Privacy policy

Creative IP Farm Foundation

Privacy Policy

Last updated: 9/12/2025●●

1. Introduction

Creative IP Farm Foundation (“Creative IP Farm”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal data in a fair and transparent manner.

This Privacy Policy explains how we collect, use, store, disclose and protect your personal data in connection with our websites (including creativeipfarm.org), membership services, events, programmes and other activities.

We comply with the Personal Data (Privacy) Ordinance (Cap. 486) of the Hong Kong Special Administrative Region (“Hong Kong”) and, where applicable, other data protection laws in the jurisdictions in which we operate. Where any local law requires a higher level of protection than this Privacy Policy, we will comply with that higher standard to the extent applicable.

By using our services or providing your personal data to us, you agree to the collection, use and handling of your personal data in accordance with this Privacy Policy.

2. Scope

This Privacy Policy applies to personal data collected, used and processed by:

  • Creative IP Farm Foundation; and
  • any service providers or third parties engaged by us to support the design, development, organisation and management of our activities, services, projects and related initiatives.

It covers personal data collected through, for example:

  • our websites, online platforms and social media pages;
  • membership and programme registrations;
  • event enrolments, workshops, seminars or training;
  • surveys, research or other interactions with us (online or offline).

3. Personal Data We Collect

The types of personal data we may collect from you, from time to time, include (without limitation):

  • name prefix and full name;
  • contact details (such as email address and telephone number);
  • gender and month or year of birth;
  • education or professional background (e.g. mediation training, profession);
  • membership or programme registration details;
  • preferences and communication settings;
  • website usage and technical data (such as IP address, browser type and pages visited);
  • any account details with third-party social media platforms or services that you choose to use to access our website or activities;
  • any other information that you choose to provide to us in connection with our activities or services.

Where we request personal data, we will indicate whether the provision of such data is mandatory or voluntary:

  • If certain information is mandatory, failure to provide it may mean we are unable to:
    • process or complete your membership or programme application;
    • open, administer and/or maintain your account;
    • provide you with specific services, benefits or event participation; or
    • respond to your enquiries or handle your requests/complaints.
  • All other information is provided on a voluntary basis.

If you provide personal data of another individual to us, you confirm that you have obtained that person’s consent (or are otherwise authorised) for us to collect, use, disclose and transfer his/her personal data in accordance with this Privacy Policy.

4. Purposes of Collection and Use of Personal Data

Our primary purpose in collecting personal data is to operate our services effectively and to provide you with a safe, smooth and customised experience. We may use your personal data for one or more of the following purposes:

  1. Service delivery and administration

    • to process, administer and provide any services, programmes, memberships, events or products you have applied for, requested or purchased from us;
    • to communicate with you in relation to your registrations, bookings, transactions, accounts or participation.

  2. Membership and account management

    • to create, verify, manage and update your membership or user account;
    • to administer benefits, rewards, communications and other membership-related matters.

  3. Customer support and communication

    • to handle, respond to and follow up on your enquiries, suggestions, feedback or complaints;
    • to send you important notices relating to service changes, system updates, policy changes and security alerts.

  4. Research, analytics and service improvement

    • to conduct surveys, research or data analysis to understand user needs and preferences;
    • to improve the design, content, functionality and security of our websites, platforms, programmes and services.

  5. Legal, compliance and risk management

    • to comply with applicable laws, regulations, codes of practice or guidelines;
    • to prevent, detect or investigate fraud, cyber-security incidents, abuse, or other unlawful or suspicious activities;
    • to protect our rights, property, operations, staff, users or the public.

  6. Other purposes

    • for any other purpose directly related to the above, or for which you have been informed at the time of collection, or to which you have separately consented.

5. Direct Marketing

With your consent, we may use your personal data for direct marketing purposes, including:

  • sending you news, updates and information about our latest programmes, initiatives, workshops, training, membership offers and other activities;
  • invitations to events, seminars, talks or collaborations organised or co-organised by Creative IP Farm;
  • information relating to intellectual property, creative industries, innovation, mediation-related initiatives or other areas which we consider may be of interest to you.

We may send such marketing communications via channels such as email, telephone, messaging apps or social media.

You may opt out of direct marketing at any time, without charge, by:

  • clicking the “unsubscribe” link (if available) in our email communications; or
  • sending an email to info@creativeipfarm.org with “Unsubscribe” in the subject line.

Once we receive your request, we will cease using your personal data for direct marketing as soon as reasonably practicable.

6. Disclosure and Transfer of Personal Data

We will keep your personal data confidential and will not sell or trade your personal data. We may share or transfer your personal data only to the extent necessary for the purposes set out in this Privacy Policy, including to:

  1. Service providers and partners

    • third-party service providers (within or outside Hong Kong) who provide services to us, such as:
      • IT, hosting, cloud or data storage services;
      • website or platform development and maintenance;
      • payment processing, customer relationship management or email distribution;
      • event management, survey or marketing support.
        These providers are only permitted to use your personal data in accordance with our instructions and applicable laws.

  2. Project collaborators

    • collaboration partners, co-organisers or sponsors in connection with specific programmes, events or initiatives, where such sharing is reasonably required for registration, participation, logistics or reporting, and where permitted by applicable law.

  3. Compliance, legal and safety

    • law enforcement agencies, regulators, courts, or other governmental authorities where required by law, regulation, court order or regulatory request, or where we consider such disclosure necessary to protect our rights or the safety of any person.

  4. Corporate transactions

    • any actual or proposed assignee, transferee or successor of our rights in connection with a reorganisation, merger, transfer or other similar transaction involving Creative IP Farm, subject to confidentiality obligations and compliance with applicable data protection laws.

Where personal data is transferred outside Hong Kong, we will take reasonable steps to ensure that the recipient provides a standard of protection for your personal data that is comparable to the protection under Hong Kong law or otherwise required by applicable data protection legislation.

7. Event & Media Recording

7.1 Photography, audio and video recording at events
At our events, workshops, training sessions or other activities (whether held physically or online), we and/or our authorised partners may take photographs, screen captures, audio or video recordings (“Event Materials”) for documentation, internal reporting, archival, publicity and promotional purposes.

These Event Materials may incidentally capture your image, voice, likeness or other identifying features. By registering for or attending our events, you acknowledge and agree that:

  • you may be photographed, recorded or appear in Event Materials; and
  • we may use such Event Materials in accordance with this Privacy Policy.

7.2 Purposes of using Event Materials
Subject to applicable law, we may use, reproduce, adapt, edit, display, publish, transmit or distribute Event Materials, in whole or in part, for purposes including:

  • documenting and reporting on our programmes, projects and activities;
  • preparing internal reports, grant or sponsorship reports and related submissions;
  • promotional and marketing materials (such as brochures, presentations and case studies);
  • publications and communications (including newsletters, annual reports or similar);
  • posting on our websites, social media channels or other online platforms managed by or on behalf of Creative IP Farm;
  • any directly related or compatible purposes.

Where practicable, we will avoid highlighting specific individuals without an appropriate context or consent (e.g. group photos vs. close-up portraits), especially in sensitive settings.

7.3 Online events and recordings
For webinars, online workshops or virtual meetings, sessions may be recorded for internal review, documentation, evaluation or sharing with registered participants. Where a session is recorded, we will, as far as reasonably practicable:

  • display a notice or symbol indicating that recording is in progress; and/or
  • state in the registration details or opening remarks that the session will be recorded.

If you do not wish your image or voice to be captured, you may choose (where technically possible) to:

  • turn off your camera;
  • mute your microphone;
  • use a display name that does not identify you personally; or
  • refrain from speaking during recorded portions of the session.

