Privacy Policy
MatchaMoments
Last updated: February 2, 2026
MatchaMoments ("we", "us", or "our") is committed to protecting your privacy and handling your personal data responsibly. We comply fully with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong ("PDPO") and the relevant codes/guidance from the Office of the Privacy Commissioner for Personal Data ("PCPD").
This Privacy Policy explains how we collect, use, disclose, store, and protect your personal data when you interact with us, including booking or receiving counseling services (in-person, online, or via phone), visiting our website, or contacting us.
1. Types of Personal Data We Collect
We may collect the following types of personal data:
Contact information (e.g., name, email address, phone number, address).
Demographic details (e.g., age range, gender, occupation).
Health and mental health-related information (e.g., reasons for seeking counseling, medical/mental health history, session notes – this is sensitive personal data under PDPO).
Payment and billing details (if applicable, often handled by secure third-party processors).
Technical data (e.g., IP address, browser type, device information if using our online platform).
Any other information you voluntarily provide during intake forms, sessions, emails, or communications.
We collect only data that is necessary, adequate, and not excessive for providing counseling services (DPP1).
2. How We Collect Personal Data
Directly from you (e.g., inquiry forms, intake questionnaires, during sessions).
From third parties with your consent (e.g., referrals from other professionals).
Automatically via website/tools (e.g., cookies – see our cookie notice if applicable).
We collect data lawfully and fairly, and we will provide a Personal Information Collection Statement (PICS) at the point of collection where required.
3. Purposes for Which We Use Your Personal Data
We use your personal data for:
Providing and managing counseling/therapy services.
Scheduling and reminding you of appointments.
Communicating with you (e.g., confirmations, updates).
Processing payments (if applicable).
Maintaining accurate client records.
Complying with legal, ethical, or professional obligations.
Improving our services (anonymized/aggregated data only).
Other purposes directly related to the above.
We will not use your data for new purposes without your consent or as permitted by law (DPP3).
4. Disclosure of Personal Data
Your personal data, especially session-related information, is treated with strict confidentiality. We do not sell or rent your data.
We may disclose your data:
To our staff/counselors (on a need-to-know basis).
To third-party service providers (e.g., secure cloud storage, payment gateways, IT support) bound by confidentiality and PDPO-compliant contracts (DPP2 & DPP4).
If required by law, court order, or regulatory authority.
In exceptional cases to protect your safety or others (e.g., imminent risk of serious harm to self/others, child/elder abuse, as required/allowed under Hong Kong law, ethical codes, or Article 14 of the Hong Kong Bill of Rights).
5. Data Security
We take all practicable steps to protect your personal data from unauthorized access, loss, misuse, alteration, or disclosure (DPP4). Measures include:
Secure storage and encryption where appropriate.
Access controls and staff training.
Secure disposal when no longer needed.
However, no method of transmission/storage is 100% secure.
6. Data Retention
We retain personal data only as long as necessary for the purposes collected or to meet legal/professional requirements (DPP2). Session notes/records are typically kept for 7 years after last contact (or longer if required by law/ethics), then securely destroyed.
7. Your Rights Under PDPO
You have the right to:
Access your personal data we hold (DPP6) (may incur handling fee).
Request correction of inaccurate data.
Withdraw consent (where consent is the basis – note this may affect service provision).
Lodge complaints with us or the PCPD.
To exercise these rights, contact us at matchamoments2025@gmail.com. We may charge a reasonable fee for access requests and will respond within statutory timeframes.
8. Changes to This Policy
We may update this Policy. Changes will be posted here with the updated date. Continued use of our services constitutes acceptance.
9. Contact Us
For privacy queries, please email matchamoments2025@gmail.com