Privacy Policy

1. Introduction

YIVA Digital Ltd ("YIVA Digital", "we", "us", or "our") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit www.yivadigital.com ("Site") or use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Site.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We may collect the following categories of personal data:

3. How We Use Your Data

We use your personal data for the following purposes:

• Providing services: To create and manage your account, deliver consultancy services, and respond to enquiries.
• Personalisation: To tailor content recommendations and tool suggestions based on your industry and China market goals.
• Communications: To send service-related emails, newsletters (with your consent), and consultation follow-ups.
• CRM management: We use HubSpot to manage client relationships. Your contact and enquiry data may be stored in HubSpot CRM.
• Analytics: To understand how visitors use our Site and improve our services.
• Legal compliance: To comply with applicable laws and regulations.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: Processing necessary to perform a contract with you (e.g., delivering services you have requested).
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services and preventing fraud.
• Consent: Where you have given explicit consent, such as subscribing to our newsletter or using Google OAuth to sign in.
• Legal obligation: Where we are required to process data to comply with a legal obligation.

5. Data Sharing

We do not sell your personal data. We may share your data with the following third parties:

• HubSpot: Our CRM platform for managing leads, bookings, and email communications. HubSpot processes data in accordance with its own privacy policy.
• OpenAI: AI conversation data may be processed by OpenAI's API to generate responses. We do not send personally identifiable information to OpenAI unless explicitly included in a chat message.
• Google: If you choose to sign in with Google, your Google account information is processed in accordance with Google's Privacy Policy.
• Manus (hosting platform): Our website is hosted on Manus infrastructure. Server logs and file storage are managed by Manus.
• Analytics providers: Anonymised usage data may be shared with analytics services to help us understand Site performance.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Account data is retained for the duration of your account and for up to 3 years after account closure. Lead and enquiry data is retained for up to 5 years for business relationship purposes.

7. Cookies

We use cookies and similar tracking technologies to enhance your experience on the Site. These include:

• Essential cookies: Required for the Site to function, including session authentication cookies.
• Analytics cookies: Used to collect anonymised information about how visitors use the Site.
• Preference cookies: Used to remember your settings, such as your preferred site theme.

You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the Site.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your personal data ("right to be forgotten").
• Right to restriction: Request that we restrict processing of your data in certain circumstances.
• Right to data portability: Request transfer of your data to another organisation in a structured, machine-readable format.
• Right to object: Object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encrypted data transmission (HTTPS), hashed password storage, and access controls. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

10. International Transfers

Some of our third-party service providers (including HubSpot and OpenAI) are based outside the UK. Where we transfer personal data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO).

11. Children's Privacy

Our Site and services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by a revised "Last updated" date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Contact & Complaints

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been processed unlawfully.