Terms & Conditions

These Terms of Use (these Terms) govern access to and use of the website, memberships, events, programs, publications, online tools, and related services made available by the Artificial Intelligence Association of Hong Kong (AIHK) (collectively, the Services). By accessing or using any part of the Services, submitting any form, registering for any membership or event, creating any account, making any payment, or clicking to accept these Terms, each user agrees to be bound by these Terms. Any person who does not agree must not access or use the Services.

1. Operator and Scope

The Services are operated by AIHK. AIHK’s full legal name, registration details, and contact particulars may be updated from time to time on the website or by notice through the Services.

These Terms apply to all visitors, members, applicants, event registrants, speakers, sponsors, partners, volunteers, committee participants, donors, customers, prospective customers, and any other persons who access, browse, register for, pay for, attend, contribute to, or otherwise use the Services, whether acting in an individual capacity or on behalf of any company, organization, institution, or other entity.

The Services include the AIHK website, membership scheme, events and conferences, training sessions, courses, workshops, roundtables, committees, publications, newsletters, content, communications, AI-enabled tools, demos, directories, applications, forms, and any related products, benefits, resources, or offerings made available under the AIHK brand from time to time.

2. Acceptance, Authority, and Updates

By accessing, using, registering for, paying for, or participating in any part of the Services, the user confirms that the user has read, understood, and agreed to these Terms. If a user accesses or uses the Services on behalf of a company, organization, institution, fund, partnership, or other entity, that user represents and warrants that the user has full authority to bind that entity, and references to “you” include both the individual user and the relevant entity.

Electronic acceptance, click-through consent, online submission, account registration, event registration, membership application, continued use after updates, and other electronic manifestations of assent will be treated as valid and binding to the maximum extent permitted by applicable law.

AIHK may modify these Terms, the Services, and any related policy, benefit, feature, rule, eligibility criterion, or commercial condition at any time by posting an updated version on the website or otherwise making it available through the Services. Changes become effective upon posting unless a later date is stated. Continued access to or use of the Services after any update constitutes acceptance of the revised Terms.

3. Eligibility

The Services are intended primarily for adult, professional, educational, business, and organizational users. A user may use the Services only if the user has the legal capacity to enter into a binding agreement under applicable law.

If any use by a minor is permitted, that use must be supervised by a parent, guardian, school, employer, or other duly authorized representative. AIHK may refuse, restrict, or terminate any such use at any time in its sole discretion.

4. Services Description and AIHK Discretion

Descriptions of the Services, events, memberships, programs, committees, benefits, speakers, schedules, discounts, and resources are illustrative only and do not create any commitment by AIHK to continue, maintain, deliver, reserve, support, or make available any particular feature, person, benefit, timeline, category, output, or result.

AIHK may add, remove, modify, suspend, restrict, postpone, cancel, replace, or discontinue any part of the Services, any membership category, any committee or council, any benefit or discount, any speaker, any venue, any content, or any program at any time, with or without notice, and without liability to the maximum extent permitted by law.

AIHK is under no obligation to release updates, maintain any archive, continue any benefit, preserve any past pricing or discount, maintain any committee composition, provide any minimum number of events, or ensure availability of any service, event, speaker, format, sponsorship opportunity, or online tool.

5. Accounts, Registration, and Security

Access to certain Services may require registration of an account, membership, event booking, application profile, committee enrollment, or other access credential. Users must provide accurate, complete, and current information and keep it updated at all times. AIHK may approve, reject, suspend, recover, reclaim, rename, or disable any account, profile, registration, membership, or access credential in its sole discretion.

Each user is solely responsible for maintaining the confidentiality of credentials, for all activities conducted through the user’s account or registration, and for promptly notifying AIHK of any unauthorized use, suspected compromise, fraud, or security issue. AIHK may rely on any instruction, consent, payment, submission, booking, communication, or action initiated through a validly authenticated account or registration.

AIHK may use cookies, authentication controls, fraud checks, logs, monitoring tools, and security technologies to support account access, registration management, payment processing, platform integrity, and abuse prevention, subject to applicable law and AIHK’s Privacy Policy.

6. Memberships

Membership applications must be made in the manner specified by AIHK, which may include online application forms, supporting documents, declarations, and payment of applicable fees. Submission of an application does not create any entitlement to membership, and membership is subject to approval by AIHK in its sole discretion.

AIHK may accept, reject, defer, suspend, cancel, decline to renew, or terminate any membership application or membership at any time, with or without notice, and without obligation to provide detailed reasons, where AIHK considers such action desirable for governance, legal, reputational, conduct, operational, eligibility, or other legitimate reasons.

Membership fees, application fees, administrative fees, and any related charges are non-refundable and non-transferable except where AIHK expressly agrees otherwise in writing or where refund is required by mandatory law. No member is entitled to any refund, credit, set-off, replacement, or compensation for suspension, rejection, non-renewal, termination, non-use, partial use, or dissatisfaction with any membership or related benefit.

Membership rights, benefits, discounts, access privileges, and participation opportunities are personal to the approved member or the approved member organization and may not be transferred, assigned, sublicensed, shared, resold, or commercially exploited except with AIHK’s prior written consent.

Each member must comply with AIHK’s constitution, bylaws, codes of conduct, membership rules, committee rules, event rules, and any additional requirements issued by AIHK from time to time. AIHK may interpret and apply such rules in its sole discretion, and its decisions on membership administration shall be final except to the extent otherwise required by mandatory law or AIHK’s own governing documents.

7. Events, Conferences, Workshops, and Programs

All event, conference, workshop, course, roundtable, and program registrations are subject to availability, eligibility criteria, capacity limits, operational requirements, and any specific terms stated at the time of registration. Registration does not guarantee admission, seating, speaking time, exhibitor space, sponsorship rights, networking access, certification, continuing benefits, or any particular outcome unless expressly confirmed by AIHK in writing.

AIHK may cancel, postpone, reschedule, relocate, substitute speakers, modify agendas, change venues, alter participation formats, impose attendance limits, convert physical events to virtual or hybrid formats, or otherwise revise any event or program at any time without liability to the maximum extent permitted by law.

Unless expressly stated otherwise by AIHK in writing or required by mandatory law, all event and program fees are non-refundable and non-transferable. Where AIHK chooses in its sole discretion to offer any refund, transfer, substitution, or credit, AIHK may impose deadlines, administrative charges, documentary requirements, credit-use conditions, and any other limitations it considers appropriate.

AIHK is not responsible for any travel, accommodation, visa, hospitality, opportunity cost, scheduling loss, business interruption, or other incidental or consequential expense or loss incurred in connection with any cancellation, postponement, change, refusal of admission, speaker substitution, venue change, or participation restriction.

AIHK may refuse entry to, remove from, or restrict the participation of any attendee, speaker, sponsor, exhibitor, volunteer, or participant who breaches these Terms, any event rules, or any code of conduct, or whose behavior AIHK considers disruptive, unsafe, inappropriate, unlawful, detrimental to AIHK’s reputation, or otherwise undesirable.

8. Fees, Payment, Charges, and Recovery

Certain Services may be offered on a paid basis. By purchasing, subscribing to, registering for, or otherwise using any paid Service, the user agrees to pay all applicable fees, charges, taxes, levies, costs, bank fees, processor fees, and other amounts specified by AIHK or its payment processor.

Unless expressly stated otherwise, all fees are non-cancellable and non-refundable to the maximum extent permitted by law. AIHK may set, change, revise, introduce, or withdraw pricing, plans, discounts, codes, credits, payment methods, billing timing, eligibility requirements, and monetization features at any time without prior notice.

AIHK may suspend or terminate access, attendance, benefits, memberships, registrations, or services for non-payment, payment failure, chargeback activity, fraud concerns, misuse, reputational risk, policy breach, or other payment-related risk. Users remain liable for all accrued amounts, collection costs, administrative costs, chargeback fees, reversal fees, and legal expenses incurred in recovering unpaid sums.

9. User Responsibilities

Each user is solely responsible for all data, content, statements, submissions, uploads, proposals, forms, applications, payment details, communications, credentials, and other materials provided to or through the Services. Each user must ensure that all such materials are lawful, accurate where required, appropriately authorized, non-infringing, not misleading, and suitable for submission through the Services.

Each user is responsible for determining whether the Services, including any event content, training materials, publications, committee outputs, AI-generated outputs, or recommendations, are appropriate for the user’s objectives, regulatory environment, internal approval processes, and business needs. Independent professional and human review must be undertaken before relying on any output, representation, publication, or program content for legal, financial, investment, employment, regulatory, compliance, procurement, or other material decisions.

