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This Privacy Notice was last updated on 14 September 2020

We are committed to protecting and respecting your privacy. This notice sets out how we collect, use, protect or otherwise process your personal data and our legal basis for doing so. It also includes information about your rights, including your right to object to some of the processing we carry out. For the purpose of applicable data protection laws, including the EU General Data Protection Regulation (“GDPR”), the data controller is Yidan Prize Foundation Limited (“we“, “us“), with a registered office at Level 18, 8 Wyndham Street, Central, Hong Kong.

We reserve the right to change this Privacy Notice at any time by posting a revised Privacy Notice on this page. Such changes will be effective upon posting. Where appropriate, you will be notified of any material changes by a pop-up when you next visit.

This Notice applies to the information we process about users who visit our website. For purposes of this section, “you” and “your” refer to visitors to the website.

A. Information we collect

The personal data that we may collect about you broadly falls into the following categories:

(i) Information we receive from you: 

  • For event registrations, we collect your first name, last name, job title, organization, the industry you work in, email address, phone number, gender, dietary preference, nationality and age range for the purpose of participant screening, event planning and attendee analysis.
  • We may also collect further information from you if we organise media campaigns or activities, including videos or photographs.
  • For a prize nomination, we collect nominators’, nominees’ and supporters’ first name, last name, job title, organization/company name, email address, corresponding address and phone number. For nominees we also collect residential address, date of birth, details of past achievements or academics awards, short video presenting the nominee and the  nominee’s Curriculum Vitae and biography for assessing and reviewing the application and  for due diligence purposes.
  • For nominators, we also collect information regarding your relationship with the nominee,
  • When you use our website we automatically collect certain information from you, including IP address, device ID, and information regarding your use of our website. We use cookies to collect some of this information. For more information on how we use cookies, please see our Cookie Policy

(ii) Information we receive from third parties: 

  • We can also collect identifying information about you such as your contact details, CV, date of birth, achievements, job title, the organisation your work for, details of the relationship between the nominee and the nominator from other people or organisations when they nominate you for the Yidan Prize or where we collect this information from publicly available sources. 

B. Purposes and legal basis for processing personal data

We use the personal data we collect about you for the following purposes and on the following legal grounds:

  • to provide you with our services, including the opportunity to submit a nomination for the Yidan Prize Awards, assess and evaluate applications and nominations for the Yidan Prize, sending our e-newsletters, complete surveys, download our reports, respond to your enquiries and questions, manage our events and allow you to register for our events.
    • Legal basis: This is necessary in our legitimate interests to process and manage prize applications as well as event registration. We also process this information where this is necessary to fulfil a contract we have with you. Where we need your consent to send you e-newsletters or surveys under applicable laws we will rely on your consent to do so.
  • to assess your candidature as a nominee or nominator for the Yidan Prize. This includes reviewing and assessing the information submitted by you or a third party, including any necessary verification and due diligence.
    • Legal basis: This is necessary in our legitimate interests to review, process and manage Yidan Prize applications from Nominee and Nominators and to fulfil a contract we have with you.  
  • to promote the Yidan Prize and generate discussion around education methods, missions and insights, aiming to inspire others and promote life-long learning and extend the opportunity as widely as possible to benefit from the Yidan Prize.
    • Legal basis: This is necessary in our legitimate interests to promote the Yidan Prize, its values and missions.
  • to send you service-related emails, for example relating to the management of your online account if you have one, or to inform you of changes to this privacy notice. 
    • Legal basis: We will only send you these types of emails where necessary for us to fulfil a contract we have with you or where this is necessary in our legitimate business interests.
  • to send you emails about our work or with news or information about upcoming events, provided this is in line with your email preferences.
    • Legal basis:  We only collect and process your information in this way if you have consented to this on the relevant online form.   You can unsubscribe from these emails at any time and we will not send such messages to you if you have unsubscribed from receiving these (please see “Data protection rights” below for further information).
  • To understand how you use our site, tailor your experience and serve you with relevant ads on our website. We place cookies and similar technologies in accordance with our Cookie Policy.
    • Legal basis: We place cookies and similar technologies with your consent where your consent is necessary. Where we place cookies for which consent is not necessary under applicable laws, we rely on our legitimate interests.
  • to comply with legal requirements to which we are subject, and/or to defend legal claims or exercise our rights. This may include complying with court orders, subpoenas, discovery requests and lawful requests by public authorities (e.g., to meet national security or law enforcement requirements). Where possible, we will take steps to anonymise or redact personal data when complying with such legal requirements.
    • Legal basis: Processing personal data in this way is necessary to ensure compliance with our legal obligations. It is also necessary for our legitimate interests to process personal data for the purposes of exercising and defending legal claims.

C. Disclosures of personal data

We disclose personal data to our website hosting provider (FreeComm), our email provider, MailChimp, for the purpose of sending you our bi-monthly Yidan Prize e-newsletter and to our event provider, Eventxtra.

We also disclose the personal data of prize nominees to our provider of screening and due diligence services.

The personal data of individuals participating in the Yidan Prize will also be shared with judges and appointed panellist to review and judge applications.

We can also disclose your personal data to law enforcement agencies, public authorities or other judicial bodies and organisations. We disclose information if we are legally required to do so, or if we have a good faith belief that such use is reasonably necessary to:

  • comply with a legal obligation, process or request;
  • enforce our terms of service and other agreements, policies, and standards, including investigation of any potential violation thereof;
  • detect, prevent or otherwise address security, fraud or technical issues; or
  • protect the rights, property or safety of us, our users, a third party or the public as required or permitted by law (including exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction); and

Finally, we can also disclose information to a third party that acquires all or substantially all of the Yidan Prize Foundation.

In most instances, it is necessary for the performance of a contract between you and the Yidan Foundation to process personal data in Hong Kong.  However, personal data may also be transferred to, and stored at, another jurisdiction outside the European Economic Area (“EEA“), including Switzerland, Singapore and the United States, where our partners who conduct diligence and screening of prize nominations are based. We will take steps that are reasonably necessary to ensure that your personal data is treated in accordance with applicable data protection laws, including, where relevant, entering into standard contractual clauses adopted by the European Commission (or equivalent measures) with the party outside the EEA receiving the personal data.

D. Cookies and tracking technologies

We and our partners may use various technologies to collect and store information when you interact with our website or respond to our emails.

Our use of cookies and other tracking technologies is discussed in more detail in our Cookie Policy here.

E. Security and storage of your personal data

We use appropriate technical and organisational measures to ensure appropriate security of the personal data we hold, including protection against unauthorised or unlawful processing, accidental loss, destruction or damage.

Generally, we will only retain your personal data for as long as is necessary for the purposes for which that personal data was collected or processed and to the extent permitted by applicable laws. When we no longer need to use your personal data, we will remove it from our systems/records or take steps to anonymise such information so that you can no longer be identified from it (unless we need to keep your personal data for a longer period to comply with legal or regulatory obligations to which we are subject).

All personal details of nominations collected on prize nomination forms will be kept for the maximum of six years from the year of submission to be considered as potential entries for future prizes unless you inform us otherwise.

All personal details of successful nominations collected on prize nomination forms will be kept for as long as the Yidan Prize operates.

All personal details collected in event registration forms will be deleted within one month after this event took place.

Where we process personal data for marketing purposes or with your consent, we process the data until you ask us to stop and for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data so that we can respect your request in future.

F. Data protection rights

If you are an EEA user of our site, under applicable data protection laws, you have the right to:

  • Access: You have the right to request a copy of the personal information we are processing about you, which we will provide back to you in electronic form. For your own privacy and security, in our discretion we may require you to prove your identity before providing the requested information.  
  • Rectification: You have the right to have incomplete or inaccurate personal information that we process about you corrected. Note that you can always make certain adjustments to certain personal information directly through your online account. 
  • Deletion: You have the right to request that we delete personal information that we process about you, except we are not obligated to do so if we need to retain such data in order to comply with a legal obligation or to establish, exercise or defend legal claims.
  • Restriction: You have the right to restrict our processing of your personal information where you believe such data to be inaccurate, our processing is unlawful or that we no longer need to process such data for a particular purpose, but where we are not able to delete the data due to a legal or other obligation or because you do not wish for us to delete it. 
  • Portability: You have the right to obtain personal information we hold about you, in a structured, electronic format, and to transmit such data to another data controller, where this is (a) personal information which you have provided to us, and (b) if we are processing that data on the basis of your consent (such as for direct marketing communications) or to perform a contract with you.  
  • Objection: Where the legal justification for our processing of your personal information is our legitimate interest, you have the right to object to such processing on grounds relating to your particular situation.  We will abide by your request unless we have compelling legitimate grounds for the processing which override your interests and rights, or if we need to continue to process the data for the establishment, exercise or defence of a legal claim.
  • Withdrawing Consent:  If you have consented to our processing of your personal information, you have the right to withdraw your consent at any time, free of charge. This includes cases where you wish to opt out from promotional messages that you receive from us. 

If you want to exercise any data protection rights that may be available to you under applicable law or have questions or concerns about how your personal data is handled by us or third parties on our behalf, you may contact us at inquiry@yidanprize.org. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws within a reasonable time, and at least within one month. We may ask you to verify your identity in order to help us respond efficiently to your request.

You also have the right to lodge a complaint with the local data protection authority if you believe that we have not complied with applicable data protection laws. If you are based in, or the issue relates to, the UK, you can contact the Information Commissioner’s Office.

If you are based or the issue you would like to complain about took place elsewhere in the European Economic Area (EEA), please click here (https://edpb.europa.eu/about-edpb/board/members_en) for a list of local data protection authorities in the other EEA countries.

G. Contact us

If you have any questions or concerns regarding this Privacy Notice or how we process your personal data, please contact us as follows: