Privacy Policy
This Privacy Policy explains how Light Media Limited collects, uses, stores and protects personal information in the course of running its lighting trade from the loft at Rm 26 2/F, 118 Wai Yip St, Kwun Tong, Hong Kong - 999077, Hong Kong (HK). The site and the desks described here are operated under the guidance of the developer known as ShiKam Trade, which maintains the digital side of the business on behalf of the company. The policy below is written in plain English so that a retail client, an installer or a visitor to the gallery floor can understand what happens to information before deciding whether to share it.
Contents
- About this policy
- Who we are
- Information we collect
- Lawful bases for processing
- How we use information
- Information in the lighting trade
- Photographs and plan records
- Cookies and local storage
- Measurement and logs
- Sharing with service providers
- International transfers
- How long we keep information
- Security measures
- Your rights
- Marketing messages
- Privacy for children
- Changes to this policy
- Complaints and contact
1. About this policy
This policy covers the website at shikamtrade.autos and every desk, form, meeting and written exchange connected with the lighting trade of Light Media Limited. It applies whether you contact us through the form on the contact page, write to our email address, telephone the gallery counter, visit the loft or receive a plan set from the showroom fit-out desk.
We have tried to avoid legal shorthand where plain words will do. Where a term has a specific meaning, we explain it the first time it appears. This policy is not a contract and does not create rights beyond those already given to you by applicable law. It does, however, describe our real practice: the way information moves through the desks that hang pendants, count bulb lots, draw showroom plans, check dimming, review wiring kits and prepare install quotations.
Reading this policy is free and requires no account. You do not need to accept cookies to read the pages, and you may contact us by telephone or by post if you prefer not to use an online form. If any part of this policy is unclear, our contact details appear at the end, and we welcome a question before you decide to share information.
2. Who we are
Light Media Limited is a company established in Hong Kong and operating a lighting trade from Rm 26 2/F, 118 Wai Yip St, Kwun Tong, Hong Kong - 999077, Hong Kong (HK). The company is the controller of personal information described in this policy, which means the company decides why information is collected and how it is used.
The digital presence of the company, including this website and its forms, is maintained by the developer known as ShiKam Trade. The developer acts on the instructions of the company and does not sell information or use it for any purpose other than supporting the trade. Where this policy refers to we, us or our, it refers to Light Media Limited together with the developer when the developer is handling information on the company behalf.
The gallery counter can be reached by telephone at +18587866364 and by email at central@shikamtrade.autos. Written post may be addressed to the loft address above. Business hours are Monday to Friday from 09:30 to 18:00, and Saturday from 10:00 to 15:00 by appointment.
3. Information we collect
We collect information in three broad ways: information you give us directly, information created while we work with you, and a small amount of technical information generated when a browser loads this website.
Information you give us
When you send a note through the contact form, the form prepares a message in your own mail program. The details you enter, such as your name, email address, subject line and message, travel to us as an ordinary email. We also receive contact details when you telephone the counter, write to our email address, hand over a business card at the loft or request a quotation in person.
For trade work, we may receive the name of your business, the delivery address, the billing address, the name of the person who will receive a batch, and notes about access to a site or a showroom. If you order on behalf of an employer, we may receive the employer name and a purchase reference.
Information created during work
Our desks keep records of the work itself. These records can include batch letters, unit counts, drop heights, photographed sequences, dimming notes, wiring kit checklists, socket maps and quotation lines. Some of these records may contain personal information, such as the name of the person who signed a checklist or the name of a contact at a site.
Technical information
Our hosting provider records standard request information, such as the internet protocol address of a visitor, the time of a request, the page requested and the browser type reported. This information is used to keep the site available and secure. We do not build advertising profiles from it.
4. Lawful bases for processing
Where the law requires a lawful basis, we rely on one or more of the following. First, we process information to perform a contract with you, for example to prepare a quotation, run a pendant batch or deliver a bulb lot. Second, we process information where we have a legitimate interest in running a safe and honest trade, such as keeping batch records and checking that a wiring kit matches a plan.
