Client Confidentiality Policy - Aimer Merchants Ltd.

Official Policy Document

Effective Date: 2 June 2026
Last Updated: 2 June 2026

This Client Confidentiality Policy explains how Aimer Merchants Ltd. protects, handles, uses, stores, and shares confidential client information received during consultation, advisory work, documentation support, tax and VAT services, accounting services, wealth management advisory, IPO consultancy, capital market guidance, legal documentation support, and business advisory services.

By contacting Aimer Merchants Ltd., submitting documents, requesting consultation, or engaging us for any professional service, you acknowledge and agree to this Client Confidentiality Policy.

1. About Aimer Merchants Ltd.

Aimer Merchants Ltd. is a Bangladesh-based professional consultancy firm providing services related to wealth management, tax and VAT consultancy, IPO consultancy, accounting services, legal documentation, capital market investment guidance, and business advisory support.

Our contact details are:

Aimer Merchants Ltd.
Shams Parasol, Flat C1, House 5, Road 21, Gulshan 1, Dhaka-1212, Bangladesh
Email: info@aimermerchants.com
Alternative Email: aimer.merchants@gmail.com
Phone: +880 1726 685 550
WhatsApp: +880 1726 685 550

2. Purpose of This Policy

Clients may share sensitive personal, financial, business, investment, tax, VAT, accounting, legal, and compliance-related information with Aimer Merchants Ltd. during service delivery.

The purpose of this policy is to explain:

What information we treat as confidential
How we use confidential information
How we protect client documents
When information may be shared
Who may access client information
How long we may retain client information
What responsibilities clients have when sharing documents
How confidentiality is maintained during service delivery

We are committed to handling client information with professionalism, care, and discretion.

3. Information We Treat as Confidential

Aimer Merchants Ltd. treats the following types of information as confidential when shared by a client or collected for service purposes:

3.1 Personal Information

Full name
Phone number
Email address
Residential address
Date of birth
National ID information
Passport information
Signature
Photograph
Nominee information
Family information shared for financial planning or documentation purposes

3.2 Business Information

Company name and ownership details
Trade license information
Business registration documents
Partnership details
RJSC documents
Shareholding information
Board or management information
Business contracts
Supplier and customer details
Business strategy
Revenue and expense information
Internal business records
Commercial agreements
Import-export documents
Company restructuring information

3.3 Tax and VAT Information

TIN certificate
BIN certificate
Income tax return documents
VAT return documents
Tax payment challans
VAT challans
TDS and VDS records
NBR notices
Tax assessment documents
VAT assessment documents
Tax planning information
Financial statements submitted for tax or VAT purposes
Supporting tax/VAT documents

3.4 Financial and Accounting Information

Bank statements
Accounting records
Ledger information
Balance sheet
Profit and loss statement
Cash flow statement
Salary records
Expense vouchers
Purchase and sales records
Loan documents
Asset and liability details
Audit reports
Business valuation information

3.5 Investment and Wealth Management Information

Investment goals
Risk profile
Portfolio details
BO account-related documents
Trading account-related information
Capital market investment information
IPO-related documents
Mutual fund or bond investment information
Asset allocation details
Retirement planning details
Family wealth planning information
Source of fund or source of income information

3.6 Legal and Documentation Information

Agreements
Deeds
Legal notices
Power of attorney documents
Authorization letters
Company documents
Property-related documents
Compliance documents
KYC documents
Client instructions
Draft and final documents prepared for the client

3.7 Communication Records

Emails
WhatsApp messages
Phone call notes
Meeting notes
Consultation summaries
Service instructions
Client approvals
Document requests
Internal service records

4. How We Use Confidential Information

Aimer Merchants Ltd. uses confidential client information only for legitimate service-related, professional, legal, compliance, operational, or administrative purposes.

We may use confidential information to:

Respond to client inquiries
Provide consultation
Review client documents
Prepare advisory reports
Prepare tax or VAT documents
Prepare accounting records
Support wealth management planning
Assist with IPO-related consultation
Provide capital market guidance
Prepare legal documentation support
Coordinate with authorized professionals
Communicate with government or regulatory authorities where required
Maintain service records
Process client instructions
Verify client identity
Prevent fraud or illegal activity
Comply with applicable laws and regulations
Resolve disputes or complaints
Improve client service quality

We do not use confidential client information for unrelated purposes without client permission.

5. Access to Confidential Information

Access to client information is limited to individuals or professionals who need the information for service delivery or legitimate business purposes.

Access may be given to:

Authorized Aimer Merchants Ltd. team members
Directors or management personnel
Internal service coordinators
Tax professionals
VAT professionals
Accountants
Auditors
Legal documentation professionals
Lawyers, where required
Investment or wealth management professionals
Brokerage or asset management partners, where applicable
Technology or administrative support providers
Government, regulatory, or legal authorities, where required

Access is limited according to the nature of the service and the need to know.

6. Sharing Confidential Information

Aimer Merchants Ltd. does not sell client information. We do not share confidential client information for unrelated commercial purposes.

