This Privacy Policy explains how Hybird Game Limited collects, uses, stores, shares and protects personal information when people visit the meiyuelmaterials.buzz website, send a brief to the depot, book a service bay, or correspond with the floor about a license record. The practices described here are operated by Hybird Game, the development name under which the depot publishes its work, together with Hybird Game Limited, the company that owns and runs the sprite depot at Rm C 7/F World Trust Tower, 50 Stanley St, Central, Hong Kong - 999077, Hong Kong (HK). The policy is written for clients, prospective clients, suppliers, partners and website visitors, and it applies to all of them equally.
1. Who We Are
Hybird Game Limited is a company registered in Hong Kong that operates a sprite depot supplying sprite sheets, tile packs, sound kits and related licensing services to game development teams. The depot floor, the client records and the license archive are kept at Rm C 7/F World Trust Tower, 50 Stanley St, Central, Hong Kong - 999077, Hong Kong (HK). For the purposes of applicable data protection law, Hybird Game Limited is the controller of the personal information described in this policy. The development practice known as Hybird Game is part of the same organisation and shares the same data handling rules.
Where this policy refers to we, us or our, it means Hybird Game Limited acting through its depot team and its appointed representatives. Where it refers to you or your, it means the individual whose personal information we handle, whether that individual is a client contact, a studio producer, a supplier representative, a job applicant or a casual visitor to the website. We have written this policy in ordinary language so that a reader can understand the actual practices rather than a legal abstraction of them.
2. Scope of This Policy
This policy covers personal information that we collect through the website at meiyuelmaterials.buzz, through email and telephone correspondence with the depot, through written briefs and scope documents, through license records and renewal windows, and through the administrative work that supports a service run. It also covers information collected when a visitor interacts with our pages, submits the contact form, or requests information about a service bay.
This policy does not cover information held by third parties whose services we link to or whose products a client uses alongside ours. It does not cover the internal records of a client studio, and it does not cover public information that a person publishes deliberately on an open platform. Where a client provides us with personal information about its own staff or contractors, the client remains responsible for its own handling of that information, and we act only on the written instructions the client gives us.
3. Information We Collect
We collect only the information that is needed to answer a brief, deliver a service line, maintain a license record or keep the website working. The categories below describe what we hold in practice.
Contact and identity information
This includes a name, a job title, a company or studio name, an email address, a telephone number and a postal address where one is supplied. It includes the same details for billing contacts and for the people named on a license record. We do not ask for government identification numbers, and we do not collect identity documents as part of an ordinary service run.
Correspondence and project information
This includes the content of emails, the text of a brief, the scope document agreed for a run, delivery windows, progress notes, review reports, release notes and renewal summaries. It includes the technical details a client chooses to share about a project, such as the target engine, the rig profile, the tile width and the platform list. Where those details describe a real person, they are treated as personal information under this policy.
Transaction and account information
This includes invoices, purchase order references, payment status, renewal dates and account notes. We keep records of what was licensed, to whom, for what term and for what territory, because a license record that cannot be verified is not useful to anyone. We do not store full payment card numbers on our own systems; card payments are processed by a payment provider acting under its own security obligations.
Technical information from the website
When a visitor loads a page, the web server records standard technical information such as the internet protocol address, the browser type and version, the operating system family, the referring page and the time of the request. This information is used to keep the site available, to investigate faults and to protect against abuse. It is not used to build an advertising profile of an individual visitor.
Information supplied through the contact form
The contact form on the website asks for a name, an email address, a subject and a message. When the form is submitted, the information is used to prepare an email in the visitor own email program addressed to our depot inbox. We receive the information only when the visitor chooses to send that prepared message. The form does not quietly transmit information to us in the background.
4. How We Collect Information
Most information reaches us directly from the person concerned. A producer writes to the depot, a client signs a scope document, a supplier sends a quotation, a candidate submits an application or a visitor sends a contact form message. In each case the person is choosing to provide the information, and we try to make the purpose of the request clear before anything is sent.
Some information is created by us during a run. A review report, a manifest, a credits file or a renewal note is written by our team and may contain the name of a person at a client studio. Some information arrives from a client rather than from the individual, for example when a studio names its technical lead as the contact for compatibility reviews. Some information is recorded automatically by the web server as described above. We do not buy personal information from data brokers, and we do not scrape contact details from social platforms.
5. Why We Use Information
We use personal information to answer enquiries, to prepare and agree a scope for a service run, to deliver the artwork, audio and documentation that a run produces, to maintain license records and renewal windows, to invoice and collect payment, to provide support after delivery, and to meet our legal and accounting obligations. Each of these uses is tied to a real operational need rather than to a vague interest in holding data.
