香 港 學 界 模 擬 辯 護 及 模 擬 法 庭 協 會 

Hong Kong Schools Mooting and Mock Trial Association

 

Privacy Policy Statement

 

What is a Privacy Policy Statement?

The data which can be used to identify a person such you, namely “personal data”, is often collected and used when you fill in forms and access different websites. Personal data is an important asset to everybody, and thus it is important for you to know if such personal data is collected, and if collected, how the data is used, the purpose for which it will be used and how it will be handled.

In Hong Kong, important Data Protection Principles (“DPP”) are set out in the Personal Data Privacy Ordinance (Cap. 486) (“Ordinance”) to “ensure that personal data is collected on a fully-informed basis and in a fair manner, with due consideration towards minimising the amount of personal data collected”.

 

Why do we collect personal data?

Here at the Hong Kong Schools Mooting and Mock Trial Association (“the Association” or “we”), as data users, we are committed to protecting the privacy, confidentiality, and security of the personal data we hold by complying with the requirements of the Ordinance.

We regularly organise events which involve various individuals, including participants, helpers and sponsors. For example, if you are a participant, we may collect your personal data to process your application for the events.

Sensitive data

We may collect and retain your sensitive personal data (including but not limited to information about your health, Hong Kong identity card or passport number) solely for complying with our legal obligations under the law (e.g. prevailing public health policies). 

 

What will we do when collecting personal data?

We may only collect, use, and process your personal data with your consent.  When we collect personal data from individuals, we will provide them with a Personal Information Collection Statement (“PICS“) on or before the collection in an appropriate format and manner. By giving us your consent (or indication of no objection), you expressly and voluntarily agree that we may collect, use, and process your personal data. 

 

What types of personal data will we collect?

(If you are visiting our website (https://www.hkmoot.org), you should refer to the “Cookies” section below.)

For example, if you are an applicant to an event, the personal data we require from you will include your name, your school name, contact details of yourself, and your emergency contacts (including mobile phone number and email). The personal data may be used for our correspondence with you and your emergency contact(s), processing your payments for our events, issuance of certificates and direct marketing to you for future events hosted by us.

With your consent or indication of no objection, we may also use the personal information we have collected from you so that we can promote our events, recruit new members, and monitor the quality of our activities.  If you do not wish to receive our marketing materials, you may opt out at any time.  You can also find more information about this by contacting us at info@hkmoot.org or referring to our Personal Information Collection Statement.

 

How will we handle your personal data?

Any personal data collected from you will only be used for the specific purposes mentioned at the time of the collection or for purposes directly related to those specific purposes and/or in our Personal Information Collection Statement. To safeguard your personal data, we will also provide our members with the necessary training and limit access to your personal data on a need-to-know basis. 

We may also share your personal data to our official co-organiser(s), to the extent necessary for organising and managing our events.  We will not share any personal data collected from you for any other purposes to our official co-organiser(s) or any third parties unless we have your express and voluntary consent.

 

Sensitive data

We will not use the sensitive data for any other purpose than stated and will never disclose any sensitive personal data to any third party save and except it is necessary for us to comply with our legal obligations.

 

How long will you retain my data?

Save and except when you have agreed to us collecting your personal information for promotional and recruitment purposes, we will only retain your personal data only for a year after the conclusion of our events.  Your personal data will be securely destroyed or anonymised afterwards. 

You may also request that our records of your personal data be deleted at any time.  However, if your personal data is deleted before the purpose(s) for which it is collected is fulfilled, we might not be able to provide all our services without your information.

Sensitive data

Your sensitive personal data will only be retained for three months and will be destroyed securely afterwards.

 

How can you access, edit and/or delete your data?

As stated above, you may request our records of your personal data be deleted at any time. However, if your personal data is deleted before the purpose(s) for which it is collected is fulfilled, we might not be able to provide all our services without your information.

You are also entitled to request access to and correct any mistakes and/or inaccuracies in the personal data we hold about you.  Requests for access to or corrections address to our Data Protection Officer at “privacy@hkmoot.org”.  As part of the data security policy, we may require some of your personal data to verify your identity before we allow you access. 

 

Cookies

What are cookies?

Like most websites, our websites use cookies to collect information. Cookies are small data files which are placed on your computer or other devices (such as smartphones or tablets) as you browse our websites. They are used to ‘remember’ when your computer or device accesses our websites. They allow us to remember whether you are logged in to the site. Cookies are essential for the effective operation of our websites and to help you, if you are a participant to our events, to use access our Moodle portal. For more detailed information about how cookies work, please visit www.allaboutcookies.org.

 

What information do we collect using cookies?

Our website does not use any cookies that collect personal data for non-logged in users. This means that as long as you do not login Moodle, we will not collect any personal data through cookies.  All data passed by cookies is anonymous and will never contain individual detail such as your name, address, telephone number or payment information.

If you do login Moodle, some cookies may collect information about logging and browsing behaviour when you access our websites via the same computer or device. This includes information about pages viewed and documents submitted.

 

What types of cookies do we use?

There are two types of cookies that may be used during your visit to our site:

  • Session cookies

Session cookies are deleted after each visit to our site. For example, when you are browsing our site, it will remember you for the duration of your visit, but the cookie will be removed from your computer as soon as you close down your internet browser. Session cookies allow the website to detect whether cookies are enabled and are strictly necessary for the website to function.

  • Persistent cookies

Persistent cookies remember you for a set period of time. For example, if you are a participant, such cookies may allow you to remain logged into your Moodle account, or if you have commented on our pages, such cookies may remember your name and email you have filled in before.

 

How do you manage your cookies?

You may delete cookies via your web browser. However, you may also find the functionality of our website affected and unless cookies are disallowed, they will be re-applied the next time you visit a website.

If you want to disallow or disable cookies, you will need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use. For more detailed information about how cookies work, please visit https://www.allaboutcookies.org/manage-cookies/.

 

What should you do if you are under the age of 18?

If you are under the age of 18, we encourage you to inform your parents/guardian(s) of our privacy policy before proceeding on your application.

 

Who can you contact if you have questions?

Should you have any questions regarding our privacy policies and practices, you may contact our Data Protection Officer at “privacy@hkmoot.org”.