Privacy Policy Statement

Effective date: 18 October 2026 | Last reviewed: 18 October 2026

Nepal Chamber of Commerce Hong Kong ("NEPCHAM HK", "we", "us" or "our") is committed to protecting personal data in accordance with the Personal Data (Privacy) Ordinance, Cap. 486 of the Laws of Hong Kong ("PDPO"). This page contains our Privacy Policy Statement and Personal Information Collection Statement ("PICS").

1. Data user and scope

NEPCHAM HK is the data user responsible for personal data that it collects, holds, processes or uses in connection with our Chamber activities. This includes our website, enquiries, membership applications and administration, events, meetings, invoicing, payment collection and related communications.

Data Protection Officer
Nepal Chamber of Commerce Hong Kong
G/F, Lee Shing Mansion, 13 Wai Ching Street, Yau Ma Tei, Kowloon, Hong Kong SAR
mail@nepalchamber.hk

2. Personal data we collect and hold

Depending on your interaction with us, the personal data we collect or hold may include your name, contact details, business or organisation details, role and correspondence. For membership and event activities, it may include application, eligibility, attendance and supporting-document information. For invoicing and payments, it may include billing details, invoice records and payment transaction information.

When you use our website, our servers and website analytics may generate technical information such as IP address or domain name, browser and device type, operating system, language settings, referring page, pages visited, date, time and duration of visit. We use this information to operate, secure and improve the website, and not to identify individual visitors unless necessary to investigate a security incident, comply with law or handle a specific request.

Online card payments are processed by the applicable payment service provider. NEPCHAM HK does not retain complete payment-card numbers in its Odoo system.

3. Personal Information Collection Statement

When we collect personal data directly from you, including through a website form, email, membership application, event registration or payment process, we use it for purposes directly related to the relevant Chamber activity. These purposes may include responding to your enquiry, assessing and administering a membership application, communicating with members and applicants, organising events, collecting fees, issuing invoices, receiving payments, maintaining records, managing our operations and meeting legal, accounting, governance and regulatory obligations.

Where an online form marks a field as required or with an asterisk (*), the information is obligatory for us to handle the stated enquiry, application, registration or transaction. Other information is voluntary. If you do not provide obligatory information, we may be unable to process your request or provide the relevant service.

At or before collection, the relevant form notice identifies the purpose of collection, whether information is obligatory or voluntary, the likely consequence of not providing required information, the classes of persons to whom data may be transferred, and the right to request access to and correction of personal data.

4. Use, disclosure and service providers

We use personal data only for the purpose for which it was collected or a directly related purpose. We will not use personal data for a new purpose unless we have obtained your prescribed consent or have another basis permitted by the PDPO.

On a need-to-know basis, we may transfer or disclose data to the following classes of persons for the purposes above: authorised Executive Committee members, employees and volunteers; membership, event and administrative personnel; website, IT, cloud, email, document-management and payment service providers; professional advisers, auditors, insurers and financial institutions; and government, regulatory, law-enforcement or other authorities where required or permitted by law.

We require data processors handling personal data on our behalf to use the data only for authorised purposes and to apply appropriate data-security and retention safeguards. We do not sell personal data.

5. Direct marketing

NEPCHAM HK may wish to use contact and membership information to send information about Chamber membership, business networking, events, publications, training and community activities. We will not use your personal data for direct marketing, or provide it to another person for use in direct marketing, unless we have first given the notification required by Part 6A of the PDPO and obtained your consent or indication of no objection where required.

Before any such use, we will explain the kinds of personal data to be used, the classes of marketing subjects, the classes of persons that may receive the data and, if applicable, whether data will be provided for gain. You may withdraw consent or opt out of our direct-marketing communications at any time by emailing mail@nepalchamber.hk with the subject line “Marketing Opt-out”. This does not prevent us from sending communications necessary to process your membership, application, booking, invoice or payment.

6. Cookies, analytics and third-party links

Our website uses necessary cookies or similar technologies to operate website functions and protect online forms. We also use website analytics to understand aggregate website activity and improve our services. You can manage cookies through your browser settings, although blocking necessary cookies may affect website functions.

Our website may link to third-party websites or services, including social-media platforms and payment services. Those third parties are responsible for their own privacy practices. We encourage you to review their privacy notices before providing personal data to them.

7. Data quality, retention and security

We take reasonably practicable steps to keep personal data accurate, having regard to the purpose for which it is used. We retain personal data only for as long as necessary for the collection purpose or a directly related purpose, unless a longer retention period is required or permitted by law. When data is no longer required, we will take practicable steps to erase or anonymise it unless retention is required by law or otherwise justified under the PDPO.

We take reasonably practicable security measures to protect personal data against unauthorised or accidental access, processing, erasure, loss or use. Access is limited to people who need the data for authorised purposes, and service providers are required to apply appropriate safeguards.

8. Processing outside Hong Kong

Our service providers may process personal data in or outside Hong Kong. Where we engage a processor to handle personal data for us, we use contractual or other means to require appropriate data-security and retention safeguards consistent with our responsibilities under the PDPO.

9. Access and correction requests

You have the right under the PDPO to request access to personal data we hold about you and to request correction of data that you consider inaccurate. Please send a written request to our Data Protection Officer at mail@nepalchamber.hk with the subject line “Privacy Request”, or write to the address in section 1. Please provide enough information for us to identify the relevant records and verify your identity.

Subject to the PDPO and any applicable exemption, we will respond to a data access or correction request within the statutory time limit. We may charge a fee for a data access request where permitted by the PDPO; any fee will not be excessive and we will tell you the amount before processing the request. If we refuse a request, we will give reasons where the PDPO requires us to do so.

10. Questions, complaints and policy updates

If you have a privacy question or concern, please contact our Data Protection Officer first at mail@nepalchamber.hk. If your concern remains unresolved, you may make a complaint to the Office of the Privacy Commissioner for Personal Data, Hong Kong.

We review this Privacy Policy Statement and PICS from time to time. Any updated version will be published on this page with a revised effective date.