Statement of Policy
• Commitment and compliance
The Asian Academy of International Law undertakes, in its data management policies and practice, to respect personal data privacy, protect the privacy,
confidentiality and security of the personal information we hold, and comply with the requirements with respect to the management of personal information under the Personal Data (Privacy) Ordinance (Cap 486).
We are equally committed to ensuring that all internal staff and third parties concerned uphold these obligations by taking reasonably practicable precautions and exercising due diligence, including addressing related issues and providing guidance on the collection, holding and use of recorded personal information in our Confidentiality Agreement and Staff Handbook.
• Collection of personal data
When we collect from you any personal data that personally identifies you, either electronically or in hard copy, we will provide you with a Personal Information Collection Statement (PICS) on or before the collection in an appropriate format, which specifies the purpose of collection and the intended usage of your personal data and advises you how to request access to or correction of your personal data provided. You will be invited to give consent or indication of no objection to our collection of your personal data for the stated usage.
Statement of Practice
• Purpose of collection
Your personal data collected and held by us will be used for the sole purposes of processing your requests to register for our event and/or membership and/or to subscribe to our newsletter as well as providing related services and assistance.
• Voluntary provision
For different purposes and at different times throughout this website you may be directly invited to provide personal data on a voluntary basis. However, in the event that you do not provide personal data marked with asterisks, which is mandatory for the handling of your registration and/or subscription requests, we may not be able to proceed with such requests or render related services and assistance to you.
• Kinds of personal data held
Personal information collected may include personal details such as title, name, year of birth, nationality, job position, organisation/company, professional affiliation, and interest group; as well as contact details such as mailing address, e-mail address, telephone number, and fax number. The kinds of personal data collected would be categorised into event registration records, membership registration records and subscription records.
• Data handling and outsourcing arrangements
Our internal information technology systems and confidential documents including personal data collected are developed and maintained by internal staff and a local third-party service provider. The third-party service provider does not have access to personal data stored in our system except when carrying out troubleshooting work under the supervision of our internal staff.
• Data disclosure and possible transference
Unless permitted or required by law or with your prior consent or indication of no objection, we will keep confidential any personal data collected from you and will not use or pass on your personal data to any third parties for commercial gain. When used for administrative functions and logistic arrangements during the handling of your registration or subscription requests, your personal data collected may be transferred to third-party agencies or organisations relevant and necessary to engage in rendering the requested services and assistance.
• Security measures
All personal data provided to us are secured and access to them is restricted to internal and authorised personnel only. We undertake reasonable precautions to protect the personal data we hold against loss, unauthorised access, misuse, modification or disclosure.
• Data access, correction and enquiry