1. Introduction
This Privacy Policy explains how ChengDu ChenTanJie Network Technology Co., Ltd. collects, uses and protects personal information in the course of running its reception desk systems and computer integrated design services. The policy is published on behalf of the developer TanJie Net, and it describes the practices followed at our office at No 2, 1/F, Block 1 Zone C, No 9 North 4th Section 2nd Ring Road, Chenghua District, ChengDu City - 610000, China (CN).
We take the privacy of every visitor, client and correspondent seriously, because our work is built around a front desk where people share names, reasons for visiting and sometimes documents of real importance. This policy describes those practices in plain language so that any person who contacts us can understand what happens to the information they provide and what choices remain in their hands.
By using our website, visiting our office, sending a letter or calling our reception desk, you acknowledge that you have read this policy. If you do not agree with it, please contact us before sharing personal information, and we will do our best to accommodate a different arrangement where the law permits.
2. Who We Are
The controller of personal information described in this policy is ChengDu ChenTanJie Network Technology Co., Ltd., a company providing computer systems design and related professional services. Our registered and operating address is No 2, 1/F, Block 1 Zone C, No 9 North 4th Section 2nd Ring Road, Chenghua District, ChengDu City - 610000, China (CN). Our website address is https://www.tanjienet.surf and our reception email address is reception@tanjienet.surf.
When this policy refers to we, us or our, it means ChengDu ChenTanJie Network Technology Co., Ltd. When it refers to you, it means any person whose personal information we handle, including visitors, clients, correspondents, website users and suppliers.
3. Scope of This Policy
This policy applies to all personal information handled by ChengDu ChenTanJie Network Technology Co., Ltd., whether collected in person at the reception counter, by telephone, by letter, by email, through our website or through any system we operate on behalf of a client. It also applies to the way we design and run reception desk systems for our clients, where we may act as a processor and where the client remains the primary controller of visitor data.
The policy does not apply to third party websites that may be reached from links on our pages, nor to the independent practices of our clients. We recommend reviewing the privacy notice of every organisation that collects information about you.
4. Information We Collect
We collect only what we need to receive a visitor, answer a call, log a client letter and deliver the services a client has asked for. In general the information we handle falls into the following groups.
- Identity details such as your name, the organisation you represent and the role you hold at that organisation.
- Contact details such as your email address, telephone number and postal address, given voluntarily when you write to us.
- Visit details such as the date and time of a visit, the desk you asked to see and the reason for the visit.
- Correspondence such as messages sent through our contact form, letters posted to our office and notes recorded by our reception staff.
- Technical details such as the browser type, the referring page and the general region from which a website page is opened.
- Service records such as call sheets, queue positions, ring review findings and desk sitting schedules created during an engagement.
We do not collect sensitive categories of information unless a service genuinely requires it, and when a client asks us to handle such information we agree the safeguards in writing before any record is created.
5. Reception Desk Records
Our reception desk keeps a written record of the visitors it receives, because a desk without a record cannot route a request reliably. A typical record contains the name of the visitor, the time of arrival, the desk that received the visitor and a short description of the purpose of the visit. The record is kept in a locked counter tray during the day and moved to a secured file at close of business.
Desk records are used to confirm that a visit happened, to answer a client question about the timing of a handover and to improve the way the desk is staffed. They are never used for marketing, they are never sold and they are never shown to another visitor. Where a client operates our reception systems on its own premises, the client owns the desk records created there, and we act only on the written instructions of that client.
6. Call Sheets and Telephone Records
A call sheet is created each time a call reaches our reception desk. It records the name given by the caller, the desk that should respond, the time of the first answer and a brief summary of the request. Where a call requires a written follow up, the follow up is noted on the same sheet so that the whole request stays on one line.
We do not record telephone calls by default. When a client specifically asks for call recording, we inform callers with a clear spoken notice before the recording begins, we store the recording with access limited to named desk staff and we delete it once the agreed retention period has passed. Call sheets are stored with the same care as desk records and are reviewed during every ring review round.
If you call us and prefer not to leave a name, you may say so, and the sheet will record the request without personal identifiers. This may limit our ability to route the request, and we will explain the consequence at the time.
7. Visitor Notes
A visitor note is the short written message that carries the reason for a visit from the door to the desk that needs it. A note contains the visitor name, the requested desk, the time and a one line purpose. Notes are collected on scheduled runs and delivered in a sealed folder so that they cannot be read in a public area.
Visitor notes are kept only as long as they are needed for the visit they describe. When a note has been delivered and acknowledged, it is attached to the desk record for that day and then filed with the daily bundle. A note that is not needed after the visit is destroyed at the end of the retention cycle described in this policy.
We design note formats so that the smallest possible detail travels to the smallest possible audience. A note that names a client matter is routed only to the desk named on the sheet, and the run is planned so that other desks do not see the contents.
8. Client Letters and Correspondence
Letters posted to our office are received by the client letter desk, stamped with the date of receipt, registered against the client record and routed to the named owner. The letter itself is stored in a secured archive and the register entry is retained so that we can answer a question about the correspondence months or years later.
Letters that contain personal information are handled with the same discipline as any other personal record. They are not copied beyond what the routing requires, they are not discussed in public areas and they are destroyed only once the retention period for the client record has ended. Correspondence received by email is stored in the same register as a paper letter, with the email address treated as part of the contact record.
9. Website and Technical Data
When you open a page on our website, the server that delivers the page may record basic technical information, including the address from which the request arrived, the browser and operating system reported by your device, the page you requested and the time of the request. This information is used to keep the site available, to diagnose errors and to understand in aggregate which pages are useful.
We do not attempt to identify an individual from this technical data, and we do not combine it with your personal records. The contact form on the website does not send your message to our server. Instead it prepares a message in your own email application, which you may review and send with your own mail account. For that reason the website does not store the text of the messages you type into the form.
11. Legal Bases for Processing
We rely on a small number of legal bases when we handle personal information. Where you write to us or ask for a service, we process your details to take the steps required to answer, which is necessary for the performance of a service or for steps taken at your request before a service begins. Where we keep a reception record, we rely on a legitimate interest in operating a safe and reliable desk, and we have balanced that interest against your privacy.
Where we are required to keep a record by accounting, tax or other regulatory rules, we rely on compliance with a legal obligation. Where a specific use is optional, we ask for your consent and we honour any withdrawal of that consent without asking you to justify the decision.
12. How We Use Information
We use personal information to receive visitors, answer calls, log letters, route requests, deliver the services a client has engaged, maintain the quality of the reception desk and comply with the record keeping duties that apply to a company of our kind. We also use aggregated and non identifying information to understand which of our services are useful and where the desk can be improved.
We do not use your information to send unsolicited marketing, and we do not add you to a mailing list without your clear request. If we wish to use a testimonial or a case study that mentions a client by name, we ask for written permission first.
14. Data Retention
We keep personal information only as long as it serves the purpose for which it was collected, or as long as a legal duty requires. Reception desk records are typically kept for twelve months and then reviewed, with any record needed for a live client matter moved to the client file. Call sheets follow the same cycle. Visitor notes are destroyed when they are no longer needed for the visit they describe.
Client letters and the register entries that describe them are kept for the period required by the client engagement and, where applicable, for the period required by accounting or contractual rules. Website technical logs are kept for a short period and then deleted or overwritten. When a retention period ends, we delete the record in a secure manner or, where deletion is not possible, we reduce it to a form that no longer identifies an individual.
15. Security Measures
We protect personal information with a combination of physical, technical and organisational measures. Paper records are kept in locked trays and secured files, with access limited to the desk staff on duty. Electronic records are stored on controlled systems, protected by strong account credentials and separated so that a named desk sees only the records it needs. We train the people who staff the desk and we review access rights whenever a role changes.
We also test our own procedures through ring review rounds, which check that a record is handled as described and that a note is not left in a public place. If a security incident occurs, we act to contain it, we record the event and we tell affected individuals and the relevant authority where the law requires a notification.
16. International Transfers
Our office and primary records are located at No 2, 1/F, Block 1 Zone C, No 9 North 4th Section 2nd Ring Road, Chenghua District, ChengDu City - 610000, China (CN). Some service providers, such as website hosting or email delivery services, may process information in other regions. When that happens, we select providers that offer appropriate safeguards and we put a written agreement in place before any personal information is transferred.
Where a client operates our desk systems on its own premises outside China, the client chooses where its records are stored, and we follow the written instruction of that client. We can explain the location of the records on request.
17. Your Rights
Subject to the law that applies to you, you may ask us for a copy of the personal information we hold about you, ask us to correct an error, ask us to delete a record, ask us to restrict the way we use it, object to a use that relies on our legitimate interest, or ask for a copy in a portable format. You may also withdraw a consent at any time where a use relies on consent.
To make a request, write to reception@tanjienet.surf with the subject line Data Request and tell us what you would like us to do. We may ask for a small amount of information to confirm your identity before we act, because we do not want to disclose a record to somebody who is not entitled to see it. We reply within the period required by the applicable law and we explain any exception if we cannot fulfil a request in full.
18. Privacy for Children
Our services are directed at professional organisations and are not designed for children. We do not knowingly collect personal information from a person under the age required by the law that applies to that person. If a child is brought to our reception desk by an adult, the desk records only what is needed for the visit and nothing more. If you believe that a child has sent personal information to us, please contact reception@tanjienet.surf and we will delete the record promptly.
19. Third Party Links
Our website may include a link to a third party site, such as a mapping service or a professional directory. Those sites operate under their own privacy policies, and we have no control over the information they collect. We recommend that you read the privacy notice of any site you reach from a link before you share personal information there.
20. Changes to This Policy
We may update this policy when our practices change or when the law requires a change. When we update the policy we change the date shown at the top of the document header, and we keep a copy of the previous version in the legal register at our office. If a change materially affects the way we handle personal information, we will describe the change in a short notice at the top of the policy so that a returning reader can see what is new.
We encourage you to review this page from time to time. The version published on this website is the current version and replaces any earlier description of our practices.
21. Contacting Us
If you have a question about this policy, a concern about the way we handled your information, or a request about your personal records, please contact the reception desk, which will route the matter to the right person.
ChengDu ChenTanJie Network Technology Co., Ltd.
No 2, 1/F, Block 1 Zone C, No 9 North 4th Section 2nd Ring Road, Chenghua District, ChengDu City - 610000, China (CN)
Email: reception@tanjienet.surf
Telephone: +16675764964
You also have the right to raise a concern with the data protection authority in your region. We ask that you contact us first so that we have the chance to resolve the matter directly and quickly.