Privacy Policy

Samplehub is committed to protecting your privacy and handling personal data in accordance with Hong Kong law, including the Personal Data (Privacy) Ordinance (Cap. 486). This policy applies when you visit our website, create or use an account, search materials, request samples, manage projects, contact us, or otherwise use the Samplehub platform and services.

This policy is intended to give clear information about the kinds of personal data we collect, why we collect it, how we use it, who we may share it with, how long we keep it, and the choices and rights available to you.

For the purposes of Hong Kong privacy law, Samplehub is the data user responsible for determining how and why personal data is collected and used through the platform and services.

If you have questions about this policy or want to make a privacy request, contact us at support@samplehub.com.

We may collect identifying and contact information, such as your name, email address, telephone number, company, role, and account details. We may also collect authentication information needed to secure your account.

We may collect professional information to assess account eligibility, support brand or supplier relationships, and operate sample workflows. This may include your employer, job title, professional profile, project type, project location, sample interests, material preferences, and communications with Samplehub, brands, suppliers, or support.

When you use the platform, we may collect usage and interaction data such as pages viewed, searches, clicks, saved materials, project activity, device and browser information, IP address, cookies, and similar technical data. You may also provide files, images, comments, notes, folder names, project data, or other content through the services.

We use personal data to create and manage accounts, review member applications, provide material search and sampling services, process sample requests, coordinate local delivery, manage projects and boards, communicate with you, respond to support requests, maintain security, prevent misuse, improve the platform, and comply with legal and regulatory obligations.

We may also use personal data to manage brand and supplier sourcing, operate marketing and member communications where permitted by law, administer events or promotions, maintain business records, handle invoices and accounting, review contracts, and respond to privacy or legal requests.

We only collect and use personal data for purposes that are lawful and directly related to Samplehub's functions and services, or for purposes that you have been notified of and, where required, consented to.

We may share personal data with brands, suppliers, manufacturers, local courier or logistics partners, payment or billing providers, hosting and cloud providers, customer support tools, analytics and security providers, and other service providers that help us operate the platform and services.

We may share information with public authorities, regulators, courts, law enforcement, professional advisers, or other parties where required or permitted by Hong Kong law, to enforce our terms, to protect rights, property, safety, and security, or to prevent fraud, abuse, or unlawful activity.

Service providers that process personal data for us are expected to use it only for the purposes we authorize and to protect it with appropriate confidentiality and security measures.

Samplehub operates in Hong Kong, but some service providers, systems, or business partners may store or process personal data outside Hong Kong. Where personal data is transferred outside Hong Kong, we take reasonable steps to ensure that the recipient protects the data in a manner consistent with this policy and applicable Hong Kong privacy requirements.

By using the platform and services, you understand that your personal data may be processed in jurisdictions with data protection laws that differ from those in Hong Kong.

We use reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, authentication safeguards, encryption or pseudonymization where appropriate, monitoring, and internal policies for handling personal data.

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including account management, service delivery, business records, legal compliance, dispute resolution, and security. Retention periods may vary depending on the type of data, the purpose of collection, and applicable legal or operational requirements.

Subject to applicable Hong Kong law, you may request access to personal data that Samplehub holds about you and request correction of personal data that is inaccurate. You may also contact us about account updates, communications preferences, deletion requests, or other privacy questions.

To make a request, contact support@samplehub.com and include enough information for us to identify your account and understand the request. We may ask for additional information to verify your identity before responding.

If you believe your personal data has not been handled properly, you may contact us first at support@samplehub.com. You may also have the right to contact the Office of the Privacy Commissioner for Personal Data in Hong Kong.

We may update this Privacy Policy from time to time. Changes are effective when posted on the platform unless a later effective date is stated. If we make material changes, we may provide additional notice through the platform, by email, or by another reasonable method.

Your continued use of the platform or services after an updated policy becomes effective means you acknowledge the updated policy.