Privacy Policy

AIHK Privacy Policy 

The Artificial Intelligence Association of Hong Kong Limited (“AIHK”, “Association”, “it”, “its”) respects personal data privacy and is committed to handling personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong (“PDPO”) and other applicable laws.

This Privacy Policy explains how AIHK may collect, use, store, disclose, transfer, and otherwise process personal data when individuals interact with AIHK through its website, membership activities, events, programs, newsletters, committees, partnerships, and related communications.

By using the website or engaging with AIHK, an individual acknowledges that personal data may be handled as described in this Privacy Policy. If an individual does not agree, that individual should not use the website or submit personal data to AIHK.

1. Scope

This Privacy Policy applies to personal data collected by or on behalf of AIHK through aihongkong.org, online forms, applications, registrations, event sign-ups, mailing lists, surveys, committee or sector participation, direct communications, and other AIHK-operated channels.

This Privacy Policy does not apply to third-party websites, applications, payment processors, ticketing systems, social media platforms, cloud services, or other external services that may be linked to or used in connection with AIHK activities. Those third parties operate under their own terms and privacy practices, and AIHK is not responsible for them.

2. Personal data collected

AIHK may collect personal data that an individual provides directly, including:

·        name;

·        email address;

·        telephone number;

·        company or organization name;

·        job title or role;

·        membership category or application details;

·        sector, committee, program, or event interests;

·        billing, payment, or transaction-related information where relevant;

·        communications, enquiries, feedback, survey responses, and other information voluntarily submitted to AIHK.

AIHK may also collect information relating to participation in its activities, including membership status, registrations, attendance records, engagement history, event preferences, and records of communications with AIHK.

Where relevant, AIHK may collect limited technical and usage data such as IP address, browser type, device information, referring pages, pages visited, timestamps, cookies, and other analytics or security-related information generated through use of the website.

Some personal data is required for AIHK to process memberships, registrations, event participation, requests, or other services. If required information is not provided, AIHK may be unable to process the relevant request or provide the relevant service.

3. Cookies and website tools

AIHK may use cookies and similar technologies that are reasonably necessary to operate, secure, measure, and improve the website and related digital services.

These technologies may be used for website functionality, session management, traffic measurement, analytics, fraud prevention, security monitoring, and user experience improvement.

Users may manage certain cookie settings through their browser. Disabling cookies may affect website functionality or certain features.

4. Purposes of use

AIHK may use personal data for any purpose reasonably connected with its functions, activities, legitimate interests, legal obligations, and relationship with the individual, including to:

·        operate, administer, maintain, secure, and improve the website and AIHK activities;

·        process membership applications, renewals, committee participation, and member administration;

·        organise and manage events, meetings, briefings, training, programs, and community activities;

·        communicate about memberships, events, industry updates, announcements, initiatives, partnerships, and relevant opportunities;

·        respond to enquiries, requests, complaints, and administrative matters;

·        process payments, invoices, receipts, sponsorships, donations, or related financial administration where applicable;

·        maintain internal records, governance, compliance, audit, risk management, and operational oversight;

·        monitor usage, detect misuse, protect systems, investigate incidents, and enforce applicable terms or policies;

·        comply with legal, regulatory, tax, law enforcement, dispute, and reporting requirements; and

·        carry out other purposes directly related to the above or reasonably expected in the context of the individual’s dealings with AIHK.

To the maximum extent permitted by law, AIHK may also use personal data in de-identified, aggregated, statistical, or operational form for planning, reporting, research, benchmarking, service improvement, ecosystem development, and institutional analysis, provided such use does not identify an individual where identification is not required.

5. Direct marketing and communications

AIHK may send newsletters, invitations, announcements, promotional materials, membership updates, event notices, surveys, and other communications relating to AIHK, its programs, and selected partners or collaborators, subject to the PDPO and any consent requirements that may apply.

An individual may opt out of non-essential marketing communications by using the unsubscribe mechanism or contacting AIHK. AIHK may still send administrative, transactional, governance, policy, legal, membership, or event-related communications where appropriate.

