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Privacy Statement

Ascentium Group

1. About This Privacy Statement

This Privacy Statement sets out how Ascentium Group and its member entities (collectively “Ascentium”, “we”, “our” or “us”) collect, use, share and protect personal data, and confirms our commitment to protecting your privacy.

This Privacy Statement does not apply to:

  • personal data that we process on behalf of our clients as a data processor. In those circumstances, the relevant client acts as data controller and our data processing obligations are governed by the engagement terms between Ascentium and that client; and
  • corporate company information if no personal data from individuals can be derived from such corporate information, unless it is considered personal data in accordance with applicable local laws.

Where required by applicable local law, this Privacy Statement is supplemented by jurisdiction-specific privacy notices, each of which will be included in the relevant country’s page on our website. In the event of any conflict between this Privacy Statement and a jurisdiction-specific notice, the more specific notice shall prevail.

2. Who We Are

Ascentium is a leading global business services platform dedicated to helping businesses and individuals scale greater heights. Headquartered in Singapore, we drive extraordinary growth through expert people, purpose-led technology, and an unwavering commitment to service excellence.

With over 2,900 professionals across 57 cities in 26 markets globally, we deliver integrated solutions in corporate services, finance and accounting, fund administration, human resources, and fiduciary and trust services. Serving more than 65,000 client entities across diverse industries, Ascentium combines specialised expertise with innovative, technology-enabled solutions to help clients navigate complexity and unlock new opportunities for sustainable growth.

When we refer to “Ascentium” or “we” in this Privacy Statement, we mean each Ascentium Group entity that is responsible for using your personal data. This will depend on the Ascentium entity or entities that you have, or intend to enter into, a contract with for the provision of services, or that are involved in relationships with you or your entity, as further described in Section 3 below.

3. Scope — To Whom This Statement Applies

This Privacy Statement applies to individuals whose personal data we process in connection with any of the following:

  • Services provided to or by you;
  • Other pre-contractual and contractual relationships between you and Ascentium, except for employment or similar relationships (“relationships”);
  • Services provided to or by an entity that you represent or work for (“your entity”), or relationships that your entity has with Ascentium; or
  • Your data subject requests made in accordance with applicable data protection laws, in order for us to provide you with information collected about you as described in Section 4 of this Statement.

This includes current and prospective clients, beneficial owners, directors, shareholders, trustees, beneficiaries, authorised signatories, suppliers, service providers, and website visitors.

4. Personal Data We Process

For purposes of this Privacy Statement, “personal data” means any information through which we can identify you, whether directly or indirectly.

The personal data we process about you in connection with providing services or relationships includes:

  • Contact details. Your name, address, telephone number, email address and any other contact details you provide to us.
  • Personal characteristics. Including your profession, job title, name of your entity, or other characteristics that are requested to identify you as a client, vendor or business partner, or their representative, including information disclosed in commercial registers.
  • Due diligence and compliance information. Information we are required to collect under applicable anti-money laundering, counter-terrorist financing, know-your-client, and sanctions screening obligations. This includes source of wealth and source of funds information, politically exposed person (PEP) status, tax identification numbers, and FATCA/CRS-related information.
  • Corporate and ownership information. Details of your role, interest, or ownership in corporate entities, partnerships, trusts, foundations, or other structures for which we provide services.
  • Financial and transactional information. Payment and billing information necessary to administer our services.
  • Website and technical data. Technical information collected when you use our website or client portals, including via cookies. Please refer to our Cookie Policy for further details.

In limited circumstances, we may also process sensitive personal data where required by law, where you have given your consent, or where otherwise permitted under applicable data protection legislation.

We collect personal data directly from you, from your entity or authorised representatives, from publicly available sources and third-party databases as permitted by law, and through automated means when you interact with our website or portals.

If you are acting as a party to a contract with us, providing the required personal data that allows us to identify you as a contracting party is a pre-condition for concluding such contract.

Providing personal data for the purpose of KYC compliance is necessary for us to comply with applicable anti-money laundering legislation. If personal data is not provided, we may be unable to conclude or may be required to terminate an existing engagement.

Providing personal data for contact or communication purposes is voluntary; however, failure to do so may delay the provision of services or the handling of your requests. Providing personal data for marketing purposes only is voluntary and has no consequences if withheld.

5. How We Use Your Personal Data

We use your personal data only for the following purposes and on the following legal bases:

  • Providing services and managing relationships. To deliver, administer, and manage the services provided to you or your entity, and to manage the business relationships between you and Ascentium. This processing is based on the performance of a contract or pre-contractual steps at your request.
  • Legal and regulatory compliance. To comply with our legal and regulatory obligations across all jurisdictions in which we operate, including AML/CTF, KYC, sanctions screening, tax reporting (including CRS and FATCA), and applicable corporate services regulations. This processing is based on legal obligation.
  • Legitimate business interests. To manage our business operations, including risk management, fraud prevention, internal compliance, security of our systems, and improvement of our services, provided these interests are not overridden by your rights and freedoms.
  • Communications and marketing. To communicate with you about our services and to send you relevant updates and communications where we have a legitimate interest or your consent to do so. You may unsubscribe from marketing communications at any time.
  • Corporate transactions. In connection with any merger, acquisition, reorganisation, or transfer of assets involving Ascentium, subject to appropriate confidentiality obligations.
  • Consent-based processing. Where we rely on your consent, this includes activities such as sending marketing communications, event invitations, client surveys, and personalising our communications to you. You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.

We do not use your personal data for automated decision-making that produces legal or similarly significant effects without human review.

6. How We Share Your Personal Data

We may share your personal data with the following parties for the purposes described in this Statement:

  • Ascentium Group entities. Your personal data will be shared between Ascentium Group entities for internal administration, service delivery, compliance, and other business-related purposes.
  • Service providers and professional advisers. Third parties we engage to support our operations and delivery of services, including IT providers, accountants, auditors, and payment processors. These parties process personal data on our behalf and under our instructions, and are not permitted to use your data for their own purposes.
  • Regulators, law enforcement, and government bodies. Where required by applicable law, regulation, court order, or in response to a lawful request from a competent authority.
  • Clients. Where your personal data has been collected in the course of providing services to a client with whom you are associated, to the extent permitted or required by applicable law.
  • Business transferees. In connection with any merger, acquisition, reorganisation, or transfer of assets involving Ascentium, subject to appropriate confidentiality obligations.

We do not sell your personal data to third parties, and we do not share it for third-party marketing purposes without your explicit consent.

7. International Transfers of Personal Data

As a global group operating across multiple jurisdictions, the nature of our business necessarily involves the transfer of personal data between countries. The laws of these countries may not provide the same level of protection to your personal data. Where such transfers occur, we put in place appropriate safeguards in accordance with applicable data protection laws. Depending on the jurisdiction and the nature of the transfer, these safeguards may include standard contractual clauses or equivalent mechanisms recognised under local law, intra-group data transfer agreements, adequacy decisions, or other derogations or exemptions permitted by applicable law.

Intra-group transfers within the Ascentium Group are regulated by an intra-group data transfer agreement incorporating standard contractual clauses.

Jurisdiction-specific transfer details will be set out in the relevant country notice on our website, to be published in due course.

8. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, to comply with our legal and regulatory obligations, and to establish, exercise, or defend legal claims.

Retention periods are determined by reference to the applicable legal and regulatory requirements of the relevant jurisdiction(s), the nature of the personal data, the purpose for which it was collected, and any contractual or professional obligations. Where multiple retention obligations apply, we retain data for the longest applicable period.

Once personal data is no longer required, we will securely delete or anonymise it in accordance with applicable law. Jurisdiction-specific retention periods will be addressed in the relevant country notice, to be published in due course.

9. Data Security

We implement and maintain appropriate technical and organisational measures to protect personal data against unauthorised or unlawful access, use, disclosure, alteration, loss, or destruction. These measures include encryption of data in transit and at rest, access controls based on need basis, multi-factor authentication for systems containing personal data, regular security awareness training for our staff, and contractual data security obligations imposed on third-party service providers.

All staff are subject to confidentiality obligations and receive regular training on data protection and information security requirements. In the event of a personal data breach, we will notify the relevant data protection authority and affected individuals in accordance with applicable legal requirements.

10. Your Privacy Rights

Subject to the applicable data protection laws in your jurisdiction, you may have the following rights in respect of your personal data:

  • to obtain access to, and copies of, the personal data we hold about you;
  • to request correction of inaccurate or incomplete personal data;
  • to request erasure of your personal data where it is no longer necessary or where processing is unlawful;
  • to request restriction of processing in certain circumstances;
  • to receive your personal data in a portable format where technically feasible;
  • to object to processing based on our legitimate interests or for direct marketing purposes;
  • to withdraw your consent at any time where processing is based on consent, without affecting prior lawful processing; and
  • to lodge a complaint with the relevant data protection authority in your jurisdiction.

These rights are not absolute and may be subject to exceptions under applicable law. Please refer to Section 14 to contact us to exercise any of your rights.

11. Cookies

We use cookies and similar tracking technologies on our website and client portals to enhance your experience, understand how our services are used, and to deliver relevant content. Where required by law, we will request your consent before placing non-essential cookies on your device. You may withdraw your consent or adjust your preferences at any time through our cookie settings or your browser settings. For more information, please refer to our Cookie Policy, available on our website.

12. Change of Purpose

We will only use personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use any personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process personal data without your knowledge or consent, in compliance with the above, where this is required or permitted by law.

13. Changes to This Privacy Statement

We may update this Privacy Statement from time to time as required under applicable law, to reflect new or different privacy practices, changes to our organisational or technical measures, or other relevant developments. If a fundamental change to the nature of the use of your personal data is involved, or if the change is in any other manner relevant to you, we will notify you in advance of the change taking effect.

13. Contact Us

If you have any questions relating to this Privacy Statement or the processing of your personal data by Ascentium, please email us at DPO@ascentium.com or by post to #39-06/10, Ocean Financial Centre, 10 Collyer Quay, Singapore 049315, and indicate the nature of your query.