Information on ther Processing of Personal Data

This document outlines the processing of personal data collected through the e-commerce platform (hereinafter, the “Platform”) owned by Coltex Furnishing (“Coltex,” “we,” “us,” or “our”).

Controller

The controller of personal data is Coltex Furnishing.

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Collection of Data

Data Provided by Users

Certain sections of the Platform require users to provide personal data, including identification and contact details (hereinafter, the “Data”). Providing this Data is voluntary; however, failure to do so may limit the user's ability to access key functionalities of the Platform. Mandatory fields are marked with an asterisk (*).

Users are advised not to share third-party personal data unless necessary (e.g., if they lack a personal email address and must use another’s contact details). In such cases, users are responsible for complying with legal obligations related to data protection, including informing third parties and obtaining their consent where required.

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Purpose and Legal Basis of Processing

Account Registration

Data provided in the “Register” section is processed to enable users to create an account. Registration allows access to all Platform features, including purchasing products, tracking orders, reserving items, creating mood boards, managing consent preferences, and filing complaints. This processing is based on Coltex’s legitimate interest in providing users access to its services, which has been assessed and does not infringe on users’ privacy rights.

Users can object to this processing by contacting Coltex using the details in the "Users’ Rights" section. If the request is accepted, the account will be deleted, and any further order-related communication will be handled via email. However, objections do not affect the lawfulness of processing carried out before the objection. While account registration is voluntary, it is necessary to access certain Platform features. Refusing to provide Data or objecting to processing will not prevent users from browsing the Platform.

Product Purchase

When users purchase products on the Platform, their Data, including VAT number, is processed to manage orders (e.g., sending service updates via email, pre-sale and post-sale customer support) and to comply with legal requirements related to sales transactions. This processing is necessary to fulfill the purchase contract and comply with legal obligations. Refusing to provide Data will prevent the user from completing a purchase.

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Newsletter Subscription

Data is processed to provide users with the newsletter service, which includes updates on Coltex’s activities, product launches, previews, events, and exhibitions. This processing is only performed with the user’s prior consent. Users may withdraw their consent at any time by:

• Contacting Coltex using the details in the "Users’ Rights" section.

• Clicking the “Unsubscribe” link at the bottom of any newsletter email.

Providing Data for this purpose is optional. Users who decline will not receive newsletters but can still browse the Platform and register an account.

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Responding to Commercial Requests

User Data is processed to respond to inquiries submitted via the Platform (e.g., consultancy or appointment requests). If users express interest, Data may also be processed to facilitate business discussions and evaluate potential contractual relationships. Processing is based on Coltex’s legitimate interest in responding to user requests and providing information about its products and services. This interest has been assessed as compatible with users' reasonable expectations. In cases where discussions lead to pre-contractual negotiations, processing may also be necessary to take pre-contractual steps at the user’s request.

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If a contractual relationship does not result from the inquiry, users can object to the processing at any time by contacting Coltex. This will result in Data deletion and discontinuation of further follow-ups. However, objections do not affect the lawfulness of prior processing. Providing Data for this purpose is voluntary but necessary. Failure to do so will prevent Coltex from responding to inquiries or engaging in potential business relationships.

Use of Social Media

Data is processed when users interact with Coltex’s official pages on social media platforms. Processing is based on Coltex’s legitimate interest in managing interactions such as comments and public posts while ensuring compliance with applicable laws. Users voluntarily provide their Data when engaging with Coltex on social media. For details on data processing by social media providers, users should refer to their respective privacy policies.

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Data Retention Period

• Account Registration: If no login activity occurs within 36 months, the account will be deactivated. Users will receive a notification one month before deactivation and can request an extension. Otherwise, the account will be deleted.

• Purchases: Data is retained for the duration necessary to fulfill tax, accounting, and regulatory obligations related to sales transactions.

• Newsletter Subscription: Unless consent is withdrawn earlier, Data is processed for 24 months from the date consent was given.

• Commercial Requests: Data is retained for up to 12 months from the last contact. If a contractual relationship is established, Data will be processed according to the relevant contractual terms.

• Extended Retention: Data may be retained longer if required by law or necessary for the legal protection of Coltex’s rights.

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Data Sharing and Transfers

For the purposes stated above, Data may be shared with:

• Public authorities when required by law.

• Service providers involved in online sales operations, such as shipping companies (for order delivery) and banks (for payment processing and refunds).

• Newsletter service providers based in Italy.

• Business partners providing services related to the Platform, including IT service providers.

• Coltex’s agents acting within the scope of their professional mandates.

Some Data may be transferred outside of Hong Kong. In such cases, Coltex ensures that transfers comply with legal safeguards, such as adequacy decisions by relevant authorities or standard contractual clauses under applicable regulations. A complete list of Data recipients and further details on international transfers are available upon request.

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Users’ Rights

Users have the following rights regarding their Data:

• Access their Data.

• Request correction, deletion, or restriction of processing.

• Object to processing.

• Withdraw consent where applicable.

• Receive their Data in a structured, machine-readable format and transmit it to another provider.

• Lodge a complaint with the relevant authority.

These rights can be exercised by contacting Coltex at Hello@coltexfurnishing.com