6. AI tools and automated processing

AIHK may use AI tools, automation tools, and third-party technology service providers to support drafting, analytics, workflow efficiency, content handling, event operations, communications, research support, and administrative processes.

Where personal data is processed through such tools, AIHK may provide relevant inputs, context, or materials to service providers acting on its behalf or supporting requested functionality, subject to contractual, operational, or other safeguards that AIHK considers appropriate.

AIHK does not guarantee that AI-assisted outputs will always be accurate, complete, error-free, or suitable for any particular purpose, and AIHK may rely on human review, moderation, or operational judgment where it considers appropriate.

7. Disclosure and transfer

AIHK does not sell personal data for money.

AIHK may disclose, share, transfer, or make personal data available where reasonably necessary for its activities, operations, legitimate interests, or legal obligations, including to:

·        website hosting, cloud, storage, database, analytics, email, CRM, payment, productivity, event management, and security service providers;

·        professional advisers, auditors, accountants, insurers, bankers, and consultants;

·        event co-organisers, sponsors, venue operators, trainers, speakers, committee leads, program partners, or collaborating institutions where relevant to a specific activity;

·        regulators, courts, tribunals, public authorities, law enforcement, or other persons where AIHK considers disclosure necessary or appropriate to protect its rights, property, systems, members, participants, or legal position; and

·        actual or prospective assignees, successors, counterparties, or transaction participants in connection with any restructuring, transfer, financing, affiliation, reorganisation, or similar arrangement involving AIHK or relevant activities.

AIHK may transfer or process personal data in or outside Hong Kong where its service providers, partners, or systems operate. By interacting with AIHK, an individual acknowledges that data may be transferred to jurisdictions with different personal data protection standards.

8. Retention

AIHK may retain personal data for as long as it reasonably considers necessary for the purposes described in this Privacy Policy, including for membership administration, event management, governance, compliance, legal, audit, accounting, risk management, dispute handling, recordkeeping, business continuity, and protection of AIHK’s legitimate interests.

AIHK may retain archived copies, backups, logs, correspondence, financial records, and residual technical data for longer periods where deletion is impracticable, disproportionate, technically constrained, required for system integrity, or permitted or required by law.

9. Security

AIHK may implement administrative, technical, organizational, and contractual measures that it considers appropriate to protect personal data against unauthorized or accidental access, processing, erasure, loss, use, or disclosure.

However, no system, transmission method, storage platform, or security measure is completely secure. To the maximum extent permitted by law, AIHK disclaims liability for unauthorized access, loss, misuse, alteration, disclosure, or destruction of personal data except to the extent such limitation is prohibited by applicable law.

10. Access, correction, deletion, and other requests

Subject to applicable law and reasonable verification requirements, an individual may request access to or correction of personal data held by AIHK.

Where permitted by law, AIHK may charge a reasonable fee for processing access requests and may refuse, limit, defer, or condition any request to the extent permitted by law, including where retention is necessary for legal, governance, security, audit, operational, evidential, or technical reasons.

An individual may also request that AIHK cease certain uses of personal data or delete certain personal data. AIHK may retain or continue to process data where it considers such retention or processing necessary, appropriate, or permitted by law.

11. Children

AIHK’s website, memberships, events, and activities are intended primarily for professional, business, institutional, and adult participants and are not directed to children.

If AIHK becomes aware that personal data relating to a child has been collected in circumstances requiring action under applicable law, AIHK may delete, restrict, or otherwise deal with that data as it considers appropriate.

12. Changes to this Privacy Policy

AIHK may amend, update, or replace this Privacy Policy at any time by posting the revised version on its website or otherwise making it available through appropriate channels. Unless otherwise stated, changes take effect when posted.

Continued use of the website or continued engagement with AIHK after an updated version is posted constitutes acceptance of the revised Privacy Policy to the maximum extent permitted by law.

13. Contact

Privacy-related requests, access or correction requests, complaints, and other notices may be submitted to AIHK through the contact details or contact channels published on the AIHK website.

For implementation, replace this section with AIHK’s preferred privacy contact email, mailing address, and/or contact form details before publication.