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Introduction

This Privacy Policy explains how 3 Rices Limited (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our website and AI-assisted project enquiry chat (“Service”), in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong.

Data user

3 Rices Limited
Address: [Registered/office address in HK]
Email: info@3rices.com
Tel: 35763348
Data protection enquiries: [designated contact email]

Personal data we collect

  • Name — collected via the enquiry form before chat. Required.
  • Email address — collected via the enquiry form before chat. Required.
  • Telephone number — collected via the enquiry form before chat. Required.
  • Company name — collected via the enquiry form before chat. Optional.
  • Chat messages — collected during the conversation. Required to use the Service.
  • Session identifier — collected automatically. Required.

We do not collect more data than is reasonably necessary for handling project enquiries.

Purposes of use

We use personal data only for purposes directly related to our business, including:

  1. Following up on your enquiry — contacting you about your project
  2. Case handling — passing details to our team to review and respond
  3. Automated chat assistance — generating replies and optional reply shortcuts
  4. Internal notifications — alerting authorised staff via internal tools (e.g. Microsoft Teams)
  5. Record keeping — maintaining enquiry records for a limited period
  6. Service improvement — improving our chat and automation systems (in aggregated or anonymised form where practicable)

We do not use your contact details for unrelated marketing without your consent.

AI and automated processing

Our Service uses automated systems, including third-party AI models, to assist with project scoping.

  • Email address — not sent to public/third-party AI. Used for internal follow-up only.
  • Telephone number — not sent to public/third-party AI. Used for internal follow-up only.
  • Name — may be sent to public/third-party AI as part of chat context to personalise the conversation.
  • Company name — may be sent to public/third-party AI if provided, for business enquiry context.
  • Chat messages — sent to public/third-party AI to generate replies and suggested quick replies.
  • Email and telephone are stored in our systems and used for follow-up; they are not deliberately passed into the AI prompt.
  • Name and company (if given) may be included when your message is processed by AI.
  • If you voluntarily type contact details inside the chat, those words may be processed by AI as part of your message — please avoid repeating sensitive details in chat if not needed.

We take contractual and technical steps to limit AI providers to processing data only for providing the Service.

Classes of recipients (transferees)

Personal data may be accessed by or transferred to:

  • Authorised 3 Rices Limited staff
  • Data processors providing hosting, database, workflow automation, AI, and embedding services
  • Microsoft Teams (or similar) for internal case notifications
  • Professional advisers where required by law

Some processors may be located outside Hong Kong. Where data is transferred overseas, we take practicable steps (including contractual safeguards) to protect your data in line with PDPO requirements. Section 33 cross-border restrictions are not yet in force, but we follow PCPD best-practice guidance.

Data retention

We retain personal data only for as long as necessary to:

  • Follow up and manage your enquiry
  • Resolve disputes or enforce agreements
  • Comply with legal obligations

Typical retention: 24 months after last contact, unless a longer period is required. Data is then securely deleted or anonymised.

Security

We implement appropriate technical and organisational measures, including:

  • Access limited to staff on a need-to-know basis
  • Encrypted connections (HTTPS)
  • Secure storage in controlled databases
  • Separation of contact details from AI processing where practicable

No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

Your rights under PDPO

You have the right to:

  1. Request access to your personal data
  2. Request correction of inaccurate data
  3. Withdraw consent where processing is consent-based (this may limit our ability to follow up)
  4. Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (PCPD): www.pcpd.org.hk

We will respond to access/correction requests within 60 calendar days where applicable.

How to submit a request:
Email: info@3rices.com
Include: your name, contact details, and description of the request.

Children

Our Service is intended for business enquiries. We do not knowingly collect data from persons under 18 without parental consent.

Changes to this policy

We may update this policy from time to time. Material changes may be notified on our website or through the chat form.

Contact

For privacy questions or data access/correction requests:
3 Rices Limited
Email: info@3rices.com
Tel: 35763348