Personal Information Collection Statement

for Students/Parents/Legal Guardians

 

Last updated: 20 November 2024

 

FutureGen Girls Foundation Limited (FGG, we or us) is a non-profit charitable organisation tasked with presenting the FutureGen Young Women Leaders Award (the Award) to remarkable teen girls on the path to fulfilling their potential as leaders, thinkers, and doers. The Award recognizes teen girls who have dedicated themselves to realizing their full potential through the development of future ready skills and leadership experiences culminating in empowering accomplishments. In the long run, the Award hopes to become an emblem of excellence recognized by schools, universities, companies, and institutes, enabling participants to enjoy a wide variety of opportunities (the mission).

 

We respect your privacy and personal data when you participate in or register for our activities or those of other organisations that we accredit or propose partnering with (the Accredited Activities) or any other activities, events, interviews or functions relating to the Accredited Activities. This statement explains how we process your personal data, including how we collect, use, retain, disclose and transfer it, when you use our website, our platform, our e-portal, or any other forms of our communication channels (the Platform).

 

For the purpose of this Personal Information Collection Statement, the term “child” means a person who is under the age of 18.  If you are a parent or legal guardian, this statement mainly concerns your child’s personal data, but we may also need some of your personal data, such as your email address, name, country, telephone number, and relationship with your child which may be required for the purpose of enabling your child to participate in the Accredited Activities.

 

What personal data do we process?

 

Personal data is any information that can identify you or your child, either directly or indirectly.

 

We may process the following types of information which alone constitutes, or together with other information, constitute personal data, depending on the context and purpose of our interaction with you:

 

• name
• gender
• age or date of birth
• nationality
• contact details (e.g. e-mail address, postal and residential address, telephone number etc.)
• education and background details
• letters of recommendation, personal statements, transcripts, or school reports
• disciplinary record
• interests and hobbies
• membership number
• username and password
• log files / online activities
• tracking data about how you use our e-portal or website
• name of parents and/or guardians and their relationship with the child participants and their contact
  details (e.g. e-mail address, postal and residential address, telephone number etc)
• emergency contact details
• images, photographs, videos, or audio recordings taken at any Accredited Activities or other related
  occasions
• records of correspondence between you and us

 

In exceptional circumstances (for example where it is required to ensure the safety of your child or observe cultural traditions during her participation of the Accredited Activities), we may also collect the following information

• health or disability status
• racial or ethnic origin
• religious beliefs

 

 

How do we collect and use your personal data?

 

Depending on how you interact with the Platform, your attendance / participation at our Accredited Activities or related activities, events, interviews or functions and what you choose to share with us, we collect and use different types of personal data about you, such as:

 

• application information: This is the information you voluntarily provide when you apply for Accredited Activities organized by us or when you apply to us for accreditation of the Accredited Activities participated by you.
• e-portal information: This is the information you voluntarily provide when you create an account and use our e-portal.
• general inquiry: This is the information you voluntarily provide when you fill out an inquiry form on our website.
• event information: This is the information you voluntarily provide when you fill event form on our e-portal.
• survey information: This is the information you voluntarily provide when you take part in a survey on our website or e-portal or any online survey form.
• usage information: This is the information we collect through cookies and other similar technologies that track your activity on our e-portal and website.
• technical information: This is the information your device automatically sends us when you connect to our e-portal or website.

 

Personal data may be collected and processed by us, the service providers engaged by us, our partnering/supporting organizations or sponsors, the media and other attendees who may be invited to attend our events or Accredited Activities.

 

Why do we collect and use your personal data?

 

We collect and use your personal data for the following purposes:

 

• to register you as a user of our Platform and to maintain your personal data and/or information across multiple pages within or across one or more sessions when using our Platform;
• to create and update a profile of your education, interests, activity records, membership level and achievements (your Profile), based on the information you provided us, and may include suggesting Accredited Activities and events that match your Profile;
• to identify and verify your identity and/or your membership and/or subscription status (as and when applicable);
• to inform you about Accredited Activities and events and job opportunities that you may be interested in, and how to apply and participate in them;
• to process the registration and participation of you or your child in the Accredited Activities;
• to communicate with you or your child about the details, arrangements and updates of the Accredited Activities;
• to track your or your child’s enrolment and participation in Accredited Activities and events that are recognized by us;
• to send you emails or messages within our Platform that remind you to complete tasks assigned by us or our supporting organizations or participating organizations, or that promote our Platform, Accredited Activities;
• to evaluate your or your child’s feedback and satisfaction on the Accredited Activities;
• to conduct research and analysis on your or your child’s educational needs and interests and the effectiveness of the Accredited Activities;
• to recommend events or activities organized by us and our partner organisations to you or your child, or to improve relevant services;
• to recognize your or your child’s participation in the Accredited Activities and to accredit your or your child’s participation in the Accredited Activities;
• to seek your or your child’s feedback, including through surveys, in relation to our services and benefits
• to access and manage your account information and preferences (including, but not limited to, changing your password, updating your personal information, subscribing/unsubscribing from direct marketing);
• to communicate with you when you contact us, or when we need to send you important information about our Platform, such as security alerts, password changes, or task reminders. You cannot opt out of these communications, as they are essential for our Platform to function properly;
• to comply with our policies and to deter, detect, investigate and/or prevent activities that may violate, or may be suspected to violate, our policies or may be abusive, illegal, and/or criminal;
• to administer, report or system maintenance purposes;
• to run our Platform and any applicable platform in a safe and lawful manner;
• to publish your or your child’s photos and videos/audio recordings taken at our events or Accredited Activities in our publications, materials, brochures, newsletters, social media and website, etc. for promoting us or our services and benefits;
• to facilitate the exercise of our rights and obligations and those of you or your child under any agreements or arrangements relating to the Accredited Activities;
• to comply with any applicable laws, regulations, codes of practice or guidelines issued by any legal or regulatory bodies; and
• to fulfil any other purposes ancillary or related to the above that are related to and incidental or conducive to the attainment of our mission.

 

Who else might use your information?

 

We may share your personal data with following parties for the purposes mentioned above and only to the extent that is related to and incidental or conducive to the attainment of our mission:

 

• Your school;
• Organizers of events/Accredited Activities that you apply to or that we partner with or propose to partner with;
• Third party service providers, supporting partners, and advisors (including overseas parties) who help us improve our services or assist in relevant events or Accredited Activities;
• Volunteers at our Accredited Activities;
• Application portals that enable you to apply to events or Accredited Activities;
• Government or regulatory authorities, courts, or professional advisers (including overseas parties);
• any other persons or entities who have a legitimate reason or your consent to receive your personal data.

(together, the Data Recipients)

 

Your personal data may be stored or transferred within or outside Hong Kong, depending on where we or the parties we share your data with are located. However, we take all reasonable measures to ensure that your personal data is stored and processed securely, regardless of the country or place., and we expect the same from the parties we share your data with.

 

Are you obliged to provide your personal data?

 

The provision of personal data by you or your child is voluntary. We do not need certain information to provide you with our Platform services, and we do not collect or use it for any other purpose than to support your applications to our partnering organizations. You can choose whether to provide this information or not by using the consent forms or privacy settings that we or our partnering organizations offer you when you fill out or submit your application forms or supporting documents on our Platform. If you do not provide this information, it may affect certain functionalities of the Platform or your eligibility or suitability in accessing certain parts of the Platform, some of the events or Accredited Activities offered by our partnering organizations.

 

What happens if you do not give us your personal information or if it is not correct?

 

• If you do not give us your email address and any other required personal information, we cannot create a login for you on our e-portal, and you will not be able to access our services and benefits.
• If you give us personal information that is not correct, you may miss out on events and Accredited Activities that are relevant and suitable for you, or you may receive suggestions that are less appropriate or interesting for you.

 

Direct Marketing

 

With your consent, we and/or our Marketing Partners may use your personal data to send you news, information and marketing messages that are relevant and helpful for achieving our mission.

 

Our “Marketing Partners” are local and overseas entities that share our mission and provide information, Accredited Activities or events that support it. They include charities, non-profit organizations, community centers, corporations, societies, associations, organizations, institutes, schools, universities, quasi-government, government bodies, trust and others.

 

We may also share your personal data with our Marketing Partners, or receive your personal data from them, for the same purpose and with the same consent. If you consent to receive direct marketing from our Marketing Partners, you may also receive direct marketing from us about them and their activities.

 

Our mission includes promoting and advancing the education, development and well-being of girls and young women in Hong Kong and elsewhere. The types of information, Accredited Activities, events and charitable initiatives that we and/or our Marketing Partners may market to you are those that are related and helpful for achieving our mission. They include the following (together, the Marketing Subjects):

 

• information, Accredited Activities and events that support our mission;
• mentoring, research, education and personal enhancement initiatives that support our mission, such as talks, lectures, courses, programs, competitions, debates, discussions, meetings, seminars, conferences;
• interactive display and exchange of knowledge that support our mission, such as publication, distribution and sale of papers, periodicals, books, magazines, journals, brochures, posters, leaflets or other publications;
• bursaries, sponsorship, subsidies, allowances, contributions, donations and other forms of assistance that support our mission;
• fundraising and other charitable initiatives that support our mission;
• other subjects that are related and helpful for achieving the above or any of our mission.

 

We will never sell your personal information or any other information you give us to anyone.

 

You can choose whether to consent to direct marketing or not. You can also opt out of direct marketing at any time, or ask us to stop sharing your personal data with third parties, for free, by emailing info@futuregengirls.org.

 

 

How long do we keep your personal data?

 

We only keep your personal data for as long as we need it to fulfill the purposes for which we collected it, or as required or permitted by law. When your data is no longer needed, we erase, destroy or anonymize it.

 

Our partnering organizations may ask you for some of this data as part of their application process. They do this to comply with laws and regulations that require them to collect and report on the diversity and accessibility of their events or Accredited Activities, or to pursue their legitimate interests or public benefits of promoting equal opportunities and inclusion in their fields. They may have different data retention policies than us, so please check with them before you share your data.

 

The type and duration of data we keep depends on what it is and why we have it. For example, we may keep your Profile for as long as you have an account with us. Sometimes we may keep your data longer if we have to comply with legal obligations or defend ourselves from legal claims. We always delete or destroy your data securely when we no longer need it.

 

How is your personal data secured?

 

We will take all practicable steps to protect your personal data from unauthorized or accidental access, processing, erasure, loss or use. We protect this information by using encryption, pseudonymization, or anonymization techniques, and by limiting the access and processing of this information to only those staff or third parties who need it for the specific purpose of evaluating your applications.

 

We will only transfer your personal data to the transferees who have agreed to comply with our data protection policies and standards.

 

What are your rights?

 

You have the right to request access to and correction of your personal data held by us in accordance with the Personal Data (Privacy) Ordinance (Cap. 486, Laws of Hong Kong) (the Ordinance). We may charge a reasonable fee for processing such requests. You may also request us to cease using your personal data for direct marketing purposes at any time without charge.

 

You may exercise your rights by contacting us at the following contact details:

 

24/F, Capital Centre, 151 Gloucester Road, Wan Chai, Hong Kong

info@futuregengirls.org

We will respond to your requests as soon as practicable and in accordance with the Ordinance.

 

Alternatively, you or your parent/legal guardian can correct or update your personal data at any time by logging into the account on our e-portal.

 

How to contact us?

 

We hope this statement clarifies how and why we use your personal information. If you have any questions, concerns, or requests about this statement or our processing of your personal information, please contact us at info@futuregengirls.org

 

If you are under 18, you should consult your parent or legal guardian first, and copy them into any emails you send us. This way, they can support you and make sure you understand your options.

 

Changes to this statement

 

We may update this statement from time to time to reflect changes in our policy or in the laws and regulations on personal data protection. If there are significant changes, we will notify you by email if you have subscribed to our updates, or you can check our site for the latest version. You need to accept the changes and give your consent if required or applicable, otherwise we may not be able to provide you with information, activities, or events that are related to our mission and goals. Please review this statement regularly for any updates.

 

 

 

Language

 

The English version shall prevail in case of any discrepancy or inconsistency between the English version and its Chinese translation.