Personal Information Collection Statement

Last Updated: 10th May 2024

1. This is a personal data collection statement made under the Personal Data (Privacy) Ordinance (“Ordinance”).

2. Personal data provided by you to Qiu Shi Science & Technologies Foundation (the “Foundation”) through the completion of award application and, if awarded, through the registration and administrative procedures will be used for the Foundation to perform its administrative, education, academic and research functions, and for the directly related purposes.

3. Unless otherwise specified, the provision of personal data is voluntary. However, failure to provide the relevant personal data will render the Foundation unable to perform the relevant functions, e.g. unable to consider your application or to provide relevant responses to your enquiries.

4. The information we collect are mainly as follows:

a. full name, gender, date and place of birth;

b. national identification number, nationality/citizenship, passport details (including visa information), residence and work permit (if applicable);

c. workplace address, home address, telephone number, mobile telephone number, and email address;

d. educational, academic and professional background, academic research, qualifications, examination results, references, employment details and other relevant skills; and

e. characteristics, including photographs, images, audio and video recordings.

5. The purposes and use of the personal data collected are elaborated as follows:

a. as a basis for selection for awards, and communication on award-related matters;

b. as evidence for verification of your identity, assessment of your suitability and verification of your eligibility of the awards, verification of your qualifications and academic records, and other information provided in the application forms/ documents;

c. collating information relating to the applicants and communication with the applicants to assist the Foundation in its research, statistical and other analysis, review, audit, management, administration of its awards and programmes, and the furtherance of the objects for which the Foundation is established, including improving and advancing scientific and technological knowledges, education and other relevant objects;

d. maintaining contact, updating the latest developments of the Foundation, provision of information and facilitating communication between you and the Foundation;

e. promotion and marketing of the Foundation, including production of marketing, publicity or website materials and conduct of activities and events;

f. handling matters relating to administration of awards and other relevant matters; and

g. meeting any disclosure requirements as required by the relevant laws and regulations.

6. Personal data will be kept confidential and handled by the Foundation’s staff members. Nonetheless, we may disclose and transfer (whether in Hong Kong or elsewhere) your personal data to the following parties to use, disclose, process or retain your personal data for the purposes mentioned above and/or to undertake some of its academic, research, award and administrative functions, and for other purposes as shall be agreed between you and us or required by law from time to time:

a. Our consultants, advisers, executives and members;

b. Our partners, agents, contractors and service providers;

c. Our affiliated entities and companies;

d. Regulatory bodies, law enforcement agencies and courts; and

e. Our professional advisers.

7. If you receive an award by the Foundation, your personal data provided during the application process will be transferred to the awardee record system of the Foundation, together with your personal data (including the photo image) provided during application and registration, to become part of the Foundation’s official awardees records.

8. If at any time in the future you do not wish us to disclose, transfer or use your personal data for the aforesaid purposes, please contact the Foundation at foundation@qiushi.org to update your instruction.

9. Under the provisions of the Ordinance, you have the right to request the Foundation to ascertain whether it hold your personal data, to be given a copy, and to apply for correction of the data, if deemed incorrect. Applications for access to and correction of personal data should be made by using a special request form and on payment of a fee. Request for correction of personal data should be made in writing with supporting documentation. Please address such applications and request to foundation@qiushi.org.