Privacy Policy

1. Introduction

The Hong Kong Artificial Intelligence Industries Association Limited (“HKAIIA”, “we”, “us”, or “our”) is a member-governed private company registered under the laws of Hong Kong SAR.

We are committed to protecting the privacy and security of personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”) of Hong Kong. This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with our website at www.aiiahk.com, attend our events, apply for membership, or otherwise engage with HKAIIA.

2. What Personal Data We Collect

We may collect the following categories of personal data:

• Identity information: full name, job title, company or organisation name
• Contact information: email address, phone number, postal address
• Professional information: company website, business description, industry sector
• Membership information: membership type, referral details, application data
• Event registration data: event preferences, dietary requirements, attendance records
• Payment references: FPS transaction references, bank transfer confirmations (we do not store full bank account numbers or credit card details)
• Website usage data: pages visited, browser type, device information (collected via cookies where applicable)

3. Purpose of Collection

In accordance with Data Protection Principle 1 of the PDPO, we collect personal data for the following purposes:

• Processing and administering membership applications
• Managing event registrations and payments
• Communicating about HKAIIA activities, events, and updates
• Operating and improving our website and services
• Responding to enquiries submitted via our contact forms
• Maintaining records for regulatory and governance purposes

4. How We Use Your Data

Your personal data is used only for the purposes stated above or purposes directly related to them. We do not sell, rent, or trade your personal data to third parties.

We may share your data with trusted service providers who assist us in operating our website, conducting our activities, or servicing you, provided that those parties agree to keep this information confidential and process it in compliance with the PDPO.

5. Data Retention

In accordance with Data Protection Principle 2 of the PDPO, we retain personal data only for as long as is necessary to fulfil the purposes for which it was collected:

• Membership data: retained during your active membership and for two (2) years following termination or non-renewal
• Event registration data: retained for one (1) year after the event
• Contact form enquiries: retained for one (1) year after resolution
• Financial records: retained as required by Hong Kong tax and audit regulations

You may request the deletion of your personal data at any time by contacting us at info@aiiahk.com. We will process your request unless retention is required by law.

6. Data Security

In accordance with Data Protection Principle 4 of the PDPO, we take reasonable technical and organisational measures to protect your personal data against unauthorised or accidental access, processing, erasure, loss, or use. These measures include:

• SSL/TLS encryption for all data transmitted via our website
• Access controls limiting data access to authorised personnel
• Secure hosting infrastructure provided by Vercel
• Regular review of data security practices

7. Cookies

Our website may use cookies — small text files stored on your device — to improve your browsing experience. These may include:

• Essential cookies: required for the website to function properly (e.g., session management)
• Analytics cookies: used to understand how visitors interact with our website, helping us improve our content and services

You can control or disable cookies through your browser settings. Please note that disabling essential cookies may affect website functionality.

8. Third-Party Services

We use the following third-party services to operate our website and services:

• Vercel: website hosting and deployment
• Sanity.io: content management system for managing news, events, and member content
• Resend: transactional email delivery for form submissions and notifications

These providers may process data on our behalf and are subject to their own privacy policies. We select providers that maintain appropriate data protection standards.

9. Your Rights Under the PDPO

Under the PDPO, you have the following rights regarding your personal data:

• Right of access (DPP 6): you may request a copy of the personal data we hold about you
• Right of correction (DPP 6): you may request the correction of any inaccurate personal data

To exercise these rights, please submit a written request to info@aiiahk.com. We will respond to your request within forty (40) days in accordance with the PDPO. A reasonable fee may be charged for processing data access requests as permitted under the Ordinance.

10. Direct Marketing

In accordance with Section 35C of the PDPO, we will obtain your prior consent before using your personal data for direct marketing purposes. Direct marketing may include communications about:

• HKAIIA events, seminars, and workshops
• Membership benefits and updates
• Industry news and AI-related content
• Partner activities and collaboration opportunities

You may opt out of direct marketing communications at any time by contacting us at info@aiiahk.com or using the unsubscribe mechanism provided in our communications. We will cease to use your data for direct marketing purposes without charge.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. The “Last updated” date at the top of this page indicates the most recent revision. We encourage you to review this policy periodically. Material changes will be communicated via our website or email where appropriate.

12. Contact

For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: