Last Updated: May 21, 2025
1. Introduction
Welcome to BookMyCoffeeChat (the “Platform”), operated by Huntarmpeople Limited (“BookMyCoffeeChat,” “we,” “us,” or “our”). We are committed to protecting your privacy and handling your personal data in an open and transparent manner.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website bookmycoffeechat.com, use our services, or interact with us (collectively, the “Services”). Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access or use the Services.
This Privacy Policy should be read in conjunction with our Terms and Conditions.
2. Information We Collect
We may collect personal information from you in a variety of ways, including, but not limited to, when you register on the Platform, book or offer a Coffee Chat, subscribe to a newsletter, respond to a survey, fill out a form, communicate with us, or use other features of our Services.
The types of personal information we may collect include:
- Personal Identification Information:
- Name
- Email address
- Username and password
- Profile picture (optional)
- Social media profile links (if you choose to provide them)
- Other information you voluntarily provide in your profile (e.g., expertise, interests, bio for Vendors; interests for Users).
- Contact Information:
- Email address
- Phone number (optional, or if required for specific communication)
- Transaction Information:
- Details of Coffee Chats booked or offered.
- Payment information (e.g., credit/debit card details for Users making payments, bank account details for Vendors receiving payouts). Please note: We use third-party payment processors (e.g., Stripe) to handle payment transactions. We do not store full credit/debit card numbers on our servers. The payment processor will collect and process your payment information in accordance with their own privacy policies.
- Billing address (if applicable).
- Communication Information:
- Records and copies of your correspondence if you contact us (e.g., emails, support tickets).
- Our platform facilitates direct messaging between users. These messages are logged for operational, support, and dispute resolution purposes but are not otherwise recorded by us.
- Technical Information:
- IP address
- Browser type and version
- Operating system
- Referring URLs
- Pages viewed and actions taken on the Platform
- Dates and times of visits
- Device information
- Usage Data:
- Information about how you use our Platform and Services, such as search queries, Vendor profiles viewed, booking history.
- Cookies and Similar Technologies: (See Section 5 for details)
- User Generated Content:
- Reviews, ratings, comments, and other content you post on the Platform.
3. How We Use Your Information
We use the information we collect for various purposes, including:
- To Provide and Manage Our Services:
- To create and manage your account.
- To facilitate the booking and provision of Coffee Chats between Users and Vendors.
- To enable direct messaging between users.
- To process payments and payouts.
- To communicate with you about your account, bookings, and our Services.
- To provide customer support and respond to your inquiries.
- To Personalize Your Experience:
- To understand your preferences and personalize the content and features you see.
- To recommend Vendors or Coffee Chats that may be of interest to you.
- To Improve Our Services:
- To understand how our users access and use the Services.
- To monitor and analyze usage and trends to improve the functionality and user experience of the Platform.
- To develop new products, services, and features.
- For Marketing and Promotional Purposes:
- To send you newsletters, promotional materials, and other information about our Services or those of our partners, where you have consented to receive such communications or where otherwise permitted by law. You can opt-out of marketing communications at any time.
- With your explicit permission, to use certain User Submissions (like testimonials or reviews) for marketing.
- For Safety and Security:
- To detect, prevent, and address fraud, security breaches, and other harmful or illegal activity.
- To enforce our Terms and Conditions and other policies.
- For Legal and Compliance Purposes:
- To comply with applicable laws, regulations, legal processes, or governmental requests.
- To protect our rights, property, or safety, or that of our users or others.
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
- With Other Users (Users and Vendors):
- Your profile information (username, name if provided, profile picture, bio, expertise, reviews received/given) will be visible to other users of the Platform to facilitate connections and Coffee Chats.
- When a Coffee Chat is booked, necessary contact or identifying information may be shared between the User and Vendor to facilitate the Coffee Chat.
- Direct messages are between the participating users; BookMyCoffeeChat may access these logs for support or dispute resolution as outlined in our Terms and Conditions.
- With Service Providers and Business Partners:
- We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf, such as payment processing (e.g., Stripe), data hosting, analytics, customer service, email delivery, and marketing assistance. These service providers are authorized to use your personal information only as necessary to provide these services to us and are obligated to protect your information.
- For Legal Reasons:
- We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to: (a) comply with a legal obligation or governmental request; (b) protect and defend the rights or property of Huntarmpeople Limited; (c) prevent or investigate possible wrongdoing in connection with the Services; (d) protect the personal safety of users of the Services or the public; or (e) protect against legal liability.
- In Case of Business Transfers:
- We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on our Platform of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
- With Your Consent:
- We may disclose your personal information for any other purpose with your explicit consent.
5. Cookies and Similar Tracking Technologies
We use cookies and similar tracking technologies (like web beacons and pixels) to access or store information to enhance your experience, analyze site traffic, and for other purposes.
- What are Cookies?
Cookies are small text files placed on your device (computer, smartphone, tablet) by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. - How We Use Cookies:
- Strictly Necessary Cookies: These cookies are essential for you to browse the Platform and use its features, such as accessing secure areas of the site and processing transactions. Without these cookies, services like user login and payment processing cannot be provided.
- Performance/Analytical Cookies: These cookies collect information about how you use our Platform, for instance, which pages you go to most often, and if you get error messages from web pages. These cookies don’t collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how our Platform works. We use services like Google Analytics for this purpose.
