Privacy Policy

MAXSPACE ADVISORY LIMITED is a Hong Kong private company limited by shares and operates the My Office Asia brand. For the purposes of the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong, MAXSPACE ADVISORY LIMITED is the data user responsible for personal data described in this Policy.

Our registered address is Rooms A-B, 25/F, King Palace Plaza, 55 King Yip Street, Kwun Tong, Kowloon, Hong Kong. Privacy, data access and correction enquiries should be addressed to the Data Protection Contact at that address or sent to marketing@myofficeasia.com.

We may collect identity and contact details such as your name, organisation, job title, email address, telephone or messaging details; the contents of your communications; and office-search information such as team size, preferred districts, budget, move-in timing, workspace type, viewing preferences and shortlisted locations.

If you are a workspace operator, provider or supplier, we may also collect your business contact details, location and inventory information, approved marketing materials, update instructions and records of introductions or commercial discussions.

When you use the website, our hosting, security and analytics systems may process technical information such as IP address, browser and device information, referring page, campaign parameters, pages viewed, interaction events and performance data. Analytics information is collected only after the applicable consent setting has been enabled.

We collect personal data when you submit a website form, contact us by email, telephone, WhatsApp, LinkedIn or another channel, attend an operator viewing, ask us to approach a workspace operator, provide listing materials, or otherwise correspond with us. We may also receive business contact information from an introducer, workspace operator, service provider or publicly available professional source where it is fair and relevant to our services.

Fields marked as required on a form are needed so that we can identify the request and respond. If required data is not supplied, we may be unable to process the enquiry, arrange a viewing or review a workspace submission. Other information is voluntary, although incomplete information may limit the options or assistance we can provide.

We use personal data to review and respond to office enquiries; clarify requirements; prepare shortlists; confirm availability, pricing and services; make relevant introductions; arrange viewings; support proposal comparisons and commercial discussions; and maintain records of enquiries, introductions and outcomes.

We also use personal data to review workspace-operator submissions, prepare and maintain website listings, manage business relationships, deliver and secure the website, prevent abuse, troubleshoot enquiries, measure performance where analytics consent has been given, comply with legal and regulatory obligations, and establish or defend legal rights.

We will not use personal data for a new purpose unrelated to the purpose for which it was collected unless the use is permitted by law or we first obtain the required consent.

To progress a flexible-workspace requirement, we may disclose relevant contact and brief information to workspace operators, centre representatives and professional advisers involved in identifying options, confirming proposals or arranging operator viewings. We share only information reasonably needed for that purpose and do not publish enquiry contact details on the website.

We may also disclose personal data to personnel and contractors supporting My Office Asia; providers of website hosting, database, email, communications, analytics, mapping, file storage, security and technical support; accountants, insurers, lawyers and other professional advisers; and regulators, courts, law-enforcement bodies or other persons where disclosure is required or permitted by law.

Some service providers or recipients may process personal data outside Hong Kong. We take reasonably practicable steps to use providers and safeguards appropriate to the nature of the data, including confidentiality, security and retention controls. Overseas laws and access rights may differ from those in Hong Kong.

Submitting an office enquiry does not by itself subscribe you to direct marketing. We will use personal data to send named promotional or market-update communications only after giving the notices and obtaining the consent or indication of no objection required by Hong Kong law.

You may withdraw a direct-marketing consent or opt out at any time, without charge, by using the unsubscribe method in the communication or contacting marketing@myofficeasia.com. Service communications about an active enquiry, viewing or transaction are not direct marketing.

The website uses browser storage for essential preferences such as your cookie choices and for features such as saved or compared offices. Saved and compared office selections are stored on your device and are not submitted to My Office Asia unless you include them in an enquiry.

With analytics consent, we use Vercel Analytics and Speed Insights and may use Google Analytics 4 through Google Tag Manager to understand website usage, interactions and performance. With marketing consent, Google Tag Manager may also run Google Ads measurement tags such as Conversion Linker. You can reject or change non-essential preferences at any time through Cookie settings in the website footer.

When analytics or marketing consent permits, we may retain first-touch and last-touch campaign parameters and Google advertising click identifiers such as gclid, gbraid and wbraid in first-party browser storage and include them with an enquiry. We do not send form names, email addresses, telephone numbers or message text in ordinary website analytics events. Enhanced conversions using customer data are not enabled unless the required consent, contractual and operational approvals are separately confirmed.

You can also remove browser storage through your browser settings. Disabling essential storage may prevent preferences or saved-office features from working correctly.

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected and any directly related purpose. The period depends on whether an enquiry remains active, whether an introduction or transaction resulted, the nature of our operator relationship, and applicable legal, accounting, dispute and record-keeping requirements.

Inactive enquiries that did not result in an ongoing relationship are reviewed for deletion or anonymisation after the operational follow-up period. Records needed to document an introduction, transaction, commission, complaint or legal obligation may be retained for up to seven years after the relevant matter ends, or longer where lawfully required. Analytics and security records follow the applicable provider settings and are deleted or aggregated when no longer needed. Device-only preferences remain until you clear them.

We use reasonably practicable technical and organisational measures intended to protect personal data against unauthorised or accidental access, processing, erasure, loss or use. Access is limited to people and providers who need the information for an authorised purpose.

No internet transmission or storage system is completely secure. Please do not send identity documents, financial credentials or other sensitive information unless we have specifically requested it and agreed a suitable transfer method.

Under the Hong Kong Personal Data (Privacy) Ordinance, you may make a written request to find out whether we hold your personal data, obtain a copy and request correction of inaccurate data. Requests should be sent to the Data Protection Contact at Rooms A-B, 25/F, King Palace Plaza, 55 King Yip Street, Kwun Tong, Kowloon, Hong Kong or marketing@myofficeasia.com. We may ask for information needed to verify identity and locate the relevant records.

We will handle a valid data access or correction request within the period required by law. A reasonable, non-excessive fee may be charged for a data access request where permitted. You may also ask us to stop direct marketing or delete data that is no longer required; deletion requests are assessed subject to applicable legal and record-keeping obligations.

If you communicate with us through WhatsApp, LinkedIn, Microsoft or another third-party service, that provider processes information under its own terms and privacy practices. Links to workspace-operator websites are provided for convenience; we do not control how those third parties handle personal data submitted directly to them.

My Office Asia provides business workspace services and is not directed to persons under 18. We do not knowingly request personal data from children. If you believe a child has supplied personal data to us, please contact us so that we can assess and remove it where appropriate.

We may update this Policy when our services, providers or legal obligations change. The version published on this page applies from the effective date shown above; material changes will be highlighted where reasonably practicable.

Questions or complaints about this Policy or our handling of personal data may be sent to marketing@myofficeasia.com or the Data Protection Contact at our registered address.