Privacy Policy

Privacy Policy

The Hong Kong Association (‘Association’) and The Hong Kong Society (‘Society’) are incorporated as a company limited by guarantee and not having share capital. This privacy policy explains how we use any personal information we collect about you.

Topics:

- Information we may collect from you
- How we use your information
- Access to your information and correction
- Links to other websites
- Security
- Changes to our privacy policy
- How to contact us

Information we may collect from you
We collect information about you when you become a member, or when you register for an event. This includes:

- Your contact details as provided when you joined as a member or sign up for an event, including title, name, phone, email and postal address. Company name (if relevant) and partner name (if a joint ‘Society’ membership is taken).
- Your birthdate if you provided it (for ‘Society’ membership to show type of membership)
-Your membership and event payment history and what events you have attended.
- Names of guests you have invited to an event.
- If you pay your subscription via Direct Debit we also need your bank details. These details will be deleted when you are no longer a member.

How we use your information:

- To send you information by email and mail on upcoming events
- To send you occasional newsletters and other relevant communications
- To generate anonymous statistics about our membership (e.g. numbers per membership type or postcode area)
- Names and titles (and occasionally job title and or company) maybe passed to venues for them to manage security.
- To send you notifications when your membership is due for renewal
- We may use images of events in our publications and on our website or on appropriate social media sites

Please note that apart from where described above for events we do not pass your information to any third party.

This information can be accessed by our team in the ‘Association/Society’ offices. Appropriate security measures are in place to ensure your data is secure and GDPR compliant.

For ‘Society’ members credit card and account details that you provide to the system will be via PayPal and therefore no payment information is retained by us.

If you object to having your picture appear on our website or any published types of media that we control please contact us. Any pictures that you indicate to us containing your image will be removed on request.

Further member correspondence may come from our UK regional conveners about activities and events in a relevant UK region, and from the ‘Association/Society’ Office concerning membership status and renewal.

You may unsubscribe at any time by following the instructions in the relevant email or mail sent to you or by emailing communications@hkas.org.uk or writing to us at: Communications, The Hong Kong Association/The Hong Kong Society, Swire House, 59 Buckingham Gate, London SW1E 6AJ

Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email communications@hkas.org.uk or write to us at Communications, The Hong Kong Association/The Hong Kong Society, Swire House, 59 Buckingham Gate, London SW1E 6AJ

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. You can amend your details at any time by contacting communications@hkas.org.uk.

You may request to have your data deleted. Whilst we will endeavour to adhere to your wishes we may not be able to delete your data if there is a legal obligation to retain it, this includes where financial data must be retained for seven years or where data must be retained to enable us to defend our legal rights. We will inform you of the basis of any such decision not to delete your data as appropriate.

Links to other websites
Our site contains links to other websites. Please note that these websites have their own privacy policies and that we do not accept any responsibility or liabilities for these polices.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. The responsible person for this policy is Tom Wright, Executive Director.

How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you. Email communications@hkas.org.uk or write to: Communications, The Hong Kong Association/The Hong Kong Society, Swire House, 59 Buckingham Gate, London SW1E 6AJ

16th May 2018

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