Privacy Policy

We collect personal data that is necessary for us to deliver our services effectively. The data we collect may include:

• Contact Information: such as your name, business email address, phone number, and job title.
• Identification Data: including passport or ID details, IP addresses, and information required to meet regulatory requirements, such as politically exposed person (PEP) status.
• Financial Information: such as payment details and other data needed for billing or compliance purposes.
• Business Information: such as your company name, industry, and position within your organization.

We do not intentionally collect sensitive personal data (such as racial or ethnic origin, religious beliefs, or health data) unless it is necessary for legal, or compliance purposes and we have obtained explicit consent or are permitted by law.

We may collect your personal data in several ways:

• Directly from you: when you engage us for services, fill out a form, or communicate with us.
• From third parties: such as your employer, business partners, service providers, or public sources.
• Automatically: when you use our website, we use cookies and similar technologies to collect data about your device, browsing habits, and website interactions.

We collect, use, and disclose your personal data for the following purposes:

• Providing Services: To process and deliver the services you have requested, including corporate secretary services, payroll, HR, incorporation, and other business professional services.
• Managing Accounts: To create and maintain customer profiles and grant you access to our services.
• Operational Purposes: To support internal functions such as IT, security, fraud detection, and improving the efficiency of our services.
• Communications: To send you service-related updates (e.g., confirmations, password changes, invoices, support messages), and on occasion, updates on promotions, events, or news related to our services.
• Compliance: To meet our legal and regulatory obligations, such as anti-money laundering (AML) and counter-terrorist financing (CFT) compliance, and to conduct background checks if necessary.

We will only use your personal data for the purposes for which it was collected or for compatible purposes, unless we obtain your consent or are required by law to do otherwise.

We may share your personal data with trusted third parties to fulfil the purposes outlined in this policy. These third parties include:

• Service providers and partners: who assist us in delivering our services (e.g., IT support, payment processors, data storage providers).
• Advisors: such as legal, accounting, or financial professionals who assist with regulatory and legal obligations.
• Other members of the Ascentium Group: including subsidiaries, to ensure continuity in providing our services.
• Regulators and authorities: where required to comply with legal or regulatory obligations.

We ensure that any third parties we engage are subject to appropriate data protection and confidentiality obligations, and only process your personal data in accordance with our instructions and applicable laws.

As a global business, we may transfer your personal data to locations outside of your home jurisdiction, including countries that may not offer the same level of data protection as your local laws. When such transfers occur, we take steps to ensure your data remains protected, including using standard contractual clauses and other safeguards to comply with applicable data protection regulations.

Depending on the applicable laws, you may have the following rights regarding your personal data:

• Access: You may request access to the personal data we hold about you.
• Correction: You may request that we correct any inaccuracies in your personal data.
• Deletion: You may request the deletion of your personal data, subject to legal or contractual obligations.
• Restriction: You may request that we limit the processing of your personal data in certain circumstances.
• Portability: You may request to receive your data in a structured, machine-readable format for transmission to another data controller.
• Objection: You may object to the processing of your personal data, particularly for direct marketing purposes.
• Withdraw Consent: If you have given consent for the processing of your data, you can withdraw it at any time.

To exercise these rights, please contact us using the details below. Note that some requests may be subject to exemptions, particularly if we need to retain data for legal or regulatory reasons.

We will retain your personal data only as long as necessary for the purposes it was collected, or as required by law. Typically, we retain data for 5 to 10 years following the conclusion of our relationship, particularly for compliance with AML/CFT laws or other legal requirements.

We are committed to protecting your personal data and have implemented industry-standard security measures, including encryption, firewalls, and secure access protocols. Despite these efforts, please take care to safeguard your own data by using strong passwords and avoiding sharing sensitive information via unsecured channels.

Our website uses cookies and similar tracking technologies to enhance your browsing experience, monitor site traffic, and improve our services. Cookies are small text files stored on your device that help us recognize you when you return. The purpose of a Cookie is to identify the user as a unique user of the website. Ascentium analyses traffic data and information gathered using Cookies to help Ascentium better understand who is using the website and how. By identifying such patterns and trends in usage, Ascentium is able to better design the website to improve and customize your experience, to serve you more relevant data and content, and to store your password so that you do not have to re-enter it each time you visit the website. Ascentium does not attempt to link information gathered using Cookies to personal data.

You can manage or disable cookies in your browser settings, but this may affect your experience on our website.

We may update this Privacy Policy periodically to reflect changes in our data practices or legal requirements. Any updates will be posted on our website, and we encourage you to review the policy regularly to stay informed about how we protect your personal data.