Introduction
International Science, Technology and Innovation Forum of Boao Forum for Asia 2025 Hong Kong Conference (hereinafter referred to as “ISTIF”) attaches great importance to the protection of personal privacy. The purpose of this statement is to set out ISTIF’s policy and code of practice on the handling of personal data, which applies to all collection, use and storage of personal data through official channels (including but not limited to ISTIF’s registration system).
ISTIF respects your privacy and ISTIF promises:
· to implement computer, physical and procedural safeguards to protect the security and confidentiality of the personal data ISTIF collects;
· to limit the personal data collected to the minimum required to provide services requested by you;
· to permit only ISTIF’s properly trained, authorized employees to access personal data;
· not to disclose your personal data to external parties unless you have agreed, ISTIF is required by law or ISTIF has previously informed you.
This statement is formulated in accordance with the Personal Data (Privacy) Ordinance of the Hong Kong Special Administrative Region and complies with the relevant legal requirements.
I. Collection of Personal Data
1.1 Collection Channels
ISTIF collects personal data through the following channels:
· Online registration system: submit registration information through the official website or WeChat Mini Program specified in the “International Science, Technology and Innovation Forum of Boao Forum for Asia 2025 Hong Kong Conference Guest Registration Guide”;
· Verification of documents: upload valid identification documents (e.g. People’s Republic of China Resident Identity Card, Hong Kong/Macao/Taiwan Identity Card, passport
);
· Participation: provide additional information when registering at the Conference site, signing in, or participating in related activities.
1.2 Information Collection
According to the needs of activities, ISTIF collects the following personal information: Basic information: name, contact information (mobile phone number, email address), organization and position;
· Personal identification data: ID card/passport number, date of birth, nationality;
· Activity related: type of registrations
(guest/press/volunteer pass
), attendance record and on-site photos (for security and
verification purposes
).
Note: Incomplete or non-compliant data (e.g. blurred photo of ID card/passport) may result in inability to participate in the event.
Ⅱ. Use of Personal Data
2.1 Purposes of Use
a. The purposes for which information, including date of birth and nationality, may be used by ISTIF in and outside Hong Kong include: processing application and distribution of admission pass;
b. fulfilling security management obligations (e.g. face recognition, security and
verification);
c. prevention or detection of crime, and protection of the security and safety of ISTIF;
d. verification of identity in events organised by ISTIF where it is necessary to verify your identity.
2.2 Technical Data Handling
The ISTIF registration system will not use Cookies technology, but may record the following technical data to safeguard system security:
· IP address: to detect anomalous logins and preventing network attacks;
· Operation logs: to record the user’s operation behaviors (e.g. time of submission, modification records) in the registration system.
Ⅲ. Data Disclosure and Sharing
3.1 Internal Sharing
· ISTIF will keep the personal data ISTIF holds confidential but may provide your personal data to: Hosts: the hosts of ISTIF, including Boao Forum for Asia and the Government of the Hong Kong Special Administration Region;
· Staff: personnel, agents, advisers, auditors, contractors, financial institutions, and service providers in connection with ISTIF’s operations or services.
ISTIF may also provide your passport or identity card number to personnel, agents, auditors, contractors and service providers in connection with the organization of ISTIF’s events, persons under a duty of confidentiality to ISTIF and/or persons to whom ISTIF is required to make disclosure under applicable laws in or outside Hong Kong.
3.2 External Disclosure
Data may be provided to third parties under the following circumstances:
· Law enforcement requests: to prevent and detect crimes and to protect the security and safety of ISTIF, ISTIF may provide your personal identification data such as your full passport/identity card number, date of birth and nationality to the law enforcement authorities in Hong Kong including the Hong Kong Police Force, Immigration Department, Customs and Excise Department and other similar authorities upon their lawful request (but not to any other third party save as expressly specified below);
· Legal obligations: ISTIF may provide your personal data as required or permitted by law to comply with a summons, subpoena or similar legal process or government request, or when ISTIF believe in good faith that disclosure is legally required or otherwise necessary to protect ISTIF’s rights and property, or the rights, property or safety of others, including but not limited to advisers, law enforcement, judicial and regulatory authorities in or outside Hong Kong.
IV. Data Protection and Retention
4.1 Security Measures
ISTIF adopts the following measures to safeguard data security:
· Technological protection: electronic data is stored through encryption technology, and multiple identity verification is required for server access;
· Authority control: access to sensitive information is restricted to authorized personnel of legitimate partner organizations;
4.2 Retention period
Personal data is retained until 2 months after the end of ISTIF, and the retention period is extended when otherwise stipulated by law or when disputes need to be handled.
V. Data Transfers
ISTIF will generally hold your data on ISTIF’s servers hosted in Hong Kong. However, ISTIF may transfer it to ISTIF’s servers hosted in Mainland China. Such transfers will only be made in accordance with applicable laws including where necessary for ISTIF to comply with ISTIF’s contractual obligations with you. ISTIF will take all steps reasonably necessary to ensure that any personal data are treated securely and in accordance with this Statement.
VI. Your Data Privacy Rights
By making an application or visiting ISTIF’s official website, you acknowledge the collection and use of your personal data by ISTIF as outlined in this Statement. If you do not agree with the use of your personal data as set out in this Statement, please do not use this website.
You have the right:
· to check whether ISTIF holds personal data about you and to access such data;
· to require ISTIF to correct inaccurate data;
· to ascertain ISTIF’s policies and practices in relation to personal data and the kind of personal data held by ISTIF;
· to request access to and rectification or erasure of your personal data;
· to obtain restriction of processing or to object to processing of your personal data; and
· to the right to data portability.
You have the right to lodge a complaint about the processing of their personal data with their local data protection authority.