- Functionality Cookies: These cookies allow the Platform to remember choices you make (such as your user name, language, or the region you are in) and provide enhanced, more personal features. For instance, these cookies can be used to remember changes you have made to text size, fonts, and other parts of web pages that you can customize. They may also be used to provide services you have asked for, such as watching a video or commenting on a blog. The information these cookies collect may be anonymized, and they cannot track your browsing activity on other websites.
- Targeting/Advertising Cookies: These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organizations such as advertisers. [If you do not currently use these, you can state that or remove this specific type. If you do, be transparent.]
- Your Choices Regarding Cookies:
Most web browsers allow some control of most cookies through the browser settings. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Services may become inaccessible or not function properly.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
For Google Analytics, you can opt-out of their tracking by installing the Google Analytics opt-out browser add-on. - Web Beacons:
Pages of our Platform and our e-mails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).
6. Data Security
We implement a variety of security measures to maintain the safety of your personal information. These measures include the use of SSL encryption for data in transit, secure hosting environments, access controls to user data, and regular software updates.
However, please remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
7. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
Account information is generally kept as long as your account is active and for a reasonable period thereafter in case you decide to re-activate the Services or for audit and legal purposes. Logs of direct messages may be retained for a period necessary for support and dispute resolution, and then securely deleted or anonymized.
8. Your Data Protection Rights
Depending on your location and applicable data protection laws (such as Hong Kong’s PDPO or GDPR if applicable), you may have certain rights regarding your personal information. These may include the right to:
- Access: Request access to the personal information we hold about you.
- Correction (Rectification): Request correction of inaccurate or incomplete personal information.
- Erasure (Deletion): Request deletion of your personal information, subject to certain exceptions.
- Restrict Processing: Request that we restrict the processing of your personal information in certain circumstances.
- Data Portability: Request to receive your personal information in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller, in certain circumstances.
- Object to Processing: Object to our processing of your personal information, in certain circumstances, particularly where we are processing your data for direct marketing purposes or based on our legitimate interests.
- Withdraw Consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
- Lodge a Complaint: You have the right to lodge a complaint with a data protection authority about our collection and use of your personal information. For more information, if you are in Hong Kong, please contact the Office of the Privacy Commissioner for Personal Data (PCPD). Users in other jurisdictions may contact their local data protection supervisory authority.
To exercise any of these rights, please contact us using the contact details provided in Section 12. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
9. International Data Transfers
Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.
Our servers are located in Hong Kong. However, we use third-party service providers (e.g., for email marketing, analytics, customer support tools) that may be based in other countries and may process your data in those locations on our behalf.
If we transfer your personal data out of Hong Kong, or if data is processed by our service providers in other jurisdictions, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. This includes ensuring that such transfers are made to jurisdictions that provide an adequate level of data protection or are otherwise covered by appropriate safeguards, such as Standard Contractual Clauses (SCCs) or other mechanisms recognized by applicable data protection laws.
10. Children’s Privacy
BookMyCoffeeChat is intended for a general audience. While our Terms and Conditions require users to affirm they are of legal age to enter into a contract or have obtained parental/guardian consent, we understand that individuals under the age of digital consent (which varies by jurisdiction, often 13-16) may access the Platform.
We do not knowingly collect personal identifiable information from children under the age of digital consent in their respective jurisdiction without verifiable parental or guardian consent, or in a manner that is not compliant with applicable children’s privacy laws.
If you are a parent or guardian and you are aware that your child has provided us with personal information without your consent, or if you believe we may have collected information from a child in a manner not compliant with applicable law, please contact us immediately at info@bookmycoffeechat.com. If we become aware that we have collected personal information from a child without necessary consent or in a non-compliant manner, we will take steps to remove that information from our servers and/or obtain necessary consent. Parents or guardians have the right to review the information collected from their child and request its deletion.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. In the event of material changes, we may also provide a more prominent notice (such as by adding a statement to our homepage or sending you a notification).
12. Contact Us
If you have any questions about this Privacy Policy, your rights, or our data practices, please contact us:
Huntarmpeople Limited (operating as BookMyCoffeeChat)
Email: info@bookmycoffeechat.com
Reminder of Critical Next Steps:
- Targeting/Advertising Cookies (Section 5): Review the “Targeting/Advertising Cookies” part. If you do not use these or allow third parties to place them for such purposes, you should state that clearly or remove that specific sub-bullet to avoid misrepresenting your practices.
- Children’s Privacy (Section 10): This section is a general approach. Given the statement “Children can use this,” it is absolutely VITAL that you consult with a legal professional. They will help you understand the specific obligations under PDPO (and other laws like GDPR-K or COPPA if applicable based on your user base) for processing children’s data, including requirements for verifiable parental consent mechanisms, age verification, and what information you can collect and how you can use it. The current wording is a starting point and may not be sufficient for full compliance if you knowingly process data from many young children.
- Link to Terms and Conditions: Ensure your Terms and Conditions are also finalized and publicly accessible.
- LEGAL REVIEW: This entire Privacy Policy MUST be reviewed by a lawyer specializing in Hong Kong data privacy law (and other relevant international laws if you have a global user base). They will ensure it is accurate, complete, and legally compliant for your specific operations.
- Accessibility: Make this Privacy Policy easily accessible on your website (e.g., footer link) and link to it during the account registration process where users agree to your terms.