Personal Information Collection Statement

 

The Hong Kong University of Science and Technology (“we”, "HKUST", or "University") respects the personal data privacy of all individuals and pledges to be in compliance with the requirements of the Personal Data (Privacy) Ordinance of Hong Kong (“PDPO”) so that the privacy of personal data is protected in accordance with the standard required by law.

 

This Personal Information Collection Statement (“PICS”) is provided by the University for purposes of complying with the notification requirements under the PDPO when collecting personal data, in relation to InvestLM Generative AI Platform (including its website and the services, applications, tools, functionalities and contents made available to the organization to which you (i.e. person(s) completing this account registration application process) belong by, on or via InvestLM Generative AI Platform, and the enhancements, improvements and variations thereof)  (collectively, “Platform”).  It should be read in conjunction with the University’s Data Privacy Policy Statement (“PPS”), available at https://dataprivacy.hkust.edu.hk/university-data-privacy-policy-statement.

 

  1.          Data Collection

 

  1.    “Personal Data” is defined under the PDPO as data relating directly or indirectly to a living individual, from which it is practicable to ascertain the identity of the individual from the said data, in a form in which access to or processing of the data is practicable.  In this PICS, “Data Subject(s)” include you and person(s) authorized by your organization to operate the account to access and/or use the Platform.

 

  1.    Personal Data, such as names and contact information of the Data Subject(s), may be collected when you apply to register for an account to access or use the Platform for your organization), when you correspond with us, or during the Data Subject(s)’ access or use of the Platform, and/or our making available of the Platform or related provisions to the Data Subjects(s) / your organization anytime thereafter.  The purposes for which the Personal Data may be used are as follows:-
  1.      To provide to the Data Subject(s) / your organization, administer, maintain, operate, safeguard and/or analyze the Platform;
  2.      To improve the Platform;
  3.      To support the Data Subjects’ / your organization’s use of the Platform, and to respond to the Data Subjects’ or your organization’s inquiries and requests;
  4.      To communicate with the Data Subjects’ or your organization in relation to the Platform, or programs, applications, events or initiatives related to the Platform;
  5.      To develop new programs, platforms, applications, services or products;
  6.       To handle, investigate and/or process any claims made by or against the University or any of its subsidiaries and affiliates, or their respective officers, staff, contractors or agents, arising from or in connection with the Platform, or enforce rights of the University or any of its subsidiaries and affiliates;
  7.      To investigate and/or prevent fraud, criminal activity, misuse of the Platform, protect the security of our IT systems, architecture, and networks;
  8.      To conduct research, and statistical and data analysis to further the University’s mission;
  9.        To comply with legal requirements and obligations; and
  10.        All other purposes ancillary to the above purposes.

 

  1.    Failure to provide such Personal Data of the Data Subject as required by the University may lead to inability on the part of the University to process your organization’s account registration application, handle the Data Subjects’ or your organization’s requests and correspondence and/or make available access or use of the Platform or related provisions to the Data Subjects and/or your organization.  

 

  1.    A person’s visiting the website of our Platform may trigger the use of our cookies, which are stored in that person’s device(s).  The cookies will record the person’s domain name, IP address and pages they have visited.  The data will be used for the purpose of facilitating their navigation of the website, and conducting statistical and data analysis.  They can refuse cookies by turning them off in browser. However, they may not be able to browse the websites or use the full functions of the websites when cookies are turned off.

 

  1.          Direct marketing

 

  1.    The University may from time to time use the Personal Data collected through account registration application and other interactions with the Data Subject(s) in relation to the Platform in direct marketing. 

 

  1.    The Personal Data the University may use in direct marketing include name(s) and contact details of the Data Subject(s) as held by the University and updated from time to time.

 

  1.    The types of direct marketing activities the University may conduct using the Personal Data include (i) providing the Data Subject(s) or your organization with information about programs, events, or initiatives in relation to the Platform organized by the University or co-organized by the University in collaboration with others and (ii) providing the Data Subject(s) with information about, or soliciting their registration, use or subscription for products, services, programs, platforms, applications related to or derived from the Platform offered by the University or offered by the University jointly in collaboration with others.  The University may do this through various communication channels such as direct-mail, email, telephone and SMS by using the Personal Data.  The University may not use the Personal Data for direct marketing without the consent from the Data Subject(s).

