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This Privacy Notice was last updated on 20 June 2025

 

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 Hong Kong Personal Data (Privacy) Ordinance (“PDPO”), and other applicable data protection laws in countries/regions where we collect data and operate as Yidan Prize Foundation, the data controller is Yidan Prize Foundation Limited (“we“, “us“), with a registered office at Level 28, 9 Queen’s Road Central, Central, Hong Kong.

 

We reserve the right to change this Privacy Notice at any time by posting a revised Privacy Notice on this page. Where appropriate, you will be notified of any material changes.

 

This Notice applies to the personal data we process about individuals who visit Yidan Prize Foundation’s websites and tools, which include any of our other portals, platforms, repositories, electronic forms and surveys, and mobile applications that link to or reference this notice (“Websites and Tools”). For purposes of this Privacy Notice, “you” and “your” refer to visitors to the Websites and Tools.

 

Since it includes applications such as online surveys, RSVP platforms, It may be clearer to refer them as “Websites and Tools”, rather than “Websites” only

 

A. Personal data we collect

 

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

(i) Personal data we receive from you:

• For event registrations, we collect the following information: your salutation, name, job title, organization, the industry you work in, email address, phone number, dietary preference and country/region for the purpose of event planning, and attendee analysis. If the required information (as the registration determines) is not provided, we may not be able to process your registration or send you important event updates.
   
• We may also collect further information from you if we organize marketing and communications activities, including videos or photographs.
   
• For nominators, during the account registration process, we may collect the following information from you: required information including salutation, first name, last name, position, organization, email address, password, home address, country/region, cell phone number, how you learned about the Yidan Prize, and whether you have attended any Yidan Prize events. You may also voluntarily provide the following information: middle name, postal code, business card, and additional contact details (email, first name, last name).
   
• For a prize nomination, we collect the following information from nominees and supporters: required information including salutation, first name, last name, position, organization, email address, corresponding address and phone number. For nominees, we also collect the following information: gender, residential address, date of birth, details of past achievements or academic awards, short video presenting the nominee, and the nominee’s curriculum vitae and biography. For nominators, we also collect information regarding your working/professional relationship with the nominee. We may collect further information from the nominees if the application proceeds to further stages in the judging process, including their organization’s financial statements. This information is mandatory for assessing and reviewing the application, as well as for due diligence purposes. If you do not provide this information, we may not be able to process the prize nomination. In addition to the required information, you may also voluntarily provide the nominee’s and supporter’s middle name and postal code.
   
• When you contact us through the “Contact Us” section on our Websites, we may collect the following information: required information including your role (general public, nominator, nominee, supporter), salutation, first name, last name, email address, form ID, subject, and any comments or questions. You may also voluntarily provide your cell phone number.
   
• When you subscribe to the Yidan Prize newsletter, we may collect your email, first name last name, role (student, youth advocate, educator, researcher, education institution leader, policymaker, philanthropic foundation), and interested topics. Please note, you are free not to provide your first name, last name, role, and interested topics, it is entirely voluntary.
   
• When you use our Websites and Tools, we automatically collect certain information from you, including IP address, device ID, and information regarding your use of our Websites and Tools. 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 information about you, such as your contact details, curriculum vitae, date of birth, achievements, position, the organization your work for, and the relationship between the nominee and the nominator from other people or organizations 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:

 

• to provide you with our services, including your opportunity to submit a nomination for the Yidan Prize awards; complete surveys, download our reports, respond to your enquiries and questions; and our ability to manage our events and allow you to register for our events, evaluate applications for the Yidan Prize, and send our newsletters.
   
• 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.
   
• to promote the Yidan Prize and generate discussion around education methods, missions and insights, aiming to inspire others and promote lifelong learning and extend the opportunity as widely as possible to benefit from the Yidan Prize.
   
• 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. 
   
• to send you emails about our work or with news or information about upcoming events, provided this is in line with your email preferences.
   
• To understand how you use our Websites and Tools, tailor your experience, and serve you with relevant ads. We place cookies and similar technologies in accordance with our Cookie Policy.
   
