PyCon Hong Kong Privacy Policy Statement

The PyCon Hong Kong (referred to as "PyCon HK", "we", "us" and "our") takes individuals' privacy seriously. This Statement explains our policies and practices and applies to information collection and use including but not limited to while you are visiting and using www.pycon.hk (the "Site") and related third party services.

PyCon HK as a data controller and/or data user under relevant data protection laws in regions including but not limited to Hong Kong and the European Union, collects, holds, processes, and uses personal information from participants, as outlined in this privacy policy statment, which forms part of our Terms of Use for the Site, detailing what data is collected, when and how it is shared, and the purposes behind these actions.

1. Information We Collect

PyCon HK may collect and process various information from participants, including but not limited to details gathered in the course of providing our services or products, to enhance the quality of service and user experience, as outlined in this privacy notice:

  • Full name
  • Phone numbers
  • Email addresses
  • Other contact information
  • Payment information
  • Company, firm, organization, agency, or other entity information
  • Photograph
  • Biography
  • Preference information, such as communications that you receive from us
  • Dietary preferences and requirements
  • Information that you provide for the purposes of attending meetings, events, webinars, and other programs
  • Any other information relating to you (or other individuals) which you may provide to us
  • Any communications you send to us, such as reports of issues, inquiries, concerns, or feedback about the Site or its content, will be collected and processed as part of our commitment to improving user experience.
  • We may collect information from optional surveys conducted periodically on our Site for research purposes, should you choose to participate or respond to them.

We retain personal data only for as long as necessary to fulfill the specific purpose for which it was collected.

When you visit our Site, we collect standard technical information sent by your browser, including browser type and language, access times, referring website address, IP address, and clickstream data (actions taken on the Site), using automated tools like cookies and other common technologies to enhance the Site's functionality, with further details on cookies provided below.

2. How Do We Use The Personal Information We Collect

We use the information you provide in the following ways:

  • Provide the PyCon HK website to you
  • To enroll you for PyCon HK-related mailings
  • To register you for events, tutorials, and other services
  • To provide you with information about Python, PyCon HK, and events within PyCon HK
  • To allow you to connect with PyCon HK sponsors (opt-in only)
  • To communicate with you and to respond to your questions, inquiries, or concerns
  • To administer and improve the PyCon HK, including the websites, events, tutorials, and other services
  • To process your payment for the PyCon HK services and events
  • To prevent and detect fraud
  • To protect and enforce our legal rights
  • Complying with laws, regulations or codes of practice in or outside Hong Kong

3. Who Do We Share Your Personal Information With?

The PyCon HK shares certain information (first name, last name, email address, job title and employer as provided at registration, and country of residence provided during registration) with sponsors if you have consented to having this information shared with those sponsors during Eventbrite registration.

We may disclose your personal data as required or permitted by law to comply with legal processes such as summons or subpoenas, government requests, or when we believe in good faith that disclosure is necessary to protect our rights and property, or the rights, property, or safety of others, including advisors, law enforcement, judicial, and regulatory authorities in or outside Hong Kong; additionally, we may transfer your personal data to a third party acquiring all or part of our assets or shares, or succeeding us through merger, acquisition, reorganization, or similar transactions.

To ensure the safety and security of our events and to prevent and detect crimes, we may share your personal identification details, such as your full passport or identity card number, date of birth, and nationality, with Hong Kong law enforcement authorities, including the Hong Kong Police Force, Immigration Department, Customs and Excise Department, and other relevant agencies, upon their lawful request.

4. Use of Third Party Services

The PyCon HK uses some third party services to assist with producing PyCon HK and operating online services supporting PyCon HK. Specifically, we use:

  • Eventbrite, a leading global self-service ticketing platform that simplifies event registration and attendee management for organizers worldwide. Your disclosure of personal information to Eventbrite is governed by their Privacy Policy.Eventbrite Privacy Policy

  • UDomain, a Hong Kong-based internet services provider to host part of the PyCon HK website.UDomain Privacy Policy

  • GitHub to host part of the PyCon HK website.GitHub Privacy Statement

  • Pretalx, an open-source conference management tool designed to streamline the organization of events.Pretalx Privacy

  • Substack, a platform that empowers writers and creators to publish newsletters.Substack Privacy Policy

5. Cookies

Cookies Overview

Cookies are small, often encrypted text files stored on your device by websites you visit, designed to enhance navigation efficiency and provide website owners with usage data, without containing any software programs. They are categorized into session cookies, which are temporary and deleted after you leave a site, and persistent cookies, which remain for a set period and are reused during subsequent visits; both types can be managed or deleted via your browser settings and are retained only as long as necessary.

Use of Cookies

We utilize cookies to gain insights into how our Site is used and to understand user preferences, enabling us to enhance our services. We may share aggregated traffic data—such as page visits, time spent, and traffic patterns—with advertisers to tailor advertising to your interests, and we may link this data to you to deliver more relevant content.

Managing Cookies

Most web browsers allow you to delete existing cookies, block their use, or receive notifications when cookies are set, but blocking cookies may limit your ability to fully utilize the Site's features and functionality. For more information on managing and deleting cookies, including how to view active cookies, visit https://www.allaboutcookies.org. Note that cookies are essential for certain website features, such as maintaining session continuity.

7. Your Data Privacy Rights

By accessing our service, you consent to the collection and use of your personal data as described in this Privacy Statement; if you disagree with the data usage outlined here or in our Terms of Use, please refrain from using the Site.

You have the right:

  • to check whether we hold personal data about you and to access such data;
  • to require us to correct inaccurate data;
  • to ascertain our policies and practices in relation to personal data and the kind of personal data held by us;
  • to request access to and rectification or erasure of your personal data;
  • to obtain restriction of processing or to object to processing of your personal data; and to the right to data portability.
  • to lodge a complaint about the processing of their personal data with their local data protection authority.

To exercise your rights, opt out of marketing communications, raise questions or complaints, or request the deletion of your personal data, please contact us at:

Data Privacy Officer
PyCon HK
E-mail: pycon@pycon.hk

Where legally permitted, we may impose a reasonable fee for processing a data access request.