This Privacy Policy explains how Coyon AquaTech Limited collects, uses, stores and protects personal information in the course of supplying reef hardware, dosing equipment, test kits and controller parts. The service described on this website is operated by the developer Coyon AquaTech, a trading identity used by Coyon AquaTech Limited for the reef hardware bench, and the registered company is Coyon AquaTech Limited, 12/F Elite Centre, 22 Hung To Rd, Kwun Tong, Hong Kong - 999077, Hong Kong (HK). You may write to the company at request@cccomponents.lol or call +16069344807 with any question about this policy.
We have written this document in plain English so that a reader can understand it without a legal dictionary. It is intentionally detailed, because we believe a reader should be able to see exactly what happens at each stage, from the moment a form is submitted to the moment a record is deleted. If any part of it is unclear, please contact us and we will explain.
1. Who we are
Coyon AquaTech Limited is a company registered in Hong Kong with its operating address at 12/F Elite Centre, 22 Hung To Rd, Kwun Tong, Hong Kong - 999077, Hong Kong (HK). The company supplies reef hardware: peristaltic dosing pumps, reagent test kits, controller boards and the consumables that keep a marine aquarium running. The developer identity Coyon AquaTech is used in connection with this website and its related digital services.
For the purposes of applicable data protection law, Coyon AquaTech Limited is the controller of the personal information described in this policy. This means the company decides why information is collected and how it is used. It also means the company is the body to contact if you wish to exercise a right, raise a concern or ask a question about your information.
The business operates from a working bench in Kwun Tong rather than a retail showroom. Most interactions happen by email, by phone or through this website, and the privacy practices described here are built around those channels. Where a buyer visits the building by arrangement, the same principles apply.
2. Scope of this policy
This policy covers personal information processed through the website at cccomponents.lol, through email sent to request@cccomponents.lol, through telephone calls to +16069344807 and through the ordinary course of taking, packing and shipping orders. It also covers information exchanged during a restock order sitting, a water parameter window consultation or a probe calibration review.
The policy does not cover services operated by other organisations, even where we link to them. It also does not cover information that we receive about a business entity in a purely commercial capacity, unless that information identifies an individual. Where a business supplies a contact name, an email address or a delivery address for an individual, that information is treated as personal information under this policy.
Employees and contractors of Coyon AquaTech Limited receive separate internal notices where the law requires them. This public policy is written for customers, prospective customers, website visitors and other external parties.
3. Information we collect
We try to collect only what we need. In practice that means the following categories of information may be collected, depending on the nature of the interaction.
Contact and identity details
Your name, email address, telephone number, organisation name where relevant, and the postal address used for delivery. If you contact us by phone, we may note your name and the substance of the call so that a colleague can follow up.
Order and transaction details
The items you order, the quantities, the prices agreed, the delivery method, any tracking reference, and the record of correspondence about the order. We keep a packing record so that a query about a shipment can be answered accurately.
Technical and usage information
When you visit the website, our hosting infrastructure may record your internet protocol address, the pages you request, the time of the request, the browser and operating system you use and the referring address. This information is used for security, troubleshooting and aggregate understanding of how the site is used.
Correspondence and enquiry content
The content of messages you send to us, including photographs of hardware, descriptions of tank problems and documents you choose to attach. If you send a photograph that contains personal information in the background, we treat it as part of the enquiry record.
Payment related information
We do not store full payment card numbers on our own systems. Where a payment is processed by a bank or a payment provider, that provider handles the sensitive payment data under its own terms, and we receive a confirmation and a reference rather than the full card details.
4. How we collect information
Most of the information we hold comes directly from you. You give it to us when you complete the contact form, send an email, telephone the bench or place an order. You may also give it to us indirectly when a colleague or an employer contacts us on your behalf, in which case we will usually confirm the details with you before acting on them.
Some information is generated automatically by the infrastructure that serves the website. Server logs are a normal part of running a web service and are used to keep the site secure and available. We do not use those logs to build a personal profile of a visitor.
A small amount of information may come from third parties. A courier may report a delivery outcome, a bank may confirm a payment, and a service provider may report a technical fault. We limit such incoming information to what is necessary for the relevant purpose and we do not buy personal information from data brokers.
5. Why we use information
We use personal information for purposes that are directly connected to supplying reef hardware and supporting the people who use it. The main purposes are set out below.
- To reply to an enquiry, including matching a part to a model family and answering a technical question.
- To prepare, pack and dispatch an order, and to send delivery updates and tracking references.
- To maintain records of what was sold, so that a repeat order or a compatibility question can be handled accurately.
- To provide the advice services described on the services page, including restock planning, parameter guidance and probe calibration review.
- To deal with returns, transit damage and other after sales matters.
- To keep accounts and statutory business records as required by Hong Kong law.
- To protect the website and the business against fraud, abuse and security incidents.
- To improve the clarity of the website and the usefulness of the information we publish.
We do not use order or enquiry information for any purpose that is unrelated to the relationship you have with us. If we ever wish to use information for a new purpose, we will explain the new purpose before doing so.
6. Legal bases for processing
Depending on where you live, a legal framework may require us to identify a lawful basis for each use of personal information. We consider the following bases to be relevant to our activities.
Where we process information to take and fulfil an order, the basis is the performance of a contract with you or the taking of steps at your request before a contract is formed. Where we keep accounting records, the basis is compliance with a legal obligation. Where we protect the website against abuse or improve its clarity, the basis is our legitimate interest in running a secure and useful business, balanced against your rights. Where we send a marketing message that requires consent, the basis is your consent, which you may withdraw at any time.
We do not rely on consent for the ordinary processing needed to complete an order, because consent can be withdrawn and an order still has to be delivered. We also do not treat a failure to object as consent. If a particular activity depends on consent, we will ask for it separately and explain how to withdraw it.
8. International transfers
Coyon AquaTech Limited operates from Hong Kong and many of the organisations that help us run the business are located in other jurisdictions. Information may therefore be stored or processed outside the country in which it was collected. This is normal for an export driven supplier and it is handled with care.
Where a transfer is made to a jurisdiction with different data protection rules, we use contractual protections and provider selection to keep the standard of protection consistent with this policy. We do not transfer information to a third party that is free to use it for its own unrelated purposes.
If you are in a region that restricts transfers of personal information and you would like to understand the route your information takes, please write to request@cccomponents.lol and we will explain the position for the particular service you are using.
9. How long we keep information
We keep information only for as long as it is needed for the purpose for which it was collected, plus any period required by law. The following periods are guides rather than fixed rules, and a particular record may be kept longer where a dispute, a warranty matter or a legal obligation requires it.
- Enquiries that do not lead to an order are usually kept for up to twenty four months, so that a later follow up is informed rather than blank.
- Order and transaction records are kept for seven years, in line with ordinary accounting and tax expectations.
- Warranty and repair records are kept for the warranty period plus a reasonable buffer.
- Technical server logs are kept for a short operational window and are then overwritten or deleted.
- Marketing consent records are kept until the consent is withdrawn, plus a short period to evidence the withdrawal.
When a retention period ends, the information is deleted or irreversibly anonymised. Where deletion is not immediately possible because a record sits in a backup, the backup is protected and the record is deleted when the backup is next cycled.
10. Security measures
We take the security of personal information seriously. Access to order and enquiry records is limited to people who need it to do their work, and we use authentication, least privilege and routine review to keep that access tight. Devices used for business correspondence are protected with screen locks and updated software.
Website traffic is carried over an encrypted connection where the hosting provider supports it. Emails and attachments are scanned for obvious hazards before being opened. Physical records, where any exist, are kept in the office at 12/F Elite Centre and are not left in shared areas.
No system is perfectly secure, and we do not claim otherwise. If a security incident affected personal information and the law required us to notify you, we would do so without undue delay and explain what happened, what we are doing about it and what you can do to reduce any risk. If you suspect that your interaction with us has been compromised, contact request@cccomponents.lol immediately.
12. Marketing communications
We may occasionally send a short email announcing a restock window, a new line of dosing tubing or a change to a controller part. These messages are sent only to people who have asked for them or who have an existing relationship in which a relevant update is a reasonable expectation under local rules.
Every marketing message includes a simple way to stop receiving further messages. You can also write to request@cccomponents.lol at any time and ask to be removed. We honour those requests promptly and we do not require an explanation.
Operational messages, such as an order confirmation, a dispatch notice or a reply to a technical question, are not marketing and will continue for as long as they are needed to complete the transaction or answer the enquiry.
13. Your rights and choices
Depending on your location, you may have some or all of the following rights in relation to your personal information. We will respond to a valid request within the period required by applicable law, and in many cases much sooner.
- The right to be informed about how your information is used, which this policy is intended to satisfy.
- The right to request a copy of the personal information we hold about you.
- The right to ask us to correct inaccurate or incomplete information.
- The right to ask us to delete information where there is no continuing legal or operational reason to keep it.
- The right to restrict or object to certain processing, including processing based on legitimate interests.
- The right to receive information in a portable format where the law provides for it.
- The right to withdraw consent where processing is based on consent.
To exercise a right, write to request@cccomponents.lol with enough detail for us to identify the records concerned. We may ask for reasonable verification before acting, so that one person cannot obtain another person records. We will not charge a fee for an ordinary request, though a reasonable fee may apply for repeated or manifestly excessive requests.
Some rights are limited. For example, we cannot delete a transaction record that we are legally required to keep, and we may need to retain an enquiry record to resolve a dispute. Where a limitation applies, we will explain it in our reply rather than simply refusing.
14. Privacy for children
This website and the services it describes are intended for adults and for businesses. We do not knowingly collect personal information from children. Reef keeping is a wonderful family activity, and a parent is very welcome to contact us about a family system, but the person who places an order should be an adult with the capacity to enter into a contract.
If we learn that we have collected personal information from a child without appropriate involvement of a parent or guardian, we will delete it promptly. If you believe that a child has provided information to us, please write to request@cccomponents.lol so that we can act.
15. Third party links
The website may link to a manufacturer page, a carrier tracking page or a reference article that we believe is useful. Those pages are operated by other organisations, and their privacy practices are governed by their own notices. We do not control their content or their handling of information.
We choose links with care, but a link is not an endorsement of every practice on the destination site. When you leave our pages, we encourage you to look for the privacy notice of the site you are visiting, particularly where it asks for payment details or personal information.
16. Automated decisions and profiling
We do not make decisions about customers by automated means in a way that produces legal or similarly significant effects. We do not build behavioural profiles for advertising, and we do not use personal information to train a general purpose model.
Routine software assists with stock levels, order routing and email handling, but a person reviews compatibility questions, warranty matters and any decision that affects a customer in a meaningful way. If that ever changed, we would update this policy first and, where required, offer a route to human review.
17. Changes to this policy
We review this policy from time to time. When a change affects how personal information is used, we will update the date at the top of the page and, where the change is significant, provide a clearer notice on the website or by email to people with an active account.
A newer version replaces the earlier one when it is published on this page. We keep earlier versions internally so that we can answer a question about what applied at a particular time. If you would like to know which version applied to an interaction, write to us and we will check.
18. Complaints and contact
If you are unhappy with how we have handled your information, please tell us first. Write to request@cccomponents.lol with a short description of the concern and any reference that helps us locate the relevant record. We aim to acknowledge a complaint promptly and to give a substantive reply within a reasonable period.
If you remain dissatisfied, you may have the right to complain to a data protection authority in your jurisdiction. We will cooperate with a regulator that examines a complaint and, where the law allows, we will tell you which authority is approachable in your region.
Company: Coyon AquaTech Limited
Address: 12/F Elite Centre, 22 Hung To Rd, Kwun Tong, Hong Kong - 999077, Hong Kong (HK)
Email: request@cccomponents.lol
Phone: +16069344807
This policy is provided for information alongside the Terms of Service, which govern the use of the website and the supply of goods. The two documents should be read together, because some topics, such as the handling of a delivery dispute, touch both.