Terms of Use

Welcome to the CoSecHK (港秘書) system. These Terms of Use govern your access to and use of the CoSecHK platform and services provided by Cloudsoft Technology Limited (hereinafter referred to as "the Company", "we", "us", or "our"). By accessing or using CoSecHK, 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

"CoSecHK" or "System" refers to the CoSecHK (港秘書) 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 CoSecHK 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 CoSecHK platform.

2. Service Description

CoSecHK 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;
Electronic preparation and, where available, online submission of supported forms and data to the Hong Kong Companies Registry through the Specified Interface for Third Party Software (TPSI) or other official electronic channels, subject to the Companies Registry's specifications and availability;
Tools to assist you in recording due diligence and generating periodic compliance reports;
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.

CoSecHK is a software tool. The Company is not a Trust or Company Service Provider, and does not provide legal, company secretarial, accounting, or regulatory-filing services. You remain solely responsible for all professional, statutory, and regulatory obligations applicable to your business.

3. User Eligibility and Registration

To use CoSecHK, 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 CoSecHK, 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 CoSecHK 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 CoSecHK 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. Electronic Filing and Online Submission

The System may provide features that enable you to prepare and/or submit forms, documents, and Client Data to the Hong Kong Companies Registry (the "Companies Registry") electronically through TPSI or other official electronic filing channels (collectively, "Electronic Filing Features"). You acknowledge and agree that:

The Electronic Filing Features are provided solely as technical tools to facilitate data transmission. The Company is not a government authority, is not affiliated with the Companies Registry, and does not act as your legal adviser, filing agent for regulatory purposes, or as an agent of the Companies Registry;
You remain solely responsible as the presenter, applicant, or filing party (as applicable) for all statutory, regulatory, and professional obligations arising from any filing, including compliance with the Companies Ordinance (Cap. 622) and any applicable deadlines, fees, and requirements;
Before you authorize, confirm, or initiate any electronic submission, you must independently review, verify, and approve the completeness, accuracy, and suitability of all data, forms, and documents to be submitted. Your confirmation or initiation of a submission constitutes your irrevocable instruction to transmit the selected data as presented;
You are solely responsible for ensuring that you hold all necessary authorizations from your clients, and that any Companies Registry, e-Registry, or related credentials, certificates, or accounts used for submission are valid, lawfully obtained, and properly maintained;
The availability, scope, format, and acceptance of Electronic Filing Features depend on the Companies Registry's systems, APIs, specifications, policies, and operational status, which may change, be restricted, delayed, or withdrawn at any time without notice to the Company;
The Company does not warrant that any particular form or data type will be supported, that any submission will be successfully received, accepted, registered, or processed by the Companies Registry, or that any filing will be completed within any particular timeframe;
To the maximum extent permitted by applicable law, the Company shall not be liable for any loss, damage, penalty, fine, surcharge, rejection, delay, incomplete transmission, mapping or conversion error, system or software defect, network failure, API or interface change, third-party outage, or other consequence arising out of or relating to the Electronic Filing Features or any attempted, failed, delayed, rejected, or erroneous submission;
Any government fees, levies, or charges payable to the Companies Registry or other authorities in connection with a filing are your sole responsibility and are separate from subscription fees payable to the Company;
You must retain your own records of submissions, acknowledgements, reference numbers, and related communications. System logs or status displays, if any, are provided for convenience only and are not conclusive evidence of filing or acceptance.

Nothing in these Terms of Use constitutes legal advice. You should obtain independent professional advice regarding your filing obligations and the content of any submission.

7. Third-Party Company Reference Features

The System may provide optional features that allow you to search, view, cache, and generate reference summaries of company information obtained through third-party commercial data services (the "Third-Party Company Reference Features"). These Features are not an official search, certificate, filing extract, or publication issued by any government authority.

Intended users. The Third-Party Company Reference Features are intended for professional use by Hong Kong Trust or Company Service Provider (TCSP) licence holders, law firms, and other similarly regulated professional service providers in connection with their legitimate client work. By using these Features, you represent and warrant that you (or the organisation you act for) fall within this intended user category.

Permitted purpose. You may use the Third-Party Company Reference Features solely for your own clients' due diligence, know-your-client (KYC) / customer due diligence (CDD), anti-money laundering (AML) compliance, or other legitimate professional purposes related to services you provide. You must not use the Features for bulk harvesting, data scraping beyond the System's ordinary interface, resale, public redistribution, or any unlawful purpose.

