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Privacy Policy

Effective date:

1. Introduction

Okya Limited (“Okya”, “we”, “our”, or “us”) is committed to protecting personal data and maintaining transparency in how we collect, use, and safeguard information.

This Privacy Policy explains how we process personal data when you:

  • visit our website (okya.co)
  • interact with us
  • use our services

2. Who We Are

Okya Limited is a cloud-based SaaS platform providing integrated solutions for restaurants, hospitality, and retail businesses.

Contact: [email protected]

Address: Universal Trade Centre, 29F Unit 2904-05, 3 Arbuthnot Road, Central, Hong Kong 999077

3. Scope

This policy applies to:

  • Website visitors
  • Prospective customers
  • Business customers
  • End-user data processed through our platform

Important: Okya acts as a Data Controller for website & marketing data, and as a Data Processor for customer data processed via our platform.

4. End Users of Our Customers

If you are a diner, loyalty member or other end user of a restaurant or business that uses Okya, that business decides how your data is used and is the controller of that data. Please contact that business to access, correct or delete your data.

If you contact us instead, we will pass your request on to the business concerned. We will not respond to it ourselves unless that business asks us to.

5. Personal Data We Collect

A. Information You Provide

  • Name
  • Email
  • Company
  • Phone number
  • Messages / inquiries

B. Automatically Collected Data

  • IP address
  • Device & browser information
  • Usage data
  • Location (approximate)

C. Platform Data (via Customers)

  • Customer/end-user data
  • Transaction data
  • Order data
  • Behavioral data

6. How We Use Data

We process personal data to:

  • Provide and operate our services
  • Respond to inquiries and support requests
  • Improve platform performance and functionality
  • Ensure security and prevent fraud
  • Comply with legal obligations
  • Communicate with users and customers

7. Marketing Communications

If you tick the box on our contact form or otherwise tell us you want to hear from us, we will send you news and product updates by email. We do this only with your consent, which is separate from sending us an enquiry. We keep a record of when and how you agreed.

You can unsubscribe at any time using the link in any message, or by emailing [email protected]. Opting out of marketing does not stop us replying to your enquiries or sending you service messages.

9. Cookies & Tracking

We use cookies and similar technologies to:

  • Operate the website
  • Analyze usage via Google Analytics, with your consent
  • Improve performance

We place only the cookies that are strictly necessary to run the website until you agree to others. Where required by law, we obtain your consent before placing non-essential cookies, including Google Analytics cookies, and you can withdraw that consent at any time. Declining does not affect your use of the site or your ability to contact us. You can also block or delete cookies in your browser settings.

10. Data Sharing

We may share data with:

  • Infrastructure providers (e.g., cloud hosting)
  • Payment providers
  • Analytics tools
  • Service providers and subprocessors
  • Authorities where legally required

For our website and enquiries, we currently use HubSpot (customer relationship management), Cloudflare (website hosting, security and form handling) and, if you consent, Google (analytics). These providers may process data in the United States and other countries.

We ensure all third parties process data securely and in compliance with applicable laws.

11. International Transfers

We may process data globally. Where required, we implement safeguards such as Standard Contractual Clauses (SCCs) and equivalent legal protections to ensure data is transferred securely.

12. Data Security

Okya maintains a security program designed to protect the confidentiality, integrity, and availability of personal data.

This includes:

  • Encryption (in transit and at rest)
  • Access controls and authentication
  • Monitoring and logging
  • Backup and recovery systems

Okya maintains controls aligned with SOC 2 Type II, and undergoes periodic audits and renewal processes.

In the event of a personal data breach that is likely to result in a risk to individuals, Okya will notify affected parties and relevant authorities as required by applicable law.

13. Data Retention

We retain personal data only as long as necessary to:

  • Provide services
  • Meet legal obligations
  • Resolve disputes

Data is securely deleted or anonymized when no longer required.

14. Your Rights

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent

To exercise your rights, contact: [email protected]

We will respond to verified requests within 30 days, or as otherwise required by applicable law.

You also have the right to complain to the data protection authority where you live or work. In Thailand this is the Personal Data Protection Committee. In Hong Kong it is the Office of the Privacy Commissioner for Personal Data. We would welcome the chance to address your concern first, so please contact us at [email protected].

15. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except as may be processed by customers through their own use of the service in accordance with applicable law.

16. Updates to This Policy

We may update this Privacy Policy periodically. When we do, we will update the Effective Date above. If changes are material, we may provide additional notice where appropriate.

17. Contact Us

If you have questions about this Privacy Policy or how we handle personal data, please contact:

Okya Limited

Email: [email protected]

Address: Universal Trade Centre, 29F Unit 2904-05, 3 Arbuthnot Road, Central, Hong Kong 999077