Terms of Use

Welcome to the Hong Kong Company Secretary System (HKSS). These Terms of Use govern your access to and use of the HKSS platform and services provided by Cloudsoft Technology Limited (hereinafter referred to as "the Company", "we", "us", or "our"). By accessing or using HKSS, you agree to be bound by these Terms of Use. If you do not agree to these terms, please do not use our services.

1. Definitions

• "HKSS" or "System" refers to the Hong Kong Company Secretary System, a Software-as-a-Service (SaaS) platform developed and operated by Cloudsoft Technology Limited.
• "User" or "You" refers to any individual or entity that subscribes to and uses the HKSS services.
• "Client Data" refers to all information, data, and materials that Users input, store, or process through the System, including but not limited to client company information, shareholder details, and due diligence records.
• "Services" refers to all features, functions, and services provided through the HKSS platform.

2. Service Description

HKSS is a subscription-based SaaS platform designed primarily for Hong Kong Trust and Company Service Provider (TCSP) license holders and company secretarial service providers. The System provides the following core functionalities:

• Storage and management of client company data, including company information, shareholder and share details, and background information for due diligence purposes;
• Generation of various statutory and non-statutory documents for the Hong Kong Companies Registry, Inland Revenue Department, and internal client company use based on stored data;
• Conducting due diligence work for clients and generating periodic compliance reports.
• Secure integration with supported cloud storage services, such as Google Drive, for storing, creating, updating, downloading, and deleting client documentation within your authorized accounts;

All cloud storage actions (including creating, uploading, editing, moving, copying, downloading, and deleting files or folders) are executed only when initiated or scheduled by you or your authorized users, and are limited to the scopes and directories you designate during the integration setup.

3. User Eligibility and Registration

To use HKSS, you must:

• Be a legal entity or individual authorized to provide company secretarial services in Hong Kong;
• Provide accurate, current, and complete information during the registration process;
• Maintain and promptly update your account information to keep it accurate, current, and complete;
• Be responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You agree to immediately notify us of any unauthorized use of your account or any other breach of security.

4. User Obligations and Responsibilities

As a User of HKSS, you agree to:

• Use the Services only for lawful purposes and in accordance with these Terms of Use and all applicable laws and regulations;
• Be solely responsible for the accuracy, quality, integrity, legality, and appropriateness of all Client Data you input or upload to the System;
• Ensure that you have obtained all necessary consents, permissions, and authorizations from your clients to store and process their data through the System;
• Comply with all applicable data protection laws, including but not limited to the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong;
• Not use the Services to transmit any viruses, malware, or other harmful code;
• Not attempt to gain unauthorized access to the System, other user accounts, or computer systems or networks connected to the System;
• Not interfere with or disrupt the integrity or performance of the System or the data contained therein.
• Ensure that you have the necessary rights to authorize HKSS to access and process any third-party storage accounts (for example, Google Drive) connected to the Services;
• Regularly review and manage the access permissions you grant to HKSS through third-party providers, and disconnect any integration you no longer wish to use;
• Not upload or store through the Services any unlawful, infringing, or sensitive content that is prohibited by applicable laws, professional standards, or the policies of the relevant third-party provider;

By connecting a third-party storage account, you confirm that doing so does not violate your contractual or confidentiality obligations and that you remain solely responsible for the content you choose to synchronize.

5. Document Templates and Generated Content

The System provides templates and tools for generating various documents, reports, and forms. You acknowledge and agree that:

• You are solely responsible for reviewing, verifying, and approving all documents generated through the System before use or submission to any authority;
• If you request the Company to create custom templates or use specific document formats, you warrant that such templates do not infringe any intellectual property rights or violate any laws;
• The Company shall not be liable for any errors, inaccuracies, or legal issues arising from the use of templates or generated documents, whether provided by the Company or customized at your request;
• Any legal consequences resulting from the use of infringing, illegal, or inaccurate templates or documents shall be borne solely by you.

6. Data Security and Privacy

We are committed to protecting your data and Client Data in accordance with applicable laws and regulations. We implement:

• Bank-level encryption for data transmission;
• Commercial-grade firewalls and security measures;
• Database-level data isolation between different user accounts;
• Daily data backups;
• The ability for users to export and migrate their data at any time.

When you enable a cloud storage integration, we store only the minimum metadata and access tokens necessary to perform the requested actions, using industry-standard encryption to protect them. Google Drive integration allows you to create, view, and manage files in folders you designate within your Google Drive, and we never take ownership of those files.

If you authorize HKSS to access your Google services, we will use the data received from Google APIs solely to deliver the requested features, in compliance with the Google API Services User Data Policy (including the Limited Use requirements). We do not sell or use Google user data for advertising, and human access is only allowed when required for security, to comply with the law, or when you provide explicit consent. You may revoke HKSS access at any time via https://myaccount.google.com/permissions. Where an operation requires downloading file content for processing, the content is retained only for the duration needed to complete that operation and is then promptly discarded.

We will not intentionally disclose, share, or sell your data or Client Data to third parties, except:

• As required by law, court order, or government authority;
• With your explicit consent;
• To protect the rights, property, or safety of the Company, our users, or the public.

For more information about how we collect, use, and protect your data, please refer to our Privacy Policy.

7. Limitation of Liability

To the maximum extent permitted by applicable law, the Company shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, use, goodwill, or other intangible losses;
• Any damages resulting from unauthorized access to, alteration of, or deletion of your data caused by force majeure events including but not limited to natural disasters, earthquakes, floods, fires, wars, riots, terrorist attacks, hacker attacks, malicious destruction, network failures, or other unforeseeable or unavoidable circumstances;
• Any errors, inaccuracies, or omissions in the content or documents generated through the System;
• Any actions taken or not taken based on the content or documents generated through the System;
• Any loss or damage resulting from your failure to maintain the security of your account credentials;
• Any interruption, suspension, or termination of the Services, whether temporary or permanent;
• Any legal consequences arising from the use of infringing, illegal, or inaccurate templates or documents provided by you or at your request.

In any event, the Company's total liability to you for all claims arising out of or relating to these Terms of Use or the Services shall not exceed the amount paid by you to the Company in the twelve (12) months preceding the event giving rise to the liability.

8. Disclaimer of Warranties

The Services are provided "as is" and "as available" without warranties of any kind, either express or implied. To the fullest extent permitted by law, the Company disclaims all warranties, including but not limited to:

• Warranties of merchantability, fitness for a particular purpose, and non-infringement;
• Warranties that the Services will be uninterrupted, timely, secure, or error-free;
• Warranties regarding the accuracy, reliability, or completeness of any content or documents generated through the System;
• Warranties that any defects in the Services will be corrected.

The Company does not warrant that the Services will meet your requirements or expectations, and you use the Services at your own risk.

9. Indemnification

You agree to indemnify, defend, and hold harmless the Company, its affiliates, officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to:

• Your use or misuse of the Services;
• Your violation of these Terms of Use;
• Your violation of any rights of another party, including any intellectual property rights;
• Any Client Data you provide or process through the System;
• Any documents or templates you provide or request, or any documents generated through the System based on such templates.

10. Intellectual Property Rights

The System, including all software, source code, designs, graphics, user interface, and content (excluding Client Data), is owned by the Company and is protected by intellectual property laws. You acknowledge that:

• The Company retains all rights, title, and interest in and to the System;
• You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Services solely for your business purposes in accordance with these Terms of Use;
• You shall not copy, modify, distribute, sell, lease, or reverse engineer any part of the System;
• You retain all rights, title, and interest in and to your Client Data.

11. Subscription and Payment

Access to HKSS requires a paid subscription. By subscribing to our Services:

• You agree to pay all fees associated with your chosen subscription plan;
• Subscription fees are billed in advance on a recurring basis (monthly or annually) unless otherwise specified;
• All fees are non-refundable except as expressly stated in our Refund Policy;
• We reserve the right to modify our pricing structure at any time, with notice provided to existing subscribers;
• Failure to pay subscription fees may result in suspension or termination of your account and access to the Services.

12. Service Modifications and Termination

The Company reserves the right to:

• Modify, suspend, or discontinue any aspect of the Services at any time, with or without notice;
• Update, upgrade, or change the System features and functionality;
• Suspend or terminate your account and access to the Services if you violate these Terms of Use or engage in any fraudulent, abusive, or illegal activity;
• Perform scheduled or emergency maintenance that may temporarily interrupt access to the Services.

Upon termination of your subscription, your access to the Services will cease, and we may delete your account and Client Data in accordance with our data retention policies. We recommend that you export your data before termination.

13. Third-Party Services and Links

The System may contain links to or integrate with third-party websites, services, or resources. The Company:

• Does not endorse or assume any responsibility for any third-party services or content;
• Is not responsible for the availability, accuracy, or content of such third-party services;
• Shall not be liable for any damage or loss caused by your use of or reliance on any third-party services.

Your use of third-party services is governed by their respective terms and conditions and privacy policies.

For integrations such as Google Drive, you acknowledge that:

• The storage and availability of files are subject to the applicable terms of the third-party provider, and the Company is not responsible for outages or data loss attributable to that provider;
• You are responsible for reviewing the third-party provider's terms of service, privacy policy, and security documentation to ensure they meet your compliance obligations.

14. Confidentiality

Both parties acknowledge that during the course of using the Services, they may have access to confidential information. Each party agrees to:

• Maintain the confidentiality of all confidential information disclosed by the other party;
• Use such confidential information only for the purposes contemplated by these Terms of Use;
• Not disclose confidential information to any third party without prior written consent, except as required by law.

15. Compliance with Laws

You agree to comply with all applicable laws and regulations in your use of the Services, including but not limited to:

• The Companies Ordinance (Cap. 622) of Hong Kong;
• The Anti-Money Laundering and Counter-Terrorist Financing Ordinance (Cap. 615) of Hong Kong;
• The Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong;
• All other applicable local, national, and international laws and regulations.

16. Governing Law and Dispute Resolution

These Terms of Use shall be governed by and construed in accordance with the laws of the Hong Kong Special Administrative Region, without regard to its conflict of law provisions. Any disputes arising out of or relating to these Terms of Use or the Services shall be subject to the exclusive jurisdiction of the courts of Hong Kong.

17. Severability

If any provision of these Terms of Use is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid, illegal, or unenforceable provision shall be replaced with a valid provision that most closely reflects the intent of the original provision.

18. Entire Agreement

These Terms of Use, together with our Privacy Policy and Refund Policy, constitute the entire agreement between you and the Company regarding the use of the Services and supersede all prior or contemporaneous communications and proposals, whether oral or written, between you and the Company.

19. Amendment of Terms

The Company reserves the right to modify these Terms of Use at any time. We will notify you of any material changes by:

• Posting the revised Terms of Use on the System with an updated effective date;
• Sending notification to your registered email address.

Your continued use of the Services after the effective date of the revised Terms of Use constitutes your acceptance of the changes. If you do not agree to the revised terms, you must discontinue using the Services.

20. Contact Information

If you have any questions or concerns about these Terms of Use or the Services, please contact us at:

Cloudsoft Technology Limited
Email: [email protected]

Last Updated: November 04, 2025