 

  1.    If the Data Subject(s) wish to opt out from direct marketing in the future, they may send their full name(s) and contact email(s) provided at account registration application (or as may be updated thereafter) to investlm@hkust.edu.hk indicating that they wish to opt out of the same.

 

  1.          Disclosure

 

  1.    Subject to sections 3.2,  3.3 and 3.4 below, the University does not disclose, transfer or assign to any third party any Personal Data of the Data Subject(s) provided, unless they have provided their express or implied consent, or it is required by the law to do so.  

 

  1.    The University may use third-party service providers (including but not limited to IT support companies, data storage companies, analytics and search engine providers and other agents, contractors and advisers) to provide services for or perform certain functions related to the Platform, and for such purposes disclose the Personal Data to them. 

 

  1.    The University may also disclose the Personal Data to its subsidiaries and affiliates for the purposes referred to in section 1.2 above.

 

  1.    The University specifically reserves its rights to disclose the Personal Data collected to government departments or appropriate third parties if we are required to do so by law or codes of practice to which the University is subject, or we believe that such action is necessary:-

(a)   to protect our rights and properties in relation to the Platform or the University and other users of the Platform;

(b)   to comply with legal process such as a search warrant, subpoena or court order;

(c)    to protect against misuse or unauthorized use of the Platform or any services we provide in relation to the Platform; or

(d)   during emergencies, such as when a person's safety is at risk.

 

  1.    The Data Subject(s) shall understand and acknowledge that in case their Personal Data is disclosed, transferred or assigned to a place outside Hong Kong, while the University will take appropriate steps to protect the privacy of the Personal Data, such place may not have in place data protection laws which are substantially similar to, or serve the same purposes as, the PDPO so the Personal Data located outside Hong Kong may not be protected to the same or similar level as in Hong Kong.

 

  1.    When a Data Subject clicks on a hyperlink referencing to any other websites (other than the University’s websites or the Platform), they will be leaving the University’s websites or Platform for another location.  The University is not liable to or responsible for their exposure to cookies and the privacy or security of any Personal Data they subsequently provide at the new location.

 

  1.          Security

 

  1.    The University will take reasonable steps to protect the Personal Data held by it against unauthorized or accidental access, use, loss, processing, erasure, transmission, modification or disclosure.  When the Personal Data are processed internally by the University, they will only be disclosed to staff on a need-to-know basis.

 

  1.    When the University needs to disclose, transfer or assign the Personal data to any third party, the University will take reasonable steps to protect the privacy of the Personal Data to be disclosed, transferred or assigned (for example, requiring third-party service providers to keep confidential any Personal Data with which it comes into contact).

 

  1.       Retention of Personal Data

 

The University will keep the Personal Data of the Data Subject(s) provided only for as long as necessary to fulfil the purposes for which the Personal Data were collected or a directly related purpose.  Personal Data which are no longer required will be destroyed.

 

  1.       Rights of Access and Correction

 

  1.    The Data Subject(s) may at any time request access to and correction of the Personal Data collected of them in the records of the University.  The University may impose a fee for complying with a data access request.

 

  1.    To exercise any of the rights of the Data Subject(s), please contact the Project Manager of InvestLM Research Team (see contact details below). Depending on the nature of the request, it may have to be forwarded to the University’s Data Privacy Officer for further handling.

 

  1.       Minors

 

We do not provide the Platform for minor who is under the age of 18, nor do we market to minor.  We do not knowingly collect Personal Data from minor.  
 

  1.       Changes to the PICS and PPS

 

The PICS and the PPS may be revised from time to time without notice.  Except if otherwise expressly provided, changes will be effective immediately upon posting on the University’s websites.  

 

  1.       Contact Information

 

If there are any enquries regarding this PICS or requests under this PICS, one may direct the enquiries or requests to the Project Manager of InvestLM Research Team, setting out the particulars of the enquiries or requests.

 

The Project Manager of InvestLM Research Team can be contacted as follows:

 

Project Manager of InvestLM Research Team

School of Business and Management,

The Hong Kong University of Science and Technology

Address: Room 4041, LSK Business Building

               The Hong Kong University of Science and Technology

               Clear Water Bay

               Kowloon, Hong Kong

Email:    investlm@hkust.edu.hk

Please mark all communications “Confidential”.

 

Version Date: November 11. 2024

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