Participation in the TERA-Award (the “Award”) is voluntary. In the course of participating in the Award or communicating with the Organiser, you will need to provide certain information about yourself (“personal data”, as defined below) to the Organiser. This Statement sets out the obligations and policies of the Organiser under the Personal Data (Privacy) Ordinance of Hong Kong (Cap.486, Laws of Hong Kong) (the “Ordinance”).
“Personal data” means any data —
When you participate in the Award, in order to process your registration and application, you will be asked to provide:
The purposes for which personal data may be processed include:
Without such personal data, the Organiser may not be able to organise, operate, and manage the Award or communicate with you.
The Organiser needs to process your personal data for the above-mentioned purposes in order to verify your eligibility to participate in the Award, notify you of all necessary information regarding the Award, liaise with you on all processes relating to the Award or your entry, and respond to your enquiries. Without information such as your name, email address, and other information specified in the application form or on the Website, the Organiser cannot ensure that you receive all necessary information to fully participate in the Award or follow up on matters you communicate to the Organiser.
By participating in the Award or liaising with the Organiser, you are deemed to have accepted and agreed to be bound by this Statement. If you do not accept this Statement in part or in whole, please do not participate in the Award.
The Organiser processes your personal data for the above-mentioned purposes only because you have given your consent by agreeing to this Statement. You may withdraw your consent at any time by contacting the Organiser at info@tera-award.com. In such event, the Organiser will cease processing as soon as practicable. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent.
The Organiser will only use your personal data for the purposes for which it was collected, unless the Organiser reasonably considers that it needs to use your personal data for other related purposes that are compatible with the original purposes. If the Organiser needs to use your personal data for an unrelated purpose, it will seek your consent before doing so.
The TERA-Award website (the “Website”) uses cookies (session and persistent), pixels/tags, SDKs, application programming interfaces (“APIs”), and other technologies (collectively, “Cookies”) on the Website to collect and store certain information about you, including the following data (the “log files”):
Some of these Cookies are necessary to provide, secure, and maintain the Website for you, such as keeping you logged in during your visit. Other Cookies are used to provide you with a better user experience, such as:
Please review your internet browser settings, typically under “Help” or “Internet Options,” to exercise choices you have for certain Cookies. If you disable or delete certain Cookies in your browser settings, you might not be able to access or use important functions or features of the Website, and you may be required to re-enter your login details.
We, TERA-Award Company Limited, would like to inform you about the processing of personal data in connection with the use of Microsoft Teams, Tencent VooV Meetings, and Zoom.
We use Microsoft Teams, Tencent VooV Meetings, and Zoom to conduct video conferences, telephone conferences, and webinars (hereinafter referred to as “online meetings”).
Participation in online meetings is carried out on a voluntary basis. Without conducting online meetings, the Organiser is unable to allow you to fully participate in the Award or follow up on matters you communicate to the Organiser.
Various types of data are processed when using video conferencing systems. The scope of the data depends on the information you provide before or during participation in an online meeting. The following personal data may be processed:
If we wish to record online meetings, we will inform you transparently in advance and, if necessary, obtain your consent. The fact of the recording will be displayed in the app. If it is necessary for the purpose of logging the results of an online meeting, we may log the chat content.
Personal data processed in connection with participation in online meetings will not be passed on to third parties. Other recipients: The providers of Microsoft Teams, Tencent VooV Meetings, and Zoom necessarily have access to the above-mentioned data. Each provider will only access the data to the extent necessary to provide the corresponding service. You should review the privacy notices of these external service providers.
Personal data of applicants held by the Organiser will be kept confidential. Access to your data within the Organiser will be limited to those who need to view it as part of their work in carrying out the purposes described above.
For the purposes described above, the Organiser may also share your personal data globally—both internally within the Group and externally with its partners, agents, contractors, or third parties— in accordance with this Statement. Your personal data may, for example, be transferred, transmitted, stored, or processed in Hong Kong or other cities or countries outside your place of residence for the purposes described in this Statement. These transfers are necessary to operate the Award. The Organiser relies on standard contractual clauses and your consent provided herein for such transfers to countries or cities outside Hong Kong or your country of residence. The receiving parties include:
The Organiser seeks to ensure that, before transferring personal data, an appropriate level of data protection exists and that the data will be processed according to our indications to the extent practicable.
The Organiser has no current intention to transfer your personal data to another party for use in direct marketing, nor to sell your personal data, and never will.
The Organiser will attempt to notify you about legal demands for your personal data when appropriate in the Organiser’s judgment, unless prohibited by law or court order or when the request is an emergency. The Organiser may dispute such demands when it believes they are overbroad, vague, or lack proper authority, but does not guarantee to challenge every demand.
The Organiser maintains appropriate protections for cross-border transfers as required by law and imposes strict restrictions on how the above-mentioned parties may use and disclose the personal data provided to them. They are required to implement appropriate security measures to protect your personal data in line with the Organiser’s policies.
Where there is a need to share your personal data with a third party other than those listed above, the Organiser will first seek your consent.
If you contact us (e.g., by email, telephone, contact form, or social media), your data will be processed for the purpose of handling your enquiry and its implementation.
You may exercise the following rights with respect to your personal data:
Depending on the circumstances and nature of your request, it may not be possible for the Organiser to comply, for example, where there is a statutory or contractual requirement to process your data.
If you wish to exercise any of the above rights or are dissatisfied with how the Organiser has used your personal data, please email info@tera-award.com. The Organiser will seek to address your request without undue delay and in accordance with applicable laws. Please note that the Organiser may keep a record of your communications to help resolve any issues you raise.
You may be asked to pay a reasonable handling charge to cover the cost of processing your data access request.
The Organiser retains personal data for as long as necessary to fulfill the purposes for which it was collected or as required or permitted by applicable laws.
The Organiser takes all reasonably practicable measures to protect personal data, whether stored physically or electronically, and to prevent unauthorized or accidental access, processing, erasure, loss, or use (including transfer). Personal data is stored under lock, encrypted, or password-protected as necessary. When the Organiser engages a data processor to process personal data on its behalf, contractual or other legally permissible means are adopted to prevent unauthorized or accidental access, processing, erasure, loss, or use of the personal data transferred to the processor.
The Organiser stores your personal data on its premises and other locations deemed appropriate or necessary for the purpose of the Award.
Electronic data may be transferred to and stored at a destination outside your place of residence or origin, for example, when we communicate with you using a cloud-based service provider operating outside Hong Kong, the European Union, or the United States, etc.
The Organiser does not knowingly collect data from or market to children under 18 years of age.
By using the Website and participating in the Award, you represent that you are at least 18 years old or that you are the parent or guardian of such a minor and consent to their use of the Website and participation in the Award. If the Organiser learns that personal information from users under 18 has been collected, it will take reasonable measures to promptly delete such data. If you become aware of any data collected from children under 18, please contact the Organiser at info@tera-award.com.
Our Website contains links to third-party websites. These websites use services from providers not connected to us. After you click on a link, we have no further influence over the collection, storage, or processing of personal data transferred to third parties (e.g., IP address or the URL of the page where the link is located).
As practices regarding the processing of personal data may change from time to time, this Statement will be updated accordingly and on a regular basis. We advise you to check it periodically. If there is a significant change, we will inform you directly by email.
If you have any questions about this Statement, how we handle your data, or wish to exercise your rights to access, update, or correct any personal information, you may contact the Data Protection Officer of the Organiser:
If there is any inconsistency between the English and Chinese versions of this Personal Information Collection Statement, the English version shall prevail.