• 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 anonymize or redact personal data when complying with such legal requirements.
   
• to prevent and detect fraud and abuse in order to protect the security and integrity of our services.

 

When we process your personal data for those purposes, we may rely on the following legal bases as applicable:

 

• performance of a contract when we provide you with products or services, or communicate essential matters with you about them.
   
• our legitimate business interests and the interests of our partners when we process and manage Yidan Prize applications, event registrations, promote Yidan Prize and its missions, and assess how our services can be improved, provided that the applicable data protection laws permit. We endeavor to ensure your privacy and other fundamental rights and interests are not overridden by such legitimate interests.
   
• your consent when, in accordance with applicable data protection laws, we ask for your consent to process your personal data for a specific purpose that we communicate to you — such as sending newsletters to which you subscribe and making personalized advertisements for you. When you consent to our processing your personal data for a specific purpose, you may withdraw your consent at any time and we will stop processing your personal data for that purpose unless otherwise required by law.
   
• compliance with a legal obligation when we use your personal data to comply with laws.

 

C. Disclosures of personal data

 

In order to provide you with more comprehensive and high-quality products and services, we will authorize our commercial partners to provide certain services to you. In such cases, we may share some of your personal data with these partners.

We will only share your personal data for lawful, legitimate, necessary, specific, and explicit purposes, and we will only share the personal data required to provide the services. We will require our partners, through agreements, to retain data only for the necessary period and to implement adequate security measures to protect data security.

We will disclose personal data to the following categories of third parties for the purposes explained in this privacy notice:

 

• Service providers. We disclose personal data to our service providers who provide marketing and due diligence research, data processing and management, advertising delivery, computer systems, website development, customer relationship management, event registration management, and other functions on our behalf to help us operate our business, such as sending emails, manage our systems, analyzing data, and provide marketing and targeted advertising services assistance. If you share your data through our Websites and Tools with a third party account such as Google, Facebook, Instagram, Twitter, LinkedIn, or WeChat, your personal information will be processed respectively by one of those third parties. Please review the third party's privacy policy, as their data processing practice will not be fully covered by this Policy.
   
• Judges. The personal data of individuals participating in the Yidan Prize will also be shared with judges to review and judge applications.
   
• Law enforcement agencies, public authorities, or other judicial bodies and organizations. We disclose personal data if we are legally required to do so, or if we have a good faith belief that such disclosure is 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 organizations for the purposes of fraud protection and credit risk reduction);
     
• Third-party acquirers. Finally, we can also disclose personal data to a third party that acquires all or substantially all of the Yidan Prize Foundation.

 

D. Transfer of personal data

 

In most instances, it is necessary for the performance of a contract between you and the Yidan Prize Foundation to process personal data in Hong Kong. Personal data may be transferred to, and stored at, another jurisdiction outside the European Economic Area (“EEA“), including Chile, China, Colombia, Ghana, India, Pakistan, Singapore, Switzerland, and the United States, where our partners who conduct diligence and screening of prize nominations are based. We will take steps that are 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.

 

 

E. Cookies and tracking technologies

 

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

 

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

 

F. Security and storage of your personal data

 

• Data security measures
  
  We use appropriate technical and organizational measures to ensure appropriate security of the personal data we hold, including protection against unauthorized or unlawful processing, accidental loss, destruction, or damage.
  
  While we use reasonable commercial efforts to protect the data, no technology, data transmission, or system can be guaranteed to be 100% secure. In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to your data, we will notify you according to the applicable laws.

 

• Data storage periods
  
  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 anonymize such personal data 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. 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.

 

G. Data protection rights

 

Subject to applicable data protection laws, you may 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 defense 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. 

 

Depending on your jurisdiction, you may be entitled to additional rights in relation to your personal data. 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, including within the timeframe within which we must respond. Typically, we respond to such requests within one month. We may ask you to verify your identity in order to process 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 for a list of local data protection authorities in the other EEA countries.

 

H. 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:

 

• By email: inquiry@yidanprize.org
• By phone: +852 2155 4893