1. Introduction
This Privacy Policy explains how ChengDu QiaChiLan Network Technology Co., Ltd. collects, uses, stores and protects personal information when people visit our website, contact our orchid desk or engage our integrated systems design services. The website and the services described here are operated by the Company from Room 910, 9/F, Unit 1, Building 4, No 50 Zhaojuesi South Road, Chenghua District, ChengDu City - 610000, China (CN).
This policy is published by SwiftOrchid, the operating name used by the Company for its gallery website and desk. When this policy refers to the Company, we, our or us, it refers to ChengDu QiaChiLan Network Technology Co., Ltd., and the operating name SwiftOrchid sits behind the same obligations described below. We take privacy seriously because trust is the soil in which a long working relationship grows. Without trust, no system we design can be truly useful, and no gallery can be truly welcoming.
We have written this policy in plain language wherever possible so that you can understand what happens to your information without needing a lawyer at your side. If any part remains unclear after reading it, you are welcome to write to bloom@swiftorchid.buzz and a member of the desk will explain it in more detail. We would rather answer a question early than leave a visitor uncertain about how their information is treated.
This policy applies to our website, to messages you send us by email, phone or contact form, and to the personal information we handle while providing our services. It does not apply to websites operated by other organisations, even where we link to them from our pages. Please take a moment to read each section so that you understand your choices and the protections we have put in place on your behalf.
2. Scope of this policy
The scope of this policy covers personal information relating to visitors, prospective clients, current clients, suppliers and other individuals who interact with the Company. It covers information gathered through this website, through direct correspondence and through the delivery of our design and support engagements. It does not cover information that has been aggregated or anonymised so thoroughly that no individual can be identified from it.
Where we act as a processor on behalf of a client, for example when we design and run a system that holds data owned by that client, the terms of the client engagement govern how that data is handled, and the client remains responsible for the individuals whose information is stored in the system. In that situation this policy describes our own practices as a careful steward, while the client privacy notice describes the relationship between the client and the people whose information is held.
This policy does not create rights for any third party beyond those that already exist under applicable law. Where a provision of this policy conflicts with a mandatory legal requirement, the legal requirement prevails, and we will amend the policy to reflect it as soon as practicable. Nothing in this policy limits any right you may have under the laws of the place where you live.
3. Information we collect
We collect only the personal information that is reasonably necessary to respond to your request, provide our services or operate the website. The categories below describe the kind of information we may hold. The exact information depends on how you choose to interact with us.
Information you provide directly
- Your name, organisation name and job title when you write to the desk or submit a contact form
- Your email address, phone number and postal address when you ask us to reply or to visit
- The content of the messages, briefs and notes you send to us, including attachments
- Billing and payment details when you engage our services and an invoice is required
- Records of meetings, calls and project decisions that form part of a collector letter library
Information collected automatically
- Technical information such as browser type, device type and operating system
- Server log entries recording the time of a visit and the pages requested
- General location information inferred from an Internet address, at city level only
- Error reports and performance measurements gathered to keep the site reliable
Information from third parties
- Publicly available information about an organisation when preparing for a first conversation
- Referral details shared by a partner who introduces you to the desk, with your knowledge
- Correspondence forwarded to us where you are already a participant in that thread
We do not deliberately collect sensitive personal information such as health data, religious beliefs or political views. If you include such information in a message voluntarily, we will treat it with the same care described in this policy but we ask that you share only what is genuinely needed. We do not purchase personal information from data brokers, and we do not build advertising profiles from the people who visit our site.
4. How we collect information
Most of the information we hold arrives because you choose to send it. When you complete the contact form, the form prepares a message in your own email application addressed to the desk, and nothing is transmitted to our servers until you send that message yourself. This design keeps the website light and gives you a clear moment to decide whether the note should actually be sent.
Information is also collected when you write to bloom@swiftorchid.buzz, when you call +17755930358 and leave a message, and when you exchange documents during an engagement. Some technical information is recorded automatically by the web server that delivers our pages. That information helps us understand which pages are visited and whether the site is working as intended, and it is not used to identify individual visitors.
In some cases information reaches us indirectly. A colleague may forward an email thread that includes your address, or a partner may introduce you to the desk with a short note describing your organisation. When that happens we treat the forwarded information as though it had been sent to us directly, and we use it only for the purpose for which it was shared.
We do not deploy hidden tracking pixels, fingerprinting scripts or cross-site advertising identifiers on this website. There is no third-party analytics platform quietly watching your session. What little measurement exists is either performed by our own server logs or by the ordinary mechanics of the Internet that no operator can avoid.
5. Why we use information
We use personal information for a small number of clearly defined purposes. Each purpose is connected to a real task that helps us serve you well, and we do not repurpose information for unrelated commercial gain.
- To respond to your message, answer your questions and arrange a first conversation
- To prepare proposals, collector letters and project notes for an engagement
- To deliver, maintain and support the systems we design for clients
- To send invoices, receipts and related financial records
- To keep the website secure, reliable and free from abuse
- To comply with accounting, tax and other legal obligations
- To improve our own working methods using aggregated, anonymised insight
We do not sell personal information. We do not share your contact details with advertisers, and we do not add people to a marketing list simply because they wrote to us about a project. If we ever wish to send you news about the gallery, we will ask first and make it easy for you to decline.
6. Legal bases for processing
When data protection law requires a lawful basis for processing, we rely on one or more of the following grounds. Where a specific processing activity depends on consent, we will ask for that consent clearly and separately.
- Contract: processing is necessary to enter into or perform an engagement with you or your organisation
- Legitimate interests: processing supports a lawful business need such as security or correspondence, balanced against your rights
- Legal obligation: processing is required to meet accounting, tax or other statutory duties
- Consent: you have given a clear and specific permission for a particular purpose
Where we rely on legitimate interests, we have considered whether our need is proportionate and whether your expectations of privacy are affected. We believe that responding to a message you sent us, and keeping our systems secure, are interests that a reasonable person would understand. You may still object to that processing, and we will consider your objection carefully.
9. Service providers
A small number of service providers help us run the desk and the website. These providers host pages, deliver email, prepare accounting records and support communication. They act on our instructions, and we choose providers that we believe apply reasonable security practices.
A service provider may access personal information only so far as needed to perform the task we have given it. We require providers to keep information confidential, to protect it adequately and to return or delete it when the task is finished. Where a provider processes information outside the country where it was collected, we make sure that appropriate safeguards are in place.
We review our providers from time to time and replace any provider whose practices no longer meet our expectations. We do not list every provider individually on this page because that list changes with ordinary operations, but we are happy to describe the categories of provider handling your information if you ask us.
10. How long we keep information
We keep personal information only for as long as it is needed for the purpose it was collected, or as long as the law requires. Different categories of information have different natural lifetimes, and we try to reflect that in our practice rather than holding everything forever.
- Correspondence about a first inquiry that does not lead to work is usually removed within two years
- Engagement records, collector letters and project notes are kept for the duration of the relationship and a reasonable period afterwards
- Financial records such as invoices are kept for the period required by accounting and tax law
- Server log entries are rotated on a short cycle and are not retained indefinitely
When information is no longer needed, we delete it or render it anonymous so that it can no longer be connected to an individual. Deletion is carried out carefully so that backups and secondary copies are also addressed. If you ask us to delete information and we have no legal reason to keep it, we will do so and confirm the result in writing.
11. How we protect information
Security at the desk is practised rather than merely declared. We limit access to personal information to members of the team who genuinely need it for their work. Accounts are protected with strong passwords and, where available, additional verification. Devices are kept up to date, and documents are stored in places we control rather than scattered across personal folders.
We keep the collection small, because the safest information is the information we never held. We prefer to receive a short summary rather than a full record, and we avoid copying contact details into places where they are not needed. When an engagement ends, we tidy the working environment so that legacy access and old copies are closed off.
No method of transmission or storage can be guaranteed completely secure. If a security incident ever affects personal information, we will investigate promptly, take steps to contain the impact and notify the people affected and the relevant authorities where the law requires it. We would rather tell you honestly what happened than remain silent.
12. International transfers
The Company is based in Chengdu, China, and most of our staff live and work in the same region. Some of the tools we use for email and document storage may keep data in other countries. When personal information leaves the country where it was collected, we take reasonable steps to ensure that it continues to receive protection consistent with this policy.
Those steps may include using providers that offer standard contractual protections, limiting the categories of data transferred, and preferring providers that allow the data to be stored close to its origin. We do not transfer personal information to a jurisdiction merely because it is cheaper to do so; the security and legal environment matter as much as the cost.
