Privacy Policy for Lanka Corporate Secretaries (Private) Limited

We may collect information that you provide directly to us or that is required to deliver company secretarial and compliance-related services. This may include your name, email address, phone number, company name, company registration number, enquiry details, and any information you provide through forms, email, phone, WhatsApp, or other communication channels.

Where required for a specific service, we may also collect director or shareholder information, identification documents, company incorporation records, statutory records, resolutions, beneficial ownership details, and other corporate documents reasonably necessary for the work involved.

We may use collected information to respond to enquiries, prepare quotations, assess the scope of work, deliver company secretarial and compliance support, coordinate documents, communicate with clients, maintain records, follow up on service requests, and improve the way we manage our services and website.

We may also use information where reasonably necessary to comply with legal, regulatory, professional, or administrative requirements connected to our services.

We understand that company records and personal details may be sensitive. We aim to handle client information confidentially and to limit internal access to those who need the information for service delivery, administration, compliance, or support purposes.

While we take confidentiality seriously, disclosure may still be required in certain circumstances by law, regulation, professional obligation, court order, client instruction, or service-delivery necessity.

Corporate documents and identification records may be received in physical or electronic form. We may review, organise, store, copy, share internally, or prepare working versions of documents where reasonably necessary to provide the requested service.

Clients should avoid sending highly sensitive documents through unsecured channels unless requested. Where appropriate, we may ask that documents be shared through a specified communication method or secure process.

We may share relevant information with government authorities, regulatory bodies, professional advisers, software or hosting providers, communication providers, or other service providers where this is reasonably necessary for service delivery, filing support, administration, document processing, or compliance-related work.

We may also share information with accountants, lawyers, consultants, or other professionals where the client has requested coordination or where sharing is reasonably necessary to carry out the agreed scope of work. We do not intend to share more information than is reasonably necessary for the purpose involved.

We aim to use reasonable administrative, technical, and organisational measures to protect information from unauthorised access, misuse, loss, alteration, or disclosure. However, no method of internet transmission or digital storage can be guaranteed to be fully secure.

For that reason, while we take practical precautions, we cannot promise absolute security and clients should also take care when sending documents electronically.

We may retain personal information and company documents for as long as reasonably necessary for the purposes for which they were collected, including client communication, record management, compliance support, internal administration, dispute handling, and legal or regulatory record-keeping.

Retention periods may vary depending on the type of information, the service provided, professional obligations, and applicable legal or regulatory requirements.

Depending on the applicable law and the nature of the information involved, you may have rights relating to access, correction, update, withdrawal of consent where applicable, or other reasonable requests concerning your information.

We may need to verify identity before responding to certain requests, and some requests may be limited where retention or use is required for legal, regulatory, evidentiary, contractual, or service-delivery reasons.

Our website may use basic cookies, analytics tools, or similar technologies to support website functionality, improve performance, understand visitor behaviour, and maintain site security. These tools may collect technical information such as browser type, device information, pages visited, and approximate usage patterns.

If additional analytics or advertising tools are introduced, this section should be updated to reflect the relevant technology, data use, and any required notice or consent arrangements.

If you have a question about this draft privacy policy or how information may be handled, you may contact Lanka Corporate Secretaries (Private) Limited using the details below:

Email: [Insert email]
Phone: [Insert phone number]
Address: [Insert office address]
Office hours: Monday to Friday, 9:00 AM - 5:00 PM