Third, we process information where you have given consent, for example when you ask to receive occasional trade notes by email. Fourth, we process information where we must comply with a legal obligation, such as a tax or record keeping requirement. Where consent is the basis, you may withdraw it at any time without affecting work already completed.
We do not rely on consent for routine work that a client has asked for. Asking a client to tick a box before we can answer a simple question would be poor practice, and we avoid it. Where a decision could meaningfully affect you, we explain the basis in the notes we send.
5. How we use information
We use information to answer questions, prepare and revise quotations, schedule desk sittings, run pendant batch checks, count and group bulb lots, draw showroom plans, record dimming results and review wiring kits. We also use it to arrange delivery, to confirm receipt and to follow up on any issue raised after an installation.
Information is used to keep records of what was agreed, so that a later discussion starts from the same facts for both sides. This is particularly important in a trade where a batch is judged by eye: a written note on drop heights or a photograph filed against an order number prevents disagreements from becoming a matter of memory.
We also use information to protect the business. That includes detecting fraudulent enquiries, verifying that a delivery address belongs to the client, and keeping a record of who checked a kit. We do not use information for automated decision making that would produce legal effects for you.
6. Information in the lighting trade
A lighting trade involves a great deal of detail. A single pendant order may record a profile name, a finish, a cord length, a canopy type and a drop height for each unit in a sequence. A bulb order may record a base type, a colour temperature group, a lot number and a tray count. A fit-out order may record a ceiling grid, a socket map, a dimming zone and a sight line.
Most of this detail concerns products rather than people. Where a record does include a person, for example the name of a site contact or the signature of a checker, we treat that name as personal information and apply the same rules described in this policy. We keep product records for the periods described later in this policy because they support warranties, reorders and honest dispute resolution.
If you send us a plan, a photograph of a room or a list of fixtures, we use it only to prepare the work you have asked for. We do not publish client plans, and we do not use them in marketing material without a separate written agreement.
7. Photographs and plan records
The pendant batch bays photograph sequences of pendants against reference cards. These photographs are of products on a test rail. Where a photograph happens to include a person, a name badge or a document, we try to crop it before filing. If a photograph clearly identifies a person and that person asks us to remove it, we will do so unless the photograph is needed to keep an accurate record of a dispute.
Showroom plans may contain room names, dimensions and notes written by a client. We store plans by order number and limit access to the desks that need them. Plans are not shared with other clients. Where a contractor needs a plan to install a fit-out, we share only the relevant sheet and only with the client approval.
Site photographs taken during an install quote sitting are kept with the quotation file. They help the desk remember access conditions and the position of existing fixtures. If you prefer that no site photographs be taken, tell the desk at the start of the sitting and the desk will rely on written notes instead.
9. Measurement and logs
We look at aggregate counts of page requests to understand which pages are useful. These counts come from server logs and do not identify an individual. We do not combine them with contact details, and we do not attempt to match a log entry to a named client.
Server logs are kept for a short period for security and troubleshooting, after which they are deleted or aggregated. If a security event occurs, we may keep the relevant log lines for longer while the event is investigated and while any legal reporting obligation is met.
Emails and telephone notes are handled separately from site logs. They are kept in the trade record system described elsewhere in this policy, with access limited to the desks that need them.
11. International transfers
The company operates from Hong Kong and the trade records are kept there. Some service providers, such as hosting and email providers, may process information in other jurisdictions. Where this happens, we choose providers that offer contractual protections for personal information and we limit the information shared to what the service requires.
If you are located outside Hong Kong, your information may be transferred to Hong Kong so that the counter can answer your enquiry and prepare your work. We take reasonable steps to ensure that a transfer does not reduce the protection that this policy describes.
Questions about a specific transfer can be sent to the privacy contact at the end of this policy. We will explain the destination and the safeguard used for the relevant service.
12. How long we keep information
Enquiries that do not lead to work are kept for twelve months and then deleted, unless a longer period is needed to resolve an open question. Quotations are kept for two years so that a client can return to the same figure and the same scope. Trade records for completed orders, including batch notes and wiring checklists, are kept for seven years to support warranties, reorders and legal obligations.
Photographs of pendant sequences and site notes follow the order record. Where no order results, photographs are deleted after twelve months. Dimming notes are kept with the batch record for the same seven year period, because they are the factual basis for later advice.
When a retention period ends, the record is deleted or anonymised. Anonymised material may be kept for statistical purposes, for example average batch sizes or common dimming issues, provided that it no longer relates to an identified person.
13. Security measures
Access to trade records is limited to the desks that need them. Passwords are kept in a managed store, and accounts are reviewed when a person leaves a role. Files are backed up so that a hardware failure does not destroy a client record, and backups are protected by the same access rules as live files.
The website is served over an encrypted connection. Forms on the site prepare a message in your own mail program rather than storing a submission on a server, which reduces the amount of information held online. Email is not perfectly secure in transit, so we ask clients not to send sensitive identity documents unless a secure method has been agreed.
If a security incident affects personal information, we will investigate promptly, take steps to contain it and notify affected persons and any regulator where the law requires it. We will describe the incident in plain words rather than hiding behind technical language.
14. Your rights
Subject to applicable law, you may ask for a copy of the personal information we hold about you. You may ask us to correct information that is wrong or incomplete. You may ask us to delete information that we no longer need, and you may object to a use that relies on our legitimate interest.
You may also ask us to restrict a use while a question is investigated, and you may ask for information in a portable format where the law provides that right. Where consent is the basis for a use, you may withdraw consent at any time. Withdrawal does not affect work already completed or records we must keep by law.
To make a request, write to central@shikamtrade.autos with the words privacy request in the subject line, or telephone +18587866364. We may ask for enough information to confirm your identity before we act, but we will not ask for more than is needed. We aim to respond within thirty days and will tell you if a complex request requires more time.
15. Marketing messages
We do not send marketing email to a person who has not asked for it. If you ask to receive occasional trade notes, we will use the address you give us for that purpose only. Every note includes a simple way to stop receiving further notes, and a request to stop is actioned promptly.
Work related messages, such as a quotation, a delivery confirmation or a dimming note, are not marketing and will continue while the work is active. If you would rather receive those messages by a different channel, tell the desk and we will use the channel you choose where possible.
We do not rent or sell a mailing list. We do not add a client to a trade note list merely because that client has placed an order. A request to be left out of trade notes has no effect on the service you receive.
16. Privacy for children
The trade of Light Media Limited is directed at businesses and at adults who are arranging lighting for a home or a commercial space. This website is not intended for children, and we do not knowingly collect information from a child.
If a child sends a message through the contact form, the desk will not use the details for marketing and will delete the message once it has been answered. If a parent or guardian believes that information about a child has been sent to us, they may contact the counter and we will remove it.
Showroom plans may describe a family home, but a plan is a description of a space rather than a record of a person. We do not ask for the names or ages of household members and do not need such details to prepare a lighting layout.
17. Changes to this policy
We review this policy when our practice changes, for example when a new desk is added or a new service provider is engaged. The date at the top of the page shows the most recent revision. If a change materially affects how we use information already held, we will tell affected clients by email before the change takes effect.
A change will not reduce the protection described in this policy for information already collected without a lawful basis for doing so. Where a new use requires consent, we will ask for that consent rather than assume it from an earlier relationship.
Older versions of this policy can be requested from the privacy contact. We keep a short record of revisions so that a client can see what changed and when.
18. Complaints and contact
If you are unhappy with the way information has been handled, please tell us first. Write to central@shikamtrade.autos with the words privacy complaint in the subject line, or telephone +18587866364 during business hours. Describe what happened and what outcome you are seeking, and the desk will acknowledge the complaint and investigate.
We aim to resolve a complaint within thirty days. If we cannot, we will explain why and give a date by which you will hear from us again. You also have the right to complain to the privacy regulator in Hong Kong or in your own jurisdiction, and we will not treat a complaint to a regulator as a reason to end a working relationship.
The company address for written correspondence is Light Media Limited, Rm 26 2/F, 118 Wai Yip St, Kwun Tong, Hong Kong - 999077, Hong Kong (HK). For privacy matters, the developer known as ShiKam Trade coordinates the response on behalf of the company and will pass your message to the correct desk.