- Responding to a brief, a quote request or a general question sent to the depot inbox.
- Confirming the identity and authority of a person who books a service bay on behalf of a studio.
- Producing the sheets, packs, kits, manifests, credits files and license records that a run requires.
- Opening and closing license renewal windows and recording the outcome in writing.
- Issuing invoices, reconciling payments and maintaining accounting records required by law.
- Investigating faults, security incidents and misuse of the website or the depot inbox.
- Improving the clarity of our published service descriptions and the usefulness of our pages.
- Complying with a legal request, a court order or a regulatory requirement that applies to us.
We do not sell personal information, we do not rent contact lists, and we do not use client project information to train a public model or to seed a marketing campaign for another client. Where a client asks us to keep a project confidential, that instruction is recorded in the scope document and honoured across the depot floor.
6. Legal Bases for Processing
Where the law requires a legal basis for processing, we rely on one or more of the following. We rely on performance of a contract when we handle information needed to deliver a service run or to honour a license record. We rely on legitimate interests when we answer a brief, protect the website, maintain business records or improve our services, and we balance those interests against the rights of the individual. We rely on consent when a person asks to receive occasional updates about depot availability, and that consent can be withdrawn at any time by a simple message. We rely on legal obligation when we keep accounting records, respond to a lawful request or retain evidence that a license was granted.
Where a client provides information about its own personnel, the client is responsible for having a lawful basis to share that information with us. We handle it only as the client instructions allow and only for the purpose named in the scope document. If we are asked to use that information for a new purpose, we will seek written confirmation from the client first.
9. Service Providers and Processors
We use a small number of service providers to run the depot. These include a hosting provider that serves the website, an email provider that carries the depot inbox, an accounting service that issues invoices and a backup service that keeps a secondary copy of the license archive. Each provider is chosen for reliability and is bound by a written agreement that limits its use of our information to the service it supplies.
A provider may process personal information on our behalf, for example when an email is routed through a mail server or when an invoice is generated by accounting software. Providers are not permitted to use our information for their own marketing, to sell it to a third party or to combine it with information from other customers. Where a provider suffers a security incident that affects our information, we require prompt notice and we assess the incident under our own response process.
10. International Transfers
The depot is based in Hong Kong and most of our records stay in Hong Kong. Some service providers operate infrastructure in other regions, and a client studio may be located anywhere in the world, so personal information may be transferred across borders as part of ordinary business. When a transfer is necessary, we rely on an appropriate safeguard such as a written contract with standard data protection terms, and we assess the legal environment of the destination before the transfer.
A transfer may also occur when a client asks us to send a bundle to a partner studio in another country or when a support conversation involves a team spread across several time zones. In those cases the transfer is limited to the information needed for the specific purpose and is covered by the same confidentiality expectations that apply on the depot floor in Hong Kong.
11. How Long We Keep Information
We keep information only as long as there is a reason to keep it. Enquiries that do not lead to a run are kept for a short period so that we can answer follow up questions and then removed. Active client records are kept for the duration of the relationship and for a reasonable period afterwards so that a renewal or a support request can be handled without rebuilding history. License records, invoices and accounting entries are kept for the period required by Hong Kong law and by ordinary audit practice.
Technical server logs are kept for a limited window and then deleted or aggregated so that they no longer identify an individual. Backup copies follow a rolling schedule, which means a deleted record may persist in a backup for a short time before it is overwritten. When a retention period ends, information is deleted or irreversibly anonymised. If a person asks us to delete information and no legal obligation requires us to keep it, we will do so and confirm the action in writing.
12. How We Protect Information
We protect personal information with a combination of technical controls and disciplined working habits. Access to the depot inbox and the license archive is limited to the people who need it for their role, and access is reviewed when a person leaves or changes role. Accounts are protected with strong authentication, devices are kept updated, and the archive is backed up so that a failure can be recovered without loss. Physical records, where any exist, are kept in a locked space at the Stanley Street office.
No system is perfect, and we do not claim otherwise. If a security incident affects personal information, we will investigate promptly, contain the effect, notify affected individuals and regulators where the law requires it, and record what happened so that the same failure does not repeat. We ask clients to help by sending briefs through the agreed inbox rather than through informal channels, and by telling us quickly if a contact address changes or if a message looks suspicious.
13. Your Privacy Rights
Depending on where a person lives, the law may give specific rights over personal information. We honour those rights for everyone who contacts us, and we do not require a person to cite a statute in order to make a request. The rights below describe what a person can normally ask for and what we will do in response.
- Access. A request to see the personal information we hold about a person, together with a summary of how it is used.
- Correction. A request to fix information that is inaccurate, incomplete or out of date.
- Deletion. A request to remove information where there is no continuing legal or contractual reason to keep it.
- Restriction. A request to limit how information is used while a concern is investigated.
- Objection. A request to stop a particular use, such as an optional update message.
- Portability. A request for a copy of information in a structured, commonly used format where the law provides that right.
- Withdrawal of consent. A request to withdraw a consent that was previously given, without affecting earlier lawful use.
- Complaint. A right to raise a concern with us and, where appropriate, with a supervisory authority.
To make a request, write to general@meiyuelmaterials.buzz or call +14355588049. We may ask for enough information to confirm identity and to locate the relevant records, but we will not ask for more than is necessary. We aim to answer within thirty days. If a request is complex or involves a large archive, we will explain the reason for any extension and keep the person informed. There is no fee for an ordinary request, and we will not treat a person differently for exercising a right.
14. Privacy for Children
The depot sells licenses to game development studios and does not offer products or services directly to children. The website is written for a professional audience, and we do not knowingly collect personal information from a child under the age of sixteen. If we learn that information has been provided by a child without appropriate involvement from a parent or guardian, we will remove it promptly.
A parent or guardian who believes that a child has sent personal information to the depot should contact general@meiyuelmaterials.buzz so that the record can be reviewed and, where appropriate, deleted. Because a game built with our assets may be played by children, we also ask client studios to handle player information under their own policies; the depot does not receive player data from a client game, and a run does not involve access to a live player database.
15. Marketing Communications
We send occasional messages about depot availability, new service lines and release windows only to people who have asked to receive them. A person can ask to receive these messages by writing to the depot inbox, and can stop them at any time by replying with a simple request or by using an unsubscribe link where one is provided. Asking to stop update messages does not affect service messages about an active run, an invoice or a renewal window, because those messages are part of the service itself.
We do not add a person to an update list merely because that person sent a brief. Consent is recorded separately, with the date and the channel through which it was given. If a person later withdraws consent, we keep a minimal record of the withdrawal so that the preference is respected and so that we can demonstrate compliance if asked.
16. Third Party Links
Some pages may link to a platform, a tool vendor or a professional resource that is relevant to a client project. Those destinations are operated by other organisations, and their privacy practices are their own. A link from our site is not an endorsement of their data handling, and we encourage a reader to review the relevant policy before sharing personal information on another site.
We do not embed third party content that tracks a visitor across the web. If a future feature requires an embedded player or a shared document viewer, we will describe the effect in this policy and, where required, ask for consent before the embed loads. A visitor can always choose to open a linked resource in a separate tab rather than interacting with an embed on our page.
17. Automated Decisions and Profiling
We do not make decisions about people using automated profiling. A brief is read by a member of the depot team, a scope is agreed in conversation, and a license is issued after a human review. No run is accepted or refused by an algorithm, and no price is set by an automated system that evaluates a person. Where we use software to organise records or to flag a renewal date, the software supports a human decision rather than replacing it.
If this changes in the future, we will describe the logic of the automated process in this policy, explain the significance of the outcome and provide a route for a person to request human review. We consider that safeguard essential, because a studio should always be able to speak with a person at the depot about a decision that affects its project.
18. Changes to This Policy
We review this policy from time to time and update it when our practices change, when a service line changes or when the law requires a new disclosure. The effective date at the top of the page records when the current version took effect. Where a change materially affects how personal information is used, we will give notice through the website and, where appropriate, by a direct message to active client contacts.
A reader who wants to know what changed can request the previous version from the depot inbox. We keep prior versions so that a client can compare them and so that the reasoning behind a change is not lost. Continuing to use the website or to work with the depot after a change takes effect means that the updated policy applies, subject to any separate written agreement that governs a particular service run.
19. How to Contact Us
Questions about this policy, requests to exercise a right and complaints about data handling should be sent to the depot. The same address handles all of them, and we do not require a special form to begin a request.
Rm C 7/F World Trust Tower, 50 Stanley St, Central, Hong Kong - 999077, Hong Kong (HK)
Email: general@meiyuelmaterials.buzz
Phone: +14355588049
We read every message and aim to answer within one working day during Hong Kong business hours. If a concern cannot be resolved directly, we will explain the options that remain, including the route to the relevant supervisory authority in the jurisdiction that applies to the person raising the concern.