By accessing or using the Third-Party Company Reference Features, you acknowledge and agree that:

Any results, reports, or summaries are third-party commercial reference materials only. They do not constitute official documents, legal opinions, investment advice, or conclusive due-diligence findings;
You must independently verify material information through official channels and other reliable sources before relying on it;
You shall comply with all applicable laws and regulations in your use of the Features and of any information obtained, including the laws of Hong Kong and, where applicable, laws of relevant jurisdictions;
You shall not further distribute, sublicense, publish, sell, or otherwise commercially exploit the information obtained through the Features, except as reasonably necessary for serving your own client under a professional engagement;
You are solely responsible for your use of the Features and of any information obtained, and for any legal, regulatory, or commercial consequences arising from such use;
The Company may suspend, restrict, or terminate access to the Features if it reasonably believes you have misused them or breached these Terms of Use; and
To the maximum extent permitted by applicable law, the Company is not liable for any inaccuracy, incompleteness, delay, omission, or unavailability of third-party data made available through the Features, or for any decision made in reliance on such data.

Use of the Third-Party Company Reference Features may be subject to separate token or usage fees. Acceptance of the on-screen acknowledgement (where presented) before first use forms part of these Terms of Use. Further details on processing of related personal data are set out in our Privacy Policy.

8. Data Security and Privacy

We are committed to protecting your data and Client Data in accordance with applicable laws and regulations. We implement reasonable technical and organisational measures designed to protect them, which may include:

Industry-standard encryption (such as TLS) for data in transit between your browser and our servers;
Firewalls, access controls, and monitoring to protect our infrastructure;
Technical and organisational measures designed to segregate Client Data between different customer accounts;
Regular backups of System data for operational recovery purposes;
Data export functions as made available in the System, to help you retrieve or migrate Client Data.

No method of transmission or storage is completely secure. We do not guarantee that unauthorized access, loss, or alteration of data will never occur. Our backups are intended for operational recovery and are not a substitute for your own records; you should keep independent copies of Client Data that you consider important.

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 CoSecHK 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 CoSecHK 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 service providers that process data on our behalf to provide, maintain, or secure the Services, subject to confidentiality and data protection obligations;
When you initiate or authorize Electronic Filing Features, to transmit the relevant Client Data and documents to the Companies Registry or other designated authorities;
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.

9. 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 events beyond our reasonable control, including but not limited to natural disasters, earthquakes, floods, fires, wars, riots, terrorist attacks, failures of third-party telecommunications or hosting providers, or other unforeseeable or unavoidable circumstances;
Any errors, inaccuracies, or omissions in the content or documents generated through the System;
Any inaccuracy, incompleteness, delay, or omission in any data, search result, or information made available through any System feature (including the Third-Party Company Reference Features), and any decision or action taken in reliance on such information;
Any actions taken or not taken based on the content or documents generated through the System;
Any loss, damage, penalty, fine, surcharge, cost, or claim arising from or relating to Electronic Filing Features, including any attempted, failed, delayed, rejected, incomplete, or erroneous submission to the Companies Registry or any other authority;
Any loss, damage, claim, or regulatory consequence arising from or relating to your use of the Third-Party Company Reference Features or of third-party company reference data;
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.

10. 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.

11. 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.
Any electronic filing, submission, or transmission you initiate, authorize, or instruct through the System, including any Client Data contained therein.
Your use of the Third-Party Company Reference Features, including any redistribution or reliance on third-party company reference data obtained through the System.

12. 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.

13. Subscription and Payment

Access to CoSecHK 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 may change our fees from time to time. For existing subscribers, a fee change will take effect from the next renewal unless otherwise required by law or agreed with you;
Failure to pay subscription fees may result in suspension or termination of your account and access to the Services.

14. Service Modifications and Termination

The Company reserves the right to:

Modify, suspend, or discontinue any aspect of the Services. Where practicable, we will give reasonable prior notice, except where we reasonably consider that immediate action is required for security, legal, or operational reasons;
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.

15. 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.

16. 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, including, for the Company, providing, maintaining, and securing the Services;
Not disclose confidential information to any third party without prior written consent, except: (a) to service providers, contractors, or professional advisers who need to know it in order to provide, maintain, or secure the Services and who are bound by confidentiality obligations; (b) as required by law, court order, or government authority; or (c) where the information is or becomes publicly available other than through a breach of these Terms of Use.

17. 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;
In respect of the Third-Party Company Reference Features, all applicable laws and regulations of Hong Kong and of relevant jurisdictions, as further described in Section 7 of these Terms of Use;
All other applicable local, national, and international laws and regulations.

18. 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.

19. 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.

20. 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.

21. Governing Language

These Terms of Use may be provided in more than one language. If there is any inconsistency, conflict, or ambiguity between language versions, the Traditional Chinese version shall prevail.

22. 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.

23. 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: August 31, 2026