If you would like to know whether your information is transferred outside its origin country and which safeguards apply, please write to the desk and we will explain the position for your engagement. We aim to give a specific and honest answer rather than a generic statement.
13. Your privacy rights
Depending on where you live, you may have a number of rights over your personal information. We honour these rights in good faith, and we do not charge a fee for a reasonable request. The main rights are set out below.
- Access: you may ask what personal information we hold about you and receive a copy
- Correction: you may ask us to correct information that is inaccurate or incomplete
- Deletion: you may ask us to delete information where there is no continuing lawful reason to keep it
- Restriction: you may ask us to limit how we use information while a concern is being resolved
- Objection: you may object to processing that we base on legitimate interests
- Portability: you may ask for information you provided to us in a structured, common format
- Withdrawal of consent: you may withdraw consent at any time where processing relies on it
- Complaint: you may complain to a supervisory authority in your place of residence
To exercise a right, write to bloom@swiftorchid.buzz or call +17755930358 and describe what you would like us to do. We may ask for enough information to confirm your identity, because we do not want to hand personal information to the wrong person. We will respond within the time required by applicable law, and we will explain clearly if any part of a request cannot be fulfilled.
14. Privacy for Children
Our website and services are intended for organisations and adults acting in a professional capacity, and they are not directed at children. We do not knowingly collect personal information from anyone under the age of sixteen. If you believe that a child has provided personal information to us, please contact the desk so that we can investigate and remove it promptly.
We do not design features for children, we do not advertise to children and we do not build profiles of young visitors. Where a client project might involve information relating to minors, we ask the client to raise it early so that additional safeguards, such as stricter access and shorter retention, can be arranged before any information is handled.
15. Marketing communications
We do not send marketing email to people who have merely asked a question about a project. If you would like to receive occasional news from the gallery, you may ask to be added to a short list, and every message in that list includes a way to stop receiving anything further.
When you agree to receive news, we use the email address you give us and nothing more. We do not enrich that address with data from other sources, and we do not share it with an advertising platform. Withdrawing consent is as simple as following the link in the message or writing to the desk and asking to be removed.
16. Third party links
Our pages may occasionally link to resources operated by other organisations, such as a partner website or a standards body. Those websites have their own privacy practices, and we are not responsible for how they handle personal information. We encourage you to read the privacy notice of any site you visit before sharing information with it.
A link from our pages does not imply that we endorse every practice of the destination site. We include links where they are useful to a reader, and we review them from time to time, but we cannot control a site that we do not operate. If a link appears broken or misleading, please tell us so that we can consider removing it.
17. Do not track signals
Some browsers can send a signal asking websites not to track a visitor. Because our site does not perform cross-site tracking and does not build advertising profiles, the signal does not change how our pages behave. We welcome the intention behind it and we already act in the spirit that it requests.
If we ever add a measurement tool, we will review how it responds to that signal and describe the result in this policy before the tool goes live. You should never have to guess whether a preference is being honoured, so we would rather make the position explicit here than leave it ambiguous.
18. Changes to this policy
We review this policy from time to time so that it continues to describe our real practice. When we make a change we update the effective date at the top of the page, and if the change is significant we will highlight it on the homepage or in a direct message to affected clients.
We encourage you to return to this page occasionally, especially before you begin a new engagement, so that you are reading the current version. Continuing to use the website after a change takes effect means that the updated policy applies to your use from that point onward. If you do not agree with a change, you may stop using the website and ask us to explain how the change affects any information we hold about you.
19. How to contact us
Questions, requests and concerns about privacy are welcome at any time. The contact details for the desk are set out below, and they appear on every page of this website so that they are always easy to find.
- Company: ChengDu QiaChiLan Network Technology Co., Ltd.
- Address: Room 910, 9/F, Unit 1, Building 4, No 50 Zhaojuesi South Road, Chenghua District, ChengDu City - 610000, China (CN)
- Email: bloom@swiftorchid.buzz
- Phone: +17755930358
When you raise a privacy concern we will acknowledge it, investigate it fairly and tell you what we have found. If you are not satisfied with our response, you may raise the matter with a supervisory authority in your place of residence, and we will cooperate with any lawful inquiry. We appreciate the chance to put things right before the matter goes further.