7.4 Requests relating to Event Materials
If you have concerns about a particular photograph, video or recording in which you are clearly identifiable, you may contact us at info@creativeipfarm.org with reasonable details (e.g. event name, date, where you saw the material). Subject to technical feasibility, our legal obligations and legitimate interests (including record-keeping or reporting requirements), we will consider your request and, where appropriate, take reasonable steps which may include masking, editing or removing the relevant material from our active channels.

8. Data Security

We take practicable and appropriate technical and organisational measures to protect your personal data against unauthorised or accidental access, processing, erasure, loss or use. These measures include, where appropriate:

  • secure servers and access controls;
  • encryption and/or pseudonymisation of certain data;
  • restricted access on a “need-to-know” basis;
  • internal policies and staff training on data protection.

If you have registered an account with us, you are responsible for keeping your login ID and password confidential and for restricting access to your devices. We will never ask you for your password. Any loss arising from your failure to properly safeguard your login credentials will be at your own risk.

You acknowledge that the transmission of information over the Internet is not completely secure. While we strive to protect your personal data, we cannot guarantee the security of data transmitted to or from our websites or online services, and such transmission is at your own risk.

9. Data Retention

We will retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or to comply with legal, regulatory or accounting requirements.

Retention periods may vary depending on the nature of the data and the purposes of processing. When personal data is no longer required, we will take reasonable steps to delete, anonymise or otherwise dispose of it in a secure manner.

10. Cookies and Online Tracking

Our websites may use cookies and similar technologies to enhance your browsing experience and to help us understand how our websites are used.

  • What are cookies?
    Cookies are small text files placed on your device when you visit a website. They allow the website to recognise your device and store certain information about your preferences or past actions.

  • How we use cookies
    We may use cookies to:

    • remember your settings and preferences;
    • maintain session information across pages;
    • analyse website traffic and usage patterns to improve our content and services;
    • conduct statistical or research analysis.

  • Your choices
    Most browsers are set to accept cookies by default. You can usually modify your browser settings to block or delete cookies. However, if you disable cookies, some features of our websites may not function properly.

We may also collect certain information automatically when you visit our websites, such as your IP address, browser type, referring/exit pages, pages viewed and the dates/times of your visits, for the purposes of analytics, security and service improvement.

Our websites may contain links to third-party websites or services. These third parties may also use cookies or other tracking technologies. We do not control such third-party websites and are not responsible for their privacy practices. You are encouraged to review the privacy policies of those third parties.

11. Access to and Correction of Personal Data

You have the right, under applicable law, to:

  • request access to personal data we hold about you;
  • request correction of any inaccurate or incomplete personal data; and
  • in certain circumstances, request deletion or cessation of use of your personal data, subject to legal or regulatory requirements.

Requests should be made in writing to:

We may need to verify your identity before processing your request, and may charge a reasonable fee (where permitted by law) for processing data access requests.

12. Social Media and Third-Party Platforms

Our websites, online platforms or communications may include links to, or integrations with, third-party social media platforms (such as Facebook, Instagram, LinkedIn or others).

If you choose to interact with such platforms:

  • your interactions may be made available to those platforms;
  • personal data may be collected and processed by those platforms according to their own privacy policies, which are outside our control.

If you do not wish such data to be associated with your social media accounts, please log out from those platforms before visiting our websites or refrain from using social plugins.

We encourage you to review the privacy policies of any third-party platforms you use.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or operational needs.

  • Any updated version will be posted on our website: creativeipfarm.org
  • The updated Privacy Policy will take effect from the date of publication, as indicated at the top of this document.

We encourage you to review this Privacy Policy periodically. Your continued use of our services after any changes will constitute your acknowledgement and acceptance of the updated Privacy Policy.

14. Language

This Privacy Policy is prepared in English. Any translation is provided for reference only. In the event of any inconsistency or ambiguity between the English version and any translated version, the English version shall prevail.

15. Contact Us

If you have any questions, comments or requests regarding this Privacy Policy or our privacy practices, please contact us at: