Privacy Policy
Effective date: 1 Sep 2026
The Hong Kong Association for External Friendship ("HKAEF", "we", "us" or "our") is committed to protecting the privacy of your personal data. This Privacy Policy explains how we collect, use, disclose and protect your personal data in connection with the Global University Presidents and Leaders Summit 2026 (GUPLS 2026), including the registration process and this website. We handle personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of the laws of Hong Kong (the "PDPO").
1. Personal Data We Collect
We may collect the following personal data when you register for or interact with GUPLS 2026:
- Name, salutation and job title;
- Organisation / institution, and country or region;
- Contact details (email address, telephone number, mailing address);
- Dietary requirements and accessibility needs;
- Any other information you voluntarily provide during registration or correspondence.
Providing certain data is necessary to process your registration. If you do not provide it, we may be unable to confirm your participation.
2. Purposes of Collection and Use
We use your personal data for the following purposes:
- Processing and confirming your registration and issuing your delegate code;
- Managing and administering the event, including check-in, seating and logistics;
- Communicating with you about the event, including confirmations, reminders and updates;
- Responding to your enquiries and providing support;
- Compiling aggregated, non-identifying statistics; and
- Complying with applicable laws and regulations.
3. Disclosure and Transfer to Third Parties
We may disclose your personal data to third parties who assist us in organising the event, including the event venue, service providers, contractors and, where relevant, sponsors and co-organisers, strictly for the purposes set out above. We require such parties to protect your personal data and to use it only for the agreed purposes. We will not sell your personal data.
4. Transfer of Data Outside Hong Kong
As GUPLS 2026 welcomes overseas participants, your personal data may be transferred to, stored or processed outside Hong Kong. Where such transfers occur, we take reasonable steps to ensure your personal data is afforded a level of protection consistent with the PDPO.
5. Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Personal data that is no longer required will be securely deleted or anonymised.
6. Data Security
We implement appropriate organisational and technical measures to safeguard your personal data against unauthorised access, loss, misuse or alteration.
7. Your Rights — Access and Correction
Under the PDPO, you have the right to request access to and correction of your personal data held by us. To make a data access or correction request, please contact our Privacy Officer at 2026gupl@gmail.com. We may charge a reasonable fee for complying with a data access request, as permitted by the PDPO.
8. Direct Marketing
We will not use your personal data for direct marketing purposes (for example, promoting future events or activities) unless we have obtained your explicit consent. You may withdraw your consent to direct marketing at any time, free of charge, by contacting us at 2026gupl@gmail.com.
9. Cookies
Our website uses cookies to enhance your browsing experience, analyse traffic and remember your preferences. You can control or disable cookies through your browser settings; however, some features of the website may not function properly if cookies are disabled. Please refer to the cookie banner on our website for further options.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be posted on this website with the effective date indicated above. Your continued use of the website or participation in the event constitutes acceptance of the updated policy.
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:
Privacy Officer, GUPLS 2026 Secretariat
Hong Kong Association for External Friendship (HKAEF)
Email: 2026gupl@gmail.com
Address: Unit 3302, The Henderson, 2 Murray Road, Central, Hong Kong