However, we may share confidential information in the following situations:

6.1 With Client Consent

We may share information with a third party when the client requests, authorizes, or consents to such sharing.

6.2 For Service Delivery

We may share information with relevant professionals, consultants, partners, or service providers where necessary to complete the requested service.

6.3 With Government or Regulatory Authorities

We may share information with tax authorities, VAT authorities, regulatory bodies, courts, law enforcement agencies, government offices, or other competent authorities when required by law, regulation, legal process, official request, or compliance obligation.

6.4 With Professional Partners

Some services may require coordination with tax consultants, VAT consultants, accountants, auditors, lawyers, brokerage firms, asset management companies, banks, financial institutions, or other professional partners.

6.5 To Protect Legal Rights

We may disclose information where necessary to protect Aimer Merchants Ltd., its clients, employees, partners, legal rights, property, safety, business interests, or to prevent fraud, misuse, illegal activity, or unauthorized conduct.

7. Third-Party Confidentiality

Where confidential information is shared with third-party professionals or service providers, we expect them to handle the information responsibly and only for the intended purpose.

However, third-party professionals, banks, brokerage firms, asset management companies, government portals, regulatory bodies, and external platforms may have their own confidentiality practices, privacy policies, and legal obligations.

Aimer Merchants Ltd. is not responsible for unauthorized disclosure by independent third parties beyond our reasonable control.

8. Client Responsibility When Sharing Information

Clients are responsible for ensuring that information and documents submitted to Aimer Merchants Ltd. are:

Accurate
Complete
Genuine
Updated
Lawfully obtained
Shared with proper authority
Relevant to the requested service

Clients should not submit documents belonging to another person, company, partner, shareholder, nominee, employee, or family member without proper permission or legal authority.

Clients should avoid sending unnecessary sensitive information unless requested for a specific service.

9. Secure Communication Responsibility

Clients may communicate with Aimer Merchants Ltd. through email, WhatsApp, phone, cloud links, courier, or in-person document submission.

Although we take reasonable care, clients should understand that digital communication may involve security risks.

Clients are advised to:

Avoid sending sensitive documents from public computers
Avoid using unsecured public Wi-Fi for document sharing
Send clear and complete documents
Use trusted email or WhatsApp accounts
Verify recipient details before sending documents
Avoid sharing unnecessary passwords
Inform us immediately if a wrong document is sent
Notify us if any document link should be removed or access restricted

Aimer Merchants Ltd. is not responsible for security issues caused by client-side negligence, wrong recipient sharing, compromised client accounts, or unsecured communication devices.

10. Document Handling

Aimer Merchants Ltd. may receive physical or digital documents from clients. We take reasonable steps to handle documents carefully.

Document handling may include:

Receiving documents
Reviewing documents
Scanning documents
Storing documents
Sharing documents with authorized professionals
Preparing service files
Submitting documents to relevant authorities or third parties
Returning documents where applicable
Archiving records
Deleting or disposing of documents when no longer required

Clients should keep their own original copies of all important documents. Unless specifically agreed, Aimer Merchants Ltd. is not responsible for keeping original client documents for long-term custody.

11. Original Documents

If original documents are submitted to Aimer Merchants Ltd., clients should clearly confirm the purpose and expected return process.

Original documents may include:

Trade license
TIN/BIN papers
Company documents
Bank documents
Legal documents
Signed forms
Agreements
Certificates
Identity documents
Property-related documents

Aimer Merchants Ltd. will take reasonable care of original documents while they are in our custody. However, clients are encouraged to submit copies whenever originals are not legally required.

12. Digital Storage

Client information may be stored digitally for service delivery, recordkeeping, compliance, administrative, or communication purposes.

Digital storage may include:

Office computers
Email accounts
Cloud storage
Document management systems
CRM systems
Accounting software
Secure backups
Communication platforms
Internal service folders

We take reasonable steps to restrict access and protect digital records. However, no digital system is completely risk-free.

13. Physical Storage

Where physical files are maintained, Aimer Merchants Ltd. takes reasonable steps to keep such files organized and protected from unauthorized access.

Physical records may include:

Client files
Printed documents
Signed papers
Copies of tax/VAT records
Accounting papers
Legal documents
Service notes
Forms and applications

Physical documents may be archived, returned, scanned, or securely disposed of depending on service requirements and retention needs.

14. Confidentiality During Meetings and Calls

Information discussed during meetings, calls, video conferences, WhatsApp calls, or consultations is treated as confidential.

However, clients should ensure that they attend meetings or calls from a private and secure environment when discussing sensitive matters.

Aimer Merchants Ltd. is not responsible if a client’s family member, employee, business partner, visitor, or third party overhears or accesses information from the client’s side.

15. Confidentiality of Advisory Reports and Drafts

Any advisory report, tax calculation, VAT guidance, accounting statement, investment note, wealth planning summary, IPO-related document, legal documentation draft, or business advisory material prepared for a client is confidential.

Clients should not share such documents publicly or with unauthorized persons unless legally required or agreed.

