK). The company operates as a mechanical and electrical engineering contractor serving commercial, industrial and mixed use buildings throughout Hong Kong.
The developer name associated with this website is YL Engineering, which is the short working name under which the company presents its digital presence. Correspondence about privacy matters should be addressed to the company using the contact details set out in the final section of this policy.
Our engineers and administrative staff handle personal information only as required by their role. Access is limited to the people who need the information to answer an enquiry, deliver a project, maintain a building or meet a legal obligation.
3. Information We Collect
The categories of personal information we may collect include identity details such as name and job title, contact details such as postal address, email address and telephone number, and business details such as company name, registration information and billing address. When you send an enquiry through this website we receive whatever you choose to include in the name, email, subject and message fields.
For project and maintenance work we may also hold site information, which can include building address, floor plans, plant asset records, access arrangements, safety records and correspondence with a facilities team. This information is necessary to plan and deliver engineering services safely.
When you visit this website, our hosting environment may automatically record technical information such as the requested page, the time of the request, the referring page, the browser type and a truncated network address. This technical information is used to keep the website available and secure, and it is not used to build a personal profile of you.
We do not intentionally collect sensitive categories of personal data, including health information, biometric data or information about political or religious beliefs. Please do not include such information in a website enquiry.
4. How We Obtain Information
We obtain most personal information directly from you. You may provide it by completing the contact form, sending an email to our project office, telephoning our team, handing over a business card at a site meeting, or submitting a tender or application document. Each of these channels leads to a record that we handle under this policy.
We may also obtain information from a client or main contractor who appoints us, from a property manager who coordinates plant room access, or from a publicly available source such as a company registry or a published tender notice. Where information arrives through a third party we take reasonable steps to confirm that the source was entitled to share it.
During site attendance our engineers record plant conditions, meter readings and photographs. These records usually describe equipment and premises rather than people, but they may incidentally include images of individuals. We take care to keep people out of such photographs unless their inclusion is necessary for the engineering record.
5. Why We Use Information
We use personal information to respond to your enquiries and to provide the services you request. This includes preparing a quotation, arranging a survey, scheduling installation or maintenance attendance, issuing test records and following up on completed work. Without the relevant contact details we would be unable to arrange site access or confirm a programme with you.
We also use information to manage our business properly. That covers accounting, invoicing, debt recovery, insurance, quality assurance, health and safety records and internal reporting. Each of these activities relies on accurate records about who we dealt with and what was agreed.
Where you have asked to receive updates, we use your contact details to send information about maintenance windows, statutory testing dates or services that may be relevant to a building you manage. You can withdraw from these updates at any time, and withdrawing does not affect the delivery of a service you have already appointed.
Finally, we use information to meet legal and regulatory duties, to prevent fraud, to protect the safety of our staff and clients, and to establish or defend legal claims where a dispute arises.
6. Lawful Basis For Processing
We process personal information only where a lawful basis exists. The most common basis is the performance of a contract or the steps needed before a contract is formed. When you ask us to survey a plant room or quote for an installation, the processing of your contact details and site information is necessary to take those steps.
Another basis is our legitimate interest in running a professional engineering business. This covers activities such as maintaining site safety records, improving our service quality and protecting our systems from misuse. Before relying on this basis we consider whether your interests or rights outweigh our interest, and we limit the processing accordingly.
We rely on legal obligation where we must keep records for tax, accounting, employment or safety purposes, and on consent where we wish to send promotional material that is not connected to an existing service relationship. Where consent is the basis, you may withdraw it at any time by contacting us.
9. International Data Transfers
Our operations are based in Hong Kong, and personal information is primarily stored and used within Hong Kong. Some technology providers may store data on servers located in other jurisdictions as part of their standard service. When that happens we take reasonable steps to ensure the information remains protected.
Those steps may include contractual clauses that require the provider to apply protections comparable to those in Hong Kong, a review of the provider security posture, and a restriction on the purposes for which the provider may use the data. We do not transfer personal information to a jurisdiction where we cannot obtain adequate protection.
If you would like more detail about where a particular category of information is stored, please contact us using the details at the end of this policy and we will explain the arrangement for your case.
10. How Long We Keep Information
We keep personal information only for as long as it is needed for the purpose it was collected, or for as long as the law requires. Enquiries that do not lead to an appointment are normally cleared within a reasonable period after the matter is closed, unless the correspondence forms part of a quotation we may need to reference later.
Project and maintenance records are retained for the life of the relevant contract and for a further period afterward, so that we can honour warranty commitments, answer technical questions and meet record keeping duties. Financial records are kept for the period required by Hong Kong tax and company law.
Health and safety records, including site attendance logs and incident reports, are kept for the period required by the applicable safety legislation. When a retention period ends we securely delete or anonymise the information so that it can no longer be linked to an individual.
11. How We Protect Information
We apply administrative, technical and physical safeguards to protect personal information against loss, misuse and unauthorised access. These safeguards include limiting staff access on a need to know basis, using access controls on our devices and accounts, and keeping paper records in locked storage at our Tsuen Wan office.
Our devices are protected by current software, account passwords and, where appropriate, encryption. We train our staff to recognise suspicious messages and to report a suspected data incident promptly, and we review our arrangements as our systems and risks change.
No method of transmission or storage is completely secure. If a security incident affects your personal information, we will investigate without delay and notify you and any relevant authority where the law requires it. We will also take steps to reduce the risk of a similar incident recurring.
12. Your Privacy Rights
Subject to the applicable law, you have the right to be told whether we hold personal information about you and to receive a copy of it. You may also ask us to correct information that is inaccurate, to stop using it for a particular purpose, or to delete it where there is no continuing lawful reason for us to keep it.
Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out before the withdrawal, and it does not affect processing that relies on another lawful basis, such as the performance of a contract or a legal obligation.
You may also object to processing that we carry out on the basis of legitimate interest, and you may ask us to restrict how your information is used while a concern is investigated. We will explain any limitation that applies to a request so that you understand what we can and cannot do.
If you are not satisfied with our response, you may raise the matter with the relevant privacy regulator in your jurisdiction. In Hong Kong this is the Office of the Privacy Commissioner for Personal Data.
13. Access And Correction Requests
To make an access or correction request, contact us using the details in the final section and describe the information you are seeking. We may ask for proof of identity so that we do not disclose personal information to the wrong person, and we may ask for clarification if a request is broad.
We will respond within the period allowed by the applicable law. Where we can provide the information, we will do so in a clear format. Where we must refuse a request, we will explain the reason and tell you how to raise a concern about the decision.
A reasonable fee may be charged where the law permits and where producing the information involves significant effort. We will tell you about any fee before we carry out the work, so that you can decide whether to proceed.
14. Privacy For Children
This website and our services are intended for businesses, property owners and professionals. We do not knowingly collect personal information from children. If a young person contacts us, we will use the information only to answer the message and we will not add the person to any marketing list.
If you believe that a child has provided personal information to us without appropriate consent, please contact us and we will delete the information promptly, unless we are required to keep it for a legal reason. Our site does not contain features that are designed to attract children.
15. Direct Marketing And Choices
We may send service updates to an existing client about maintenance windows, statutory testing dates or an upgrade that affects a building we look after. These updates relate to the service relationship and are sent to the contact details that the client has provided for that purpose.
Where we wish to send promotional material that is not connected to an existing service, we will ask for consent first and we will explain what the material will cover. Every promotional message includes a simple way to opt out, and we record the opt out so that it is respected.
You may also ask us at any time to stop using your details for any marketing purpose, and we will action the request without requiring a reason. Opting out of marketing does not prevent us from contacting you about a live project, a safety matter or a legal obligation.
16. Third Party Websites
This website may link to external sites that we do not control, such as a map service or an equipment manufacturer. When you follow such a link, the destination site applies its own privacy policy and its own security arrangements. We are not responsible for the content or the data practices of those sites.
We encourage you to read the privacy statement of any external site before providing personal information to it. If you believe that a link from our site leads to material that is misleading or unsafe, please tell us and we will review the link.
17. Changes To This Policy
We review this policy from time to time so that it continues to reflect our practices, our systems and the law. When we make a material change we will update the policy on this page and adjust the reference details so that the current version is clear.
Where a change significantly affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals, for example by placing a notice on the website or by contacting clients directly. Continued use of the website after an update indicates that you have read the revised policy.
The current version of this policy is the one published on this page. Earlier versions are superseded and are not retained on the public site.
18. How To Contact Us
If you have a question about this policy, a request about your personal information, or a concern about how your data has been handled, please contact YL E&M Engineering Co., Limited using the details below. We treat privacy enquiries seriously and we aim to respond promptly.
Company: YL E&M Engineering Co., Limited
Address: Rm 2414 24/F TWR 1 TAK FUNG INDL CTR, 168 TEXACO RD, Tsuen Wan, Hong Kong (HK)
Email: careers@ylengineering.lol
Phone: +17857824448
Please mark privacy correspondence clearly so that it reaches the right person without delay. If you prefer, you may raise a concern with the Office of the Privacy Commissioner for Personal Data in Hong Kong, although we would welcome the chance to resolve the matter with you first.