If a user provides information relating to any other person, the user represents and warrants that the user has obtained all rights, notices, permissions, authorizations, and lawful grounds necessary to provide that information and to authorize its collection, processing, use, disclosure, transfer, publication, and other handling through the Services.

10. Acceptable Use Restrictions

Users must not, and must not permit any third party to:

·        use the Services for any unlawful, fraudulent, deceptive, defamatory, abusive, harmful, harassing, discriminatory, anti-competitive, infringing, or otherwise objectionable purpose;

·        upload, input, submit, or transmit any material without having all rights, consents, permissions, and notices required by law;

·        misuse AIHK’s name, logo, event brands, committee affiliations, speaker participation, or membership status in a misleading or unauthorized way;

·        reverse engineer, decompile, disassemble, copy, scrape, crawl, mirror, benchmark, republish, frame, or otherwise extract data, content, directories, participant information, workflows, prompts, software, or underlying logic from the Services except to the extent such restriction is prohibited by non-excludable law;

·        use the Services to build, train, improve, validate, market, or support any competing service, platform, membership organization, event series, dataset, or AI product using AIHK content or access;

·        circumvent any rate limit, access restriction, ticket limit, membership rule, payment rule, security control, authentication mechanism, or commercial restriction;

·        introduce malware, harmful code, bots, unauthorized automation, denial-of-service activity, or any disruptive mechanism;

·        use the Services for spam, unsolicited solicitations, manipulative campaigns, impersonation, misinformation, or deceptive synthetic content;

·        harvest, collect, or misuse attendee, member, sponsor, partner, speaker, committee, or contact information without authorization;

·        submit confidential, restricted, regulated, or sensitive information unless the user has independently determined that submission is lawful and appropriate.

AIHK may investigate suspected misuse and may suspend, remove, disable, preserve, review, monitor, or disclose relevant information where reasonably necessary to enforce these Terms, protect the Services, protect AIHK’s reputation, prevent misuse, collect evidence, or comply with law.

11. User Content, Submissions, and License

Users may submit or make available applications, proposals, papers, biographies, headshots, comments, publications, feedback, event materials, sponsorship materials, logos, videos, photographs, recordings, presentations, prompts, documents, payment confirmations, and other content or materials through the Services (“User Content”). As between the parties, users retain whatever rights they may have in their User Content, subject to the rights granted under these Terms.

Each user grants AIHK a worldwide, irrevocable, perpetual, transferable, sublicensable, royalty-free, fully paid-up license to host, store, reproduce, process, adapt, modify, translate, publish, display, distribute, communicate, analyze, create derivative works from, and otherwise exploit User Content for any lawful association-related, educational, operational, archival, promotional, governance, evidentiary, compliance, service-delivery, fundraising, partnership, publicity, sponsorship, and business purpose, except to the extent prohibited by applicable law or expressly restricted in a separate written agreement signed by AIHK.

Without limiting the foregoing, AIHK may use names, organization names, titles, biographies, headshots, logos, event photographs, recordings, testimonials, quotations, and participation references relating to members, speakers, sponsors, partners, volunteers, and attendees for publicity, promotion, reporting, record-keeping, and historical archive purposes unless otherwise expressly agreed by AIHK in writing.

AIHK is under no obligation to review, screen, preserve, restore, return, or continue hosting any User Content and may remove, reject, edit, archive, quarantine, disable, or permanently delete any User Content at any time in its sole discretion. Users are solely responsible for maintaining their own backups.

12. AI and Automated Features

AIHK may make available AI-enabled or automated tools, search features, assistants, demos, educational sandboxes, or related functionality that rely in whole or in part on third-party providers. To provide such features, AIHK may transmit relevant inputs and context to third-party providers acting on AIHK’s behalf or supporting requested functionality.

AI-generated or automated outputs may be inaccurate, incomplete, non-original, biased, offensive, misleading, infringing, unavailable, or otherwise unsuitable in particular contexts. AIHK does not guarantee the accuracy, completeness, originality, legality, non-infringement, reliability, merchantability, fitness, safety, usefulness, or suitability of any such output for any purpose.

To the maximum extent permitted by law, AIHK disclaims liability for reliance on AI-generated or automated outputs, for the consequences of publishing or using such outputs, and for any claim that such outputs infringe rights, misstate facts, omit relevant information, fail to achieve intended results, or cause loss.

13. Third-Party Services, Sponsors, and Links

The Services may connect with, rely on, embed, or refer to third-party providers, payment processors, ticketing platforms, AI providers, venues, sponsors, speakers, media platforms, advertisers, cloud services, and other external services or persons. AIHK may add, remove, replace, or suspend any such provider, person, or integration at any time without notice.

AIHK does not control and is not responsible for any third-party services, websites, content, products, pricing, statements, schedules, performances, availability, data handling, security, or privacy practices. Any link, listing, integration, sponsorship, participation, or reference does not constitute endorsement, warranty, guarantee, or agency unless AIHK expressly states otherwise in writing.

Any dealing, transaction, arrangement, or dispute between a user and any sponsor, vendor, merchant, service provider, speaker, partner, or other third party is solely between those parties, and AIHK bears no responsibility or liability in connection with it.

14. Intellectual Property

The Services, including all software, databases, layouts, texts, graphics, logos, trademarks, service marks, event brands, training materials, publications, directories, videos, recordings, visual elements, designs, workflows, prompts, templates, compilations, and related intellectual property, are and remain the exclusive property of AIHK or its licensors. No right, title, or interest is transferred except for the limited use right expressly granted by these Terms.

Subject to compliance with these Terms, AIHK grants each authorized user a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to access and use the Services for personal, internal business, educational, professional, or other permitted purposes designated by AIHK. This right may be suspended or terminated at any time in AIHK’s sole discretion.

Users must not use, reproduce, adapt, publish, distribute, sell, license, or exploit AIHK’s name, logo, trademarks, event brands, committee names, or other brand assets without AIHK’s prior written consent. Any permitted use may be revoked by AIHK at any time.

15. Feedback

If a user provides suggestions, ideas, proposals, corrections, recommendations, or other feedback relating to the Services, AIHK may use that feedback without restriction, attribution, compensation, confidentiality obligation, or accounting to the user. All feedback is deemed non-confidential and automatically assigned or, if assignment is ineffective, irrevocably licensed to AIHK on a worldwide, perpetual, royalty-free basis.

16. Privacy and Data Use

Use of the Services is subject to AIHK’s Privacy Policy, which explains how AIHK may collect, use, store, disclose, transfer, and otherwise process personal data in connection with the Services. Users must not submit personal data unless they have a lawful basis to do so and, where required, have provided all necessary notices and obtained all necessary consents and permissions.

AIHK may use account, membership, event, billing, communication, attendance, technical, security, and transactional data to operate the Services, enforce agreements, investigate misuse, manage relationships, administer memberships and events, support governance, recover unpaid amounts, protect rights, support audits, establish facts, and pursue or defend claims, in each case to the extent permitted by law and AIHK’s Privacy Policy.

AIHK may retain records, logs, registrations, waivers, attendance lists, communications, invoices, payment records, applications, recordings, and related materials for as long as AIHK reasonably considers necessary for service delivery, business administration, legal compliance, fraud prevention, dispute handling, archival purposes, historical record, technical integrity, enforcement, analytics, recovery, or other legitimate interests.

17. Communications, Publicity, and Recording

Users consent to receive electronic communications, notices, disclosures, invoices, reminders, updates, event communications, membership communications, and related records from AIHK by email, website posting, messaging platform, event platform, account notification, or other electronic means. Such communications satisfy any legal requirement that they be in writing to the maximum extent permitted by law.

AIHK may photograph, audio record, and video record events, programs, webinars, meetings, or other activities associated with the Services and may use, reproduce, edit, publish, and distribute such recordings or images for lawful association-related purposes including promotion, publicity, education, reporting, historical record, and archive purposes, unless otherwise expressly agreed by AIHK in writing.

Users are responsible for ensuring that their own attendance, appearance, statements, presentations, and materials are suitable for such use, subject to applicable law and any separate written agreement with AIHK.

18. No Advice; No Endorsement

The Services, including any event content, publications, articles, directories, committee outputs, training materials, AI outputs, and discussions, are provided for general informational, networking, and educational purposes only and do not constitute legal, financial, investment, accounting, regulatory, technical, medical, employment, or other professional advice.

AIHK does not guarantee any business outcome, fundraising result, regulatory result, professional advancement, partnership opportunity, investment return, employment outcome, learning outcome, compliance outcome, or commercial success arising from use of the Services.

Any reference to, participation by, or presence of any member, sponsor, exhibitor, speaker, partner, tool, vendor, or third-party product does not constitute endorsement, recommendation, verification, guarantee, or representation by AIHK unless expressly stated by AIHK in writing.

19. Suspension, Monitoring, and Termination

AIHK may, at any time and without liability, suspend, restrict, disable, remove, monitor, review, preserve, decline, or terminate access to all or any part of the Services, any account, any membership, any registration, any event participation, any committee role, any benefit, or any content, with or without notice, where AIHK considers such action reasonably necessary for security, legal compliance, policy enforcement, conduct management, operational integrity, payment recovery, fraud prevention, evidence preservation, reputation protection, or any other legitimate interest.

Upon suspension or termination, the affected user’s right to use the relevant Services ends immediately. AIHK may delete, preserve, retain, continue to store, disclose, or archive related data and content as permitted by these Terms, the Privacy Policy, applicable law, or any separate written agreement.

Any provisions that by their nature should survive suspension or termination, including provisions relating to payment, refunds, licenses, disclaimers, limitations of liability, indemnities, data use, intellectual property, dispute resolution, and record retention, will survive.

20. Disclaimers

To the maximum extent permitted by law, the Services are provided on an “as is,” “as available,” and “with all faults” basis, without warranties of any kind, whether express, implied, statutory, or otherwise. AIHK disclaims all warranties and conditions, including any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, title, non-infringement, accuracy, completeness, availability, quiet enjoyment, compatibility, security, reliability, performance, or results.

AIHK does not warrant that the Services will be uninterrupted, error-free, secure, timely, compatible, or free from harmful code, or that any defect will be corrected. No oral or written statement, course of dealing, speaker statement, sponsor representation, publicity statement, or marketing material will create any warranty unless expressly set out in a written agreement signed by AIHK.

21. Limitation of Liability

To the maximum extent permitted by law, AIHK and its affiliates, officers, directors, council members, committee members, employees, contractors, agents, licensors, sponsors, service providers, venue partners, and volunteers are not liable for any indirect, incidental, consequential, exemplary, punitive, special, aggravated, or enhanced damages, or for any loss of revenue, profit, contracts, savings, reputation, data, goodwill, opportunities, attendance value, expected benefit, or business interruption, arising out of or relating to the Services, these Terms, any membership, any event, any program, any AI output, any third-party service, or any inability to access or use the Services.

To the maximum extent permitted by law, the aggregate liability of AIHK arising out of or relating to the Services or these Terms will not exceed the greater of: (a) the total amount paid by the claimant to AIHK for the specific paid Services giving rise to the claim during the 12 months before the event giving rise to the claim; or (b) HKD 1,000.

Any claim arising out of or relating to the Services or these Terms must be brought within one year after the cause of action arose, failing which the claim is permanently barred to the maximum extent permitted by law.

22. Indemnity

Each user must defend, indemnify, and hold harmless AIHK and its affiliates, officers, directors, council members, committee members, employees, contractors, agents, volunteers, sponsors, licensors, suppliers, service providers, and partners from and against any and all claims, actions, liabilities, losses, damages, judgments, settlements, fines, penalties, costs, and expenses, including legal fees on a full indemnity basis, arising out of or relating to: the user’s access to or use of the Services; any User Content; any application, event participation, membership, sponsorship, or payment; breach of these Terms; violation of law; misuse of AI outputs; infringement or misuse of intellectual property, privacy, confidentiality, publicity, or other rights; non-payment; or any dispute between the user and any third party.

23. Mandatory Rights and Severability

If a user deals as a consumer in circumstances where mandatory law applies, certain statutory rights may exist and may not be excluded, restricted, or modified. Nothing in these Terms excludes or limits liability to the extent such exclusion or limitation is prohibited by applicable law.

To preserve maximum enforceability, each provision of these Terms shall be interpreted to the broadest extent permitted by law. If any provision is unlawful, void, or unenforceable in a particular jurisdiction or circumstance, that provision shall be limited only to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

No failure or delay by AIHK in exercising any right, power, or remedy under these Terms shall operate as a waiver of that or any other right, power, or remedy.

24. Governing Law and Dispute Resolution

These Terms are governed by and shall be construed in accordance with the laws of the Hong Kong Special Administrative Region, without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the courts of Hong Kong SAR in relation to any dispute, claim, or matter arising out of or relating to the Services or these Terms.

If AIHK publishes these Terms in more than one language, the English version shall prevail to the extent of any inconsistency unless AIHK expressly states otherwise.

25. Contact

Questions regarding these Terms may be directed to AIHK using the contact details published on the AIHK website from time to time.