Aimer Merchants Ltd. is not responsible for misuse, misinterpretation, unauthorized circulation, or third-party reliance on client-specific documents shared by the client.

16. Use of Anonymized Information

Aimer Merchants Ltd. may use anonymized or generalized information for internal training, service improvement, research, case learning, or content development, provided that the client’s identity and confidential details are not disclosed.

For example, we may use general lessons from a tax, VAT, business, or investment matter without revealing the client’s name, documents, figures, or identifying details.

17. Testimonials and Case Studies

Aimer Merchants Ltd. may publish testimonials, reviews, success stories, or case summaries only where appropriate.

We will not knowingly publish sensitive client information such as tax documents, VAT records, financial statements, investment portfolios, identity documents, or business secrets without permission.

If a client requests removal or modification of a testimonial or review, we will consider the request reasonably.

18. Confidentiality After Service Completion

Confidentiality obligations continue even after the service relationship ends.

Aimer Merchants Ltd. will continue to treat client information as confidential after:

Consultation is completed
Service is delivered
Documents are submitted
Client relationship ends
Project is closed
Retainer service ends
Account is inactive

However, information may still be retained where required for legal, tax, VAT, accounting, regulatory, dispute, audit, compliance, or recordkeeping purposes.

19. Data Retention

Aimer Merchants Ltd. may retain confidential client information for as long as necessary for:

Service delivery
Legal compliance
Tax and VAT recordkeeping
Accounting records
Regulatory requirements
Audit support
Dispute resolution
Complaint handling
Internal recordkeeping
Professional responsibility
Future client reference where appropriate

Retention periods may vary depending on the type of service, document, legal requirement, and client relationship.

When information is no longer required, we may delete, archive, anonymize, return, or securely dispose of it.

20. Return or Deletion of Documents

Clients may request the return or deletion of documents, subject to legal, regulatory, tax, VAT, accounting, audit, dispute, and business recordkeeping requirements.

Aimer Merchants Ltd. may not be able to delete or return all records if we are legally required or professionally justified to retain them.

Where deletion or return is possible, we may require identity verification before processing the request.

21. Breach of Confidentiality

If Aimer Merchants Ltd. becomes aware of an unauthorized disclosure, loss, misuse, or breach involving confidential client information, we will take reasonable steps to investigate, contain, and respond to the issue.

Where appropriate, we may notify affected clients, relevant authorities, or professional partners.

Clients should immediately notify Aimer Merchants Ltd. if they believe their information has been wrongly shared, lost, accessed, or compromised.

22. Exceptions to Confidentiality

Confidentiality may not apply in certain situations, including where:

Disclosure is required by law
Disclosure is required by a court or authority
Disclosure is required for tax, VAT, regulatory, or compliance purposes
Information is already publicly available
The client consents to disclosure
Disclosure is necessary to prevent fraud or illegal activity
Disclosure is necessary to protect legal rights
Disclosure is necessary for service delivery
Information must be shared with authorized professionals or partners
Disclosure is required for dispute resolution or complaint handling

23. Confidentiality and Legal Compliance

Aimer Merchants Ltd. will not use confidentiality as a shield for illegal activity.

We do not support:

Tax evasion
VAT evasion
Money laundering
Fraud
False documents
Hidden income
Illegal fund movement
Fake investment schemes
Unauthorized financial activity
Misrepresentation to authorities

If a client requests unlawful assistance or submits suspicious information, Aimer Merchants Ltd. may refuse, suspend, or terminate the service and take appropriate action where required.

24. Employee and Team Confidentiality

Aimer Merchants Ltd. expects its team members, employees, consultants, and representatives to maintain confidentiality of client information.

Team members may access client information only for authorized work-related purposes.

Unauthorized use, sharing, copying, or disclosure of client information is not permitted.

25. Limitation of Liability

Aimer Merchants Ltd. takes reasonable steps to protect confidential information. However, we shall not be liable for unauthorized access, disclosure, loss, delay, or misuse caused by:

Client-side negligence
Incorrect recipient details provided by client
Compromised client email or device
Public Wi-Fi or unsecured network use by client
Third-party platform security issues
Government or regulatory portal issues
Cyberattack beyond reasonable control
Force majeure events
Unauthorized access not caused by our negligence
Client sharing documents with unauthorized persons

Our liability, if any, shall be limited to the specific service engagement and applicable law.

26. Relationship with Privacy Policy

This Client Confidentiality Policy should be read together with our Privacy Policy, Terms and Conditions, Professional Disclaimer, and other applicable policies.

The Privacy Policy explains how personal data is collected, used, stored, and shared. This Client Confidentiality Policy focuses specifically on professional confidentiality and client document handling.

27. Updates to This Policy

Aimer Merchants Ltd. may update this Client Confidentiality Policy from time to time to reflect changes in services, legal requirements, data handling practices, professional procedures, technology, or business operations.

The updated version will be posted on our website with the revised “Last Updated” date.

Continued use of our website or services after updates are posted means you accept the revised Client Confidentiality Policy.

28. Contact Us

For questions, document handling requests, confidentiality concerns, or privacy-related matters, please contact us: