Privacy Policy

Your Privacy is Our Priority

Last Updated: January 2025 | Effective Date: January 1, 2025

Introduction

Welcome to the Privacy Policy of our accounting services platform in Singapore. This policy describes how we collect, use, protect, and share your personal information in compliance with the Singapore Personal Data Protection Act 2012 (PDPA), the European Union's General Data Protection Regulation (GDPR), and other applicable international privacy laws.

We are committed to protecting your privacy and ensuring transparency in our data practices. This policy applies to all visitors, users, and clients who access our website or utilize our accounting services.

Company Information

Legal Entity: Xihozoi

UEN (Unique Entity Number): 201471447688D

Registered with the Accounting and Corporate Regulatory Authority (ACRA) of Singapore

1. Information We Collect

We collect various types of information to provide and improve our accounting services. The data we collect falls into the following categories:

1.1 Personal Data You Provide

  • Contact Information: Full name, email address, phone number, mailing address, and company name
  • Business Information: Company registration details, UEN, business structure, industry sector, and financial information
  • Communication Data: Messages, inquiries, and correspondence sent through our contact forms, email, or other communication channels
  • Service-Related Data: Information required to provide accounting services, including financial records, tax documentation, and business transactions
  • Payment Information: Billing details, invoice information, and payment history (payment card details are processed by secure third-party payment processors)

1.2 Automatically Collected Data

  • Usage Data: IP address, browser type and version, device information, operating system, pages visited, time spent on pages, referring URLs, and clickstream data
  • Technical Data: Device identifiers, screen resolution, language preferences, and timezone settings
  • Location Data: General geographic location derived from IP address (country and city level)
  • Performance Data: Website performance metrics, error logs, and diagnostic information

1.3 Contact Form Data Collection

When you submit our contact forms, we collect:

  • Full name
  • Email address
  • Phone number
  • Message content and inquiry details
  • Company information (if provided)

Purpose: This information is collected solely for responding to your inquiries and providing requested information about our accounting services.

Storage: Contact form submissions are stored in CSV files on secure servers located in Singapore with restricted access and encryption.

Compliance: Our contact form data collection and storage practices comply with Singapore's PDPA requirements, including obtaining consent and ensuring data security.

1.4 Cookies and Tracking Data

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website performance. Detailed information about cookies is provided in Section 4 below.

2. How We Use Your Information

We process your personal data for specific purposes with appropriate legal bases under GDPR and PDPA:

2.1 Service Delivery (Legal Basis: Contract Performance & Legitimate Interest)

  • Providing accounting, bookkeeping, tax preparation, and business advisory services
  • Processing and managing service requests and inquiries
  • Communicating with you about our services, appointments, and deliverables
  • Managing client accounts and maintaining service records

2.2 Business Operations (Legal Basis: Legitimate Interest)

  • Processing payments and managing billing
  • Maintaining accurate business and financial records
  • Improving our services and website functionality
  • Conducting internal research and analytics
  • Detecting and preventing fraud and security threats

2.3 Legal Compliance (Legal Basis: Legal Obligation)

  • Complying with Singapore tax laws, ACRA requirements, and financial regulations
  • Meeting statutory record-keeping obligations
  • Responding to legal requests and court orders
  • Fulfilling anti-money laundering (AML) and know-your-customer (KYC) requirements

2.4 Marketing and Communications (Legal Basis: Consent)

  • Sending newsletters, service updates, and promotional materials (with your explicit consent)
  • Providing information about new services and special offers
  • Conducting customer satisfaction surveys

2.5 Website Optimization (Legal Basis: Legitimate Interest & Consent)

  • Analyzing website traffic and user behavior
  • Improving website design and user experience
  • Testing new features and functionalities
  • Optimizing content and navigation

3. How We Share Your Information

We respect your privacy and limit data sharing to necessary circumstances. We may share your information with:

3.1 Service Providers and Business Partners

  • Cloud Hosting Services: For secure data storage and website hosting
  • Payment Processors: For secure payment transaction processing
  • Email Service Providers: For sending communications and newsletters
  • Analytics Providers: For website analytics and performance monitoring
  • Professional Advisors: Lawyers, auditors, and consultants when necessary for service delivery

3.2 Regulatory and Legal Authorities

We may disclose your information to government authorities, regulatory bodies, or law enforcement when required by law or to:

  • Comply with legal obligations and court orders
  • Protect our legal rights and property
  • Prevent fraud or security threats
  • Respond to lawful requests from public authorities

3.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy protections.

3.4 Data Sharing Safeguards

All third parties with whom we share data are contractually obligated to:

  • Maintain appropriate security measures
  • Process data only for specified purposes
  • Comply with applicable privacy laws
  • Not use your data for their own purposes

4. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and understand how our website is used. Below is a detailed explanation of our tracking practices:

4.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us recognize you, remember your preferences, and provide personalized experiences.

4.2 Types of Cookies We Use

Essential Cookies

Purpose: Required for website functionality and security

Duration: Session-based or up to 1 year

Data Collected: Session identifiers, security tokens

Legal Basis: Legitimate interest (necessary for service delivery)

Google Analytics

Purpose: Website traffic analysis and performance monitoring

Data Collected: Page views, session duration, bounce rate, traffic sources, user demographics (age, gender, interests), device information, and geographic location

Duration: Up to 26 months

How We Use It: We use Google Analytics to understand how visitors interact with our website, identify popular content, improve user experience, and optimize our marketing efforts

Data Sharing: Data is shared with Google and processed according to Google's privacy policy

IP Anonymization: We have enabled IP anonymization to protect your privacy

Google Ads Conversion Tracking and Remarketing

Purpose: Measuring advertising effectiveness and showing relevant ads

Data Collected: Ad clicks, conversions, pages visited, products viewed, and user interactions

Duration: Up to 540 days

How We Use It: We use Google Ads to track which advertisements lead to inquiries or service requests, and to show relevant ads to visitors who have previously visited our website (remarketing)

Remarketing: You may see our ads on other websites you visit after leaving our site

Facebook Pixel

Purpose: Advertising optimization and audience targeting

Data Collected: Page views, button clicks, form submissions, and custom events

Duration: Up to 180 days

How We Use It: The Facebook Pixel helps us measure the effectiveness of Facebook advertising campaigns, build targeted audiences for future ads, and track conversions from Facebook ads

Custom Audiences: We may create custom audiences based on website visitors for targeted advertising

Data Sharing: Information is shared with Meta/Facebook according to their data policy

4.3 How to Opt-Out and Control Cookies

You have several options to control or opt-out of tracking:

  • Browser Settings: Configure your browser to reject all cookies or notify you when cookies are set. Note that disabling cookies may affect website functionality
  • Google Analytics Opt-Out: Install the Google Analytics Opt-out Browser Add-on
  • Google Ads Settings: Visit Google Ads Settings to manage personalized advertising preferences
  • Facebook Ad Preferences: Adjust your Facebook ad preferences in your Facebook account settings
  • Industry Opt-Out Tools: Use opt-out platforms like Digital Advertising Alliance or Network Advertising Initiative