August 2025

The Jockey Club Shining Together with Cross-Cultural Youth Project (“Project”) is implemented under the Division of Public Policy, The Hong Kong University of Science and Technology (HKUST).

This Project follows and adopts the University’s Personal Data Privacy Policy in full. All personal data collected through this website or our project activities will be handled in accordance with the Personal Data (Privacy) Ordinance (Cap. 486, Laws of Hong Kong) (“PDPO”) and HKUST’s University Data Privacy Policy Statement.

For details of HKUST’s Privacy Policy, please visit: HKUST University Data Privacy Policy Statement.

In case of any inconsistency, HKUST’s University Data Privacy Policy Statement shall prevail.

This Policy applies to all personal data collected and processed by the Project in connection with:

• Project participation (including but not limited to training, workshops, outreach activities, peer support programmes);
• Research, evaluation, and surveys conducted under the Project;
• Project communications (e.g. newsletters, publicity materials, event invitations);
• Administrative and operational functions (e.g. volunteer management, financial processing, logistics support).

Depending on your engagement with the Project, we may collect:

• Contact details (e.g. name, email, phone number);
• Demographic data (e.g. age, gender, school/institution, ethnicity);
• Participation records (e.g. event attendance, workshop sign-ins, evaluation responses);
• Research and evaluation data (e.g. surveys, interviews, focus group input);
• Media records (e.g. photos, videos, testimonials) where consent is given;
• Administrative data (e.g. payment or reimbursement information for helpers, contractors or volunteers).

Personal data will only be used for purposes directly related to the Project, including:

• Programme planning, administration, and delivery;
• Monitoring and evaluation of Project outcomes;
• Research activities and analysis (with data anonymised or aggregated wherever possible);
• Publicity and communications (where consent has been obtained for use of photos, testimonials, or quotes);
• Compliance with statutory or regulatory obligations.

Personal data will not be used for unrelated purposes without your express consent.

We keep your personal data confidential. It may only be disclosed to the following parties, strictly on a need-to-know basis and for the purposes set out in this Policy:

• Authorised HKUST staff and members of the Project Team who require the information to discharge their duties;
• Service providers and contractors (including IT, cloud hosting, email, evaluation, and event/logistics providers) who are engaged under written confidentiality and data-processing obligations;
• Funders and external evaluators, in anonymised, aggregated or otherwise consented form, such that individuals cannot be identified without further information;
• Regulators, law enforcement agencies, courts or other authorities where disclosure is required under applicable law, regulation, or court order.

Where data is transferred outside Hong Kong, we will take reasonably practicable steps (including contractual safeguards) to ensure that the recipient provides a level of protection comparable to the requirements of the PDPO.

• Personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected, or for compliance with applicable legal, accounting or reporting obligations.
• After the retention period, data will be securely destroyed (e.g. electronic deletion or paper shredding) by the Project Team.
• We take all practicable steps to safeguard personal data against unauthorised or accidental access, processing, erasure, loss or use, including restricted access, encrypted storage, and secure transmission protocols.

We will not use your personal data for direct marketing without your prior consent. If consent is obtained, you will always have the right to opt out at any time.

Under the PDPO, you have the right to:

• Request access to your personal data held by the Project;
• Request correction of inaccurate or incomplete data;
• Withdraw your consent for specific uses of your data.

Requests should be made in writing and will normally be processed within the timeframe prescribed under the PDPO (normally 40 days).

For enquiries relating specifically to this Project’s data handling, please contact us at: jcst@ust.hk.

Any enquiries regarding HKUST’s University-wide data privacy policy and practice may be addressed to the University’s Data Privacy Officer at: ispdpo@ust.hk.

For transparency, all sign-up and application forms used by the Project will include the following PICS:

“Personal data collected will be used solely for project administration, programme delivery, research, and communication purposes. Data will be kept confidential and handled in accordance with HKUST’s Personal Data Privacy Policy. For details, please refer to HKUST University Data Privacy Policy Statement.”