At Voyen Group Limited (Hong Kong) and Voyen Japan K.K. (together, “Voyen”, the “Company”, “we”, “us”, or “our”), your privacy matters. We are an executive search and advisory firm, and we are committed to protecting your personal information and your right to privacy. This Privacy Policy (“Policy”) explains what personal information we collect in connection with our search and advisory services, how we use it, when we disclose it, and the choices and rights available to you. If you have any questions or concerns about this Policy or our practices regarding your personal information, please contact us at [email protected].

1. What data we gather

We collect personal information that you voluntarily provide to us — for example when you register with us, take part in our activities, attend a consultation or interview, submit your résumé, or take part in any competency or psychometric assessment. The personal information we collect depends on the context of your interactions with us and the services you use. It may include:

  • Name and job title
  • References about you
  • The results of inquiries we may make of your former employers, work colleagues, educational institutions, professional associations or registration bodies
  • The results of any competency assessment
  • Information about any litigation, registration, professional disciplinary matter, criminal matter, inquest or inquiry in which you are or have been involved, where relevant to a search
  • Contact information, including email address and telephone number
  • Your enquiry or message to us
  • Career history, experience, qualifications and preferences relevant to a search
  • Website usage data and analytics (including Google Analytics)
  • IP address (which also helps us protect the site against abuse)

2. How we use the information

We use the information in a variety of ways in providing our services and operating our business, including to:

  • Identify and approach you in connection with search mandates and opportunities we believe are relevant to your experience, on behalf of our clients;
  • Operate, maintain, enhance and provide the features of our services, respond to your enquiries, and otherwise provide support;
  • Understand and analyse usage trends and preferences in order to improve our services and develop new ones.

We only share information with your consent, to comply with laws, to provide you with our services, to protect your rights, or to fulfil business obligations. We may process or share the data we hold on the following legal bases:

  • Consent: where you have given us specific consent to use your personal information for a specific purpose.
  • Legitimate Interests: where it is reasonably necessary to achieve our legitimate business interests.
  • Performance of a Contract: where we have entered into a contract with you and need to process your personal information to fulfil its terms.
  • Legal Obligations: where we are legally required to disclose your information in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.
  • Vital Interests: where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, threats to the safety of any person, or illegal activity, or as evidence in litigation in which we are involved.

3. When we disclose the information

Except as described in this Policy, we will not disclose your personal information to third parties without your consent. When you agree to be considered for a specific search or opportunity, you are giving us your consent to share relevant information with the client in question. We may also disclose information in the following circumstances:

  • Any information you voluntarily choose to include in a publicly accessible area of the site will be available to anyone who can access that content.
  • Where you have asked us to represent you to a prospective employer, we will, with your permission, disclose the information reasonably necessary to do so — such as your résumé, experience, and relevant preferences.
  • We work with third-party service providers for website hosting, application development, maintenance and similar services. These providers may access or process your information only as reasonably necessary to perform their functions, and are required to keep it confidential.
  • We may disclose your information if required to do so by law, or in the good-faith belief that such action is necessary to comply with applicable laws, in response to a court order, subpoena or warrant, or to cooperate with law enforcement or governmental agencies.
  • We may disclose your information where we believe, in good faith, that it is appropriate or necessary to take precautions against liability; to protect ourselves or others from fraudulent, abusive, or unlawful activity; to investigate and defend against third-party claims; to protect the security or integrity of our services; or to protect our property or legal rights, or the rights, property, or safety of others.
  • Your information may be disclosed and transferred to an acquirer, successor, or assignee as part of any merger, acquisition, financing, sale of assets, or similar transaction, or in the event of insolvency, bankruptcy, or receivership.
  • We may make certain aggregated, automatically-collected, or otherwise anonymised and non-attributable data available to third parties for purposes such as meeting reporting obligations, business or marketing purposes, or to help such parties understand usage patterns of our services.

4. Your privacy rights and choices

You have the right to access the personal data we hold about you, to challenge it, and to have it erased, rectified or amended. Upon written request, we will provide you with a readable copy of your data record. We may require proof of your identity, and we require up to 10 working days to respond. To make such a request, please contact us at [email protected]. We will consider and act upon any request in accordance with applicable data protection laws.

Where we are relying on your consent to process your personal information, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent, nor the processing of your personal information conducted on lawful grounds other than consent.

As a Hong Kong company, Voyen Group Limited handles personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486). As a Japan company, Voyen Japan K.K. handles personal information in accordance with the Act on the Protection of Personal Information (APPI).

5. Data security and integrity

We store your personal data on our secure and confidential systems, which can only be accessed by employees of Voyen and our third-party data processors. All of our employees and third-party data processors who are involved in the processing of personal data are contractually obliged to respect the confidentiality of your personal data.

We have implemented security policies, rules and technical measures to protect the personal data under our control from unauthorised access, improper use or disclosure, unauthorised modification, and unlawful destruction or accidental loss.

We ensure that your personal data will not be disclosed to any state institutions or authorities except where required by law or other regulation.

We would never send you unsolicited emails asking you to disclose your username, password, or other security details.

6. Changes and updates to this Policy

Please revisit this page periodically to stay aware of any changes to this Policy, which we may update from time to time. If we modify this Policy, we will make the updated version available through the site and indicate the date of the latest revision. Where the modifications materially alter your rights or obligations, we will make reasonable efforts to notify you — for example, by sending a message to the email address we have on file, if any. Your continued use of the site after the revised Policy takes effect indicates that you have read, understood, and agreed to the current version of this Policy.

Right to know and erasure

To find out whether we hold any data about you from previous enquiries, or to have your contact information corrected or removed from our records, please contact us at [email protected].

Contact us

Hong Kong
Voyen Group Limited
Room 2302, 23/F, Lee Garden Two, 28 Yun Ping Road, Causeway Bay, Hong Kong
E.A. Licence No. 65849
Tel: +852 3428 3002 · Email: [email protected]

Japan
Voyen Japan K.K.
VORT Yotsuya 8F, 2-2-18 Yotsuya, Shinjuku-ku, Tokyo 160-0004, Japan
有料職業紹介事業: 13 - ユ - 313666
Tel: +81 3 4570 1428