Privacy Policy Statement and Personal Information Collection Statement
LOVE INCLUSION CHARITY ASSOCIATION LIMITED (“the Association”, “we”, “our” or “us”) respects and is committed to protecting personal data privacy. We undertake to collect, hold, process, use, retain, disclose and delete personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486 of the Laws of Hong Kong) and other applicable laws, and to take all reasonably practicable steps to safeguard the confidentiality, integrity and security of such data.
This Statement sets out the policies and practices of the Association in relation to the handling of personal data. It applies to personal data collected or received by us through our website, online forms, paper forms, email, telephone, social media, instant messaging tools, event registrations, donations, volunteer registrations, recruitment processes, collaboration applications and other channels.
We may amend this Statement from time to time to reflect changes in law, regulatory requirements, technology, service arrangements or our operational needs. The revised version will be published on our website or through other appropriate channels and shall become effective upon publication.
1. Principles of Collection of Personal Data
We will only collect personal data by lawful and fair means and where such data is directly related to our functions, services or activities. The data collected shall be adequate but not excessive. Where we collect personal data directly from a data subject, we will provide this Statement or another Personal Information Collection Statement at or before the time of collection in an appropriate manner.
2. Types of Personal Data We May Collect
Depending on the nature of the services, activities or administrative needs, we may collect the following categories of personal data:
• name, title, gender, year of birth or age group;
• contact information, including telephone number, email address and mailing address;
• identity verification information where required for activities, insurance, employment, reimbursement or legal compliance;
• emergency contact information;
• information required for registration, donation, volunteering, recruitment, collaboration or enquiries;
• payment, receipt or transaction-related information;
• participation, attendance, training, service usage, feedback and evaluation records;
• photographs, videos, audio recordings or event records;
• website usage logs, device information and browsing data; and
• any other information voluntarily provided by you.
Where certain information is marked as mandatory in a form or process and you fail to provide complete or accurate data, we may not be able to process your application, registration, enquiry, donation, job application or service request.
3. Purposes of Collection of Personal Data
We may collect and use personal data for one or more of the following purposes:
1) processing applications, registrations and administrative arrangements for events, programmes, services, competitions, workshops, training sessions or projects;
2) providing, managing, monitoring, reviewing and improving our services, programmes and activities;
3) processing donations, issuing receipts, acknowledgements, donor relationship management and related administration;
4) handling volunteer recruitment, matching, training, insurance and service arrangements;
5) handling recruitment, employment, human resources management and related administration;
6) communicating and following up with participants, parents, guardians, donors, volunteers, partners, applicants or enquirers;
7) compiling statistics, conducting research, service reviews, impact evaluation and internal management analysis;
8) handling insurance, risk management, incident records, complaints and dispute resolution;
9) complying with legal obligations, court orders, requirements of government departments, regulators or law enforcement agencies; and
10) subject to your consent where required, providing you with information about our events, programmes, services, volunteer opportunities, fundraising activities, publicity and updates.
4. Voluntary Provision of Personal Data
Unless otherwise specified in the relevant form, application procedure, legal requirement or contractual arrangement, the provision of personal data is generally voluntary. However, if you do not provide the required data, we may not be able to provide the relevant service, process your application, or complete the relevant administrative or legal procedures.
5. Use and Disclosure of Personal Data
Personal data collected by us will be kept confidential and will only be accessible to our directors, staff, authorised personnel, volunteers, consultants, contractors, service providers or data processors on a need-to-know basis for the performance of their duties or provision of services.
We will not sell, rent, exchange or otherwise disclose your personal data to any third party except in the following circumstances:
1) where we have obtained your explicit consent;
2) where disclosure is reasonably necessary for the provision of services or support such as administration, information technology support, cloud storage, payment processing, insurance, audit, legal, consultancy or other supporting services, and the recipient is subject to duties of confidentiality and data protection requirements;
3) where disclosure is required by law, court order, regulatory requirement, law enforcement request, or is necessary for the establishment, exercise or defence of our legal rights;
4) where disclosure is reasonably necessary to protect the vital interests of the data subject or another person; or
5) where otherwise permitted or required under applicable law.
6. Direct Marketing and Communications
Subject to applicable legal requirements, we may wish to use your name, telephone number, email address, correspondence address and basic records of your interactions with us to send you information relating to our events, programmes, services, volunteer recruitment, fundraising activities, publicity and updates.
We will not use your personal data for direct marketing purposes unless we have obtained your consent. Where your consent is required, we will seek it at or before the time of collection through the relevant registration form, application form, or other appropriate channel.
If you have previously given consent but no longer wish to receive such communications, you may unsubscribe through the means indicated in the relevant message, or notify us in writing or by email to stop using your personal data for such purposes.
7. Website Logs, Cookies and Cybersecurity
When you browse our website or use our online services, we or our technical service providers may record general browsing information such as browsing time, pages visited, device type, browser information, IP address, domain name and clickstream records. Such information is generally used for system security, traffic analysis, website improvement, user experience enhancement and service quality improvement.
Our website may use cookies or similar technologies to support normal website operation, security, preference settings and data analytics. You may manage cookies through your browser settings, although doing so may affect certain website functions.
Where you submit forms, registrations, donations or payments through our website, we will take reasonably practicable security measures to handle such data appropriately.
8. Use of Artificial Intelligence (AI) and Generative AI
To enhance administrative efficiency, service quality, information organisation, drafting support, translation, data analysis, research support, workflow optimisation and internal operations, we may use artificial intelligence systems, including generative AI tools, where appropriate.
In relation to our use of AI, we may adopt the following principles and measures as appropriate:
a) Data Minimisation
We will only use personal data for AI-assisted purposes to the extent that is reasonable, necessary and proportionate, and will seek to avoid inputting unnecessary, excessive, sensitive or high-risk personal data into AI systems.
b) De-identification
Where practicable, we will remove names, identity information, contact details and other directly identifying information, or use anonymisation, pseudonymisation or summarisation, before using data for AI-assisted analysis, organisation or drafting support.
c) No Sole Reliance
Unless otherwise permitted by law or where the data subject has been appropriately informed, we will generally not rely solely on AI systems to make final decisions that have significant effects on individuals. Appropriate human oversight, review and judgment will be retained.
d) Accuracy and Human Review
AI-generated content may contain bias, omissions or inaccuracies. Where appropriate, such content will be subject to human verification, editing and review by authorised personnel before it is used for formal communication, service arrangements, record-keeping or decision-making reference.
e) Third-party Platforms and Service Providers
Where we use third-party AI platforms, cloud services or technology vendors, we will, where reasonably practicable, take into account their data protection, security, access control, confidentiality obligations, data retention arrangements and compliance standards, and manage such use through contractual terms, internal policies or other appropriate measures.
f) Risk Management and Ongoing Review
We will keep under review the privacy, security, bias, erroneous output, data leakage and compliance risks arising from the use of AI tools and update our internal procedures, system settings and usage restrictions where necessary.
9. Security of Personal Data
We take all reasonably practicable steps to protect personal data against unauthorised or accidental access, processing, erasure, loss, use or disclosure, including but not limited to access control, confidentiality obligations, staff training, encryption, firewalls, anti-virus protection, document and device security, and management of data processors and service providers.
10. Retention of Personal Data
We will retain personal data only for as long as is necessary to fulfil the original purpose of collection or a directly related purpose. Thereafter, we will securely delete, destroy, anonymise or de-identify such data in accordance with applicable legal requirements, contractual obligations, insurance, audit, funding, administrative needs or internal retention policies.
11. Access to and Correction of Personal Data
Subject to applicable law, data subjects have the right to request access to and correction of personal data held by us. We may process such requests in accordance with applicable legal requirements and may charge a reasonable administrative fee where permitted.
If you wish to request access to or correction of your personal data, please contact us in writing and provide sufficient information for identity verification and processing of your request.
12. Contact Us
If you have any questions regarding this Statement, or wish to request access, correction, cessation of communications, or otherwise make a request relating to your personal data, please contact:
LOVE INCLUSION CHARITY ASSOCIATION LIMITED
Email: info@loveinclusion.org
Telephone: +852 9816-2172
Address: Room 1402, 14/F, SUP Tower, 83 King's Road, North Point, Hong Kong
13. Effective Date
This Privacy Policy Statement and Personal Information Collection Statement shall take effect on 1 April 2026.
This Statement sets out the policies and practices of the Association in relation to the handling of personal data. It applies to personal data collected or received by us through our website, online forms, paper forms, email, telephone, social media, instant messaging tools, event registrations, donations, volunteer registrations, recruitment processes, collaboration applications and other channels.
We may amend this Statement from time to time to reflect changes in law, regulatory requirements, technology, service arrangements or our operational needs. The revised version will be published on our website or through other appropriate channels and shall become effective upon publication.
1. Principles of Collection of Personal Data
We will only collect personal data by lawful and fair means and where such data is directly related to our functions, services or activities. The data collected shall be adequate but not excessive. Where we collect personal data directly from a data subject, we will provide this Statement or another Personal Information Collection Statement at or before the time of collection in an appropriate manner.
2. Types of Personal Data We May Collect
Depending on the nature of the services, activities or administrative needs, we may collect the following categories of personal data:
• name, title, gender, year of birth or age group;
• contact information, including telephone number, email address and mailing address;
• identity verification information where required for activities, insurance, employment, reimbursement or legal compliance;
• emergency contact information;
• information required for registration, donation, volunteering, recruitment, collaboration or enquiries;
• payment, receipt or transaction-related information;
• participation, attendance, training, service usage, feedback and evaluation records;
• photographs, videos, audio recordings or event records;
• website usage logs, device information and browsing data; and
• any other information voluntarily provided by you.
Where certain information is marked as mandatory in a form or process and you fail to provide complete or accurate data, we may not be able to process your application, registration, enquiry, donation, job application or service request.
3. Purposes of Collection of Personal Data
We may collect and use personal data for one or more of the following purposes:
1) processing applications, registrations and administrative arrangements for events, programmes, services, competitions, workshops, training sessions or projects;
2) providing, managing, monitoring, reviewing and improving our services, programmes and activities;
3) processing donations, issuing receipts, acknowledgements, donor relationship management and related administration;
4) handling volunteer recruitment, matching, training, insurance and service arrangements;
5) handling recruitment, employment, human resources management and related administration;
6) communicating and following up with participants, parents, guardians, donors, volunteers, partners, applicants or enquirers;
7) compiling statistics, conducting research, service reviews, impact evaluation and internal management analysis;
8) handling insurance, risk management, incident records, complaints and dispute resolution;
9) complying with legal obligations, court orders, requirements of government departments, regulators or law enforcement agencies; and
10) subject to your consent where required, providing you with information about our events, programmes, services, volunteer opportunities, fundraising activities, publicity and updates.
4. Voluntary Provision of Personal Data
Unless otherwise specified in the relevant form, application procedure, legal requirement or contractual arrangement, the provision of personal data is generally voluntary. However, if you do not provide the required data, we may not be able to provide the relevant service, process your application, or complete the relevant administrative or legal procedures.
5. Use and Disclosure of Personal Data
Personal data collected by us will be kept confidential and will only be accessible to our directors, staff, authorised personnel, volunteers, consultants, contractors, service providers or data processors on a need-to-know basis for the performance of their duties or provision of services.
We will not sell, rent, exchange or otherwise disclose your personal data to any third party except in the following circumstances:
1) where we have obtained your explicit consent;
2) where disclosure is reasonably necessary for the provision of services or support such as administration, information technology support, cloud storage, payment processing, insurance, audit, legal, consultancy or other supporting services, and the recipient is subject to duties of confidentiality and data protection requirements;
3) where disclosure is required by law, court order, regulatory requirement, law enforcement request, or is necessary for the establishment, exercise or defence of our legal rights;
4) where disclosure is reasonably necessary to protect the vital interests of the data subject or another person; or
5) where otherwise permitted or required under applicable law.
6. Direct Marketing and Communications
Subject to applicable legal requirements, we may wish to use your name, telephone number, email address, correspondence address and basic records of your interactions with us to send you information relating to our events, programmes, services, volunteer recruitment, fundraising activities, publicity and updates.
We will not use your personal data for direct marketing purposes unless we have obtained your consent. Where your consent is required, we will seek it at or before the time of collection through the relevant registration form, application form, or other appropriate channel.
If you have previously given consent but no longer wish to receive such communications, you may unsubscribe through the means indicated in the relevant message, or notify us in writing or by email to stop using your personal data for such purposes.
7. Website Logs, Cookies and Cybersecurity
When you browse our website or use our online services, we or our technical service providers may record general browsing information such as browsing time, pages visited, device type, browser information, IP address, domain name and clickstream records. Such information is generally used for system security, traffic analysis, website improvement, user experience enhancement and service quality improvement.
Our website may use cookies or similar technologies to support normal website operation, security, preference settings and data analytics. You may manage cookies through your browser settings, although doing so may affect certain website functions.
Where you submit forms, registrations, donations or payments through our website, we will take reasonably practicable security measures to handle such data appropriately.
8. Use of Artificial Intelligence (AI) and Generative AI
To enhance administrative efficiency, service quality, information organisation, drafting support, translation, data analysis, research support, workflow optimisation and internal operations, we may use artificial intelligence systems, including generative AI tools, where appropriate.
In relation to our use of AI, we may adopt the following principles and measures as appropriate:
a) Data Minimisation
We will only use personal data for AI-assisted purposes to the extent that is reasonable, necessary and proportionate, and will seek to avoid inputting unnecessary, excessive, sensitive or high-risk personal data into AI systems.
b) De-identification
Where practicable, we will remove names, identity information, contact details and other directly identifying information, or use anonymisation, pseudonymisation or summarisation, before using data for AI-assisted analysis, organisation or drafting support.
c) No Sole Reliance
Unless otherwise permitted by law or where the data subject has been appropriately informed, we will generally not rely solely on AI systems to make final decisions that have significant effects on individuals. Appropriate human oversight, review and judgment will be retained.
d) Accuracy and Human Review
AI-generated content may contain bias, omissions or inaccuracies. Where appropriate, such content will be subject to human verification, editing and review by authorised personnel before it is used for formal communication, service arrangements, record-keeping or decision-making reference.
e) Third-party Platforms and Service Providers
Where we use third-party AI platforms, cloud services or technology vendors, we will, where reasonably practicable, take into account their data protection, security, access control, confidentiality obligations, data retention arrangements and compliance standards, and manage such use through contractual terms, internal policies or other appropriate measures.
f) Risk Management and Ongoing Review
We will keep under review the privacy, security, bias, erroneous output, data leakage and compliance risks arising from the use of AI tools and update our internal procedures, system settings and usage restrictions where necessary.
9. Security of Personal Data
We take all reasonably practicable steps to protect personal data against unauthorised or accidental access, processing, erasure, loss, use or disclosure, including but not limited to access control, confidentiality obligations, staff training, encryption, firewalls, anti-virus protection, document and device security, and management of data processors and service providers.
10. Retention of Personal Data
We will retain personal data only for as long as is necessary to fulfil the original purpose of collection or a directly related purpose. Thereafter, we will securely delete, destroy, anonymise or de-identify such data in accordance with applicable legal requirements, contractual obligations, insurance, audit, funding, administrative needs or internal retention policies.
11. Access to and Correction of Personal Data
Subject to applicable law, data subjects have the right to request access to and correction of personal data held by us. We may process such requests in accordance with applicable legal requirements and may charge a reasonable administrative fee where permitted.
If you wish to request access to or correction of your personal data, please contact us in writing and provide sufficient information for identity verification and processing of your request.
12. Contact Us
If you have any questions regarding this Statement, or wish to request access, correction, cessation of communications, or otherwise make a request relating to your personal data, please contact:
LOVE INCLUSION CHARITY ASSOCIATION LIMITED
Email: info@loveinclusion.org
Telephone: +852 9816-2172
Address: Room 1402, 14/F, SUP Tower, 83 King's Road, North Point, Hong Kong
13. Effective Date
This Privacy Policy Statement and Personal Information Collection Statement shall take effect on 1 April 2026.