SCC 2025 Info Day/Open Day

Privacy policy

1. Overview

This Privacy Policy governs the data practices of the SCC 2025 Info Day/Open Day websites and offline activities, managed by the event organising team ("we," "us," or "our"), separate from the School. We are committed to protecting your personal information in compliance with the Hong Kong Personal Data (Privacy) Ordinance (Cap. 486) and, where applicable, the principles of the General Data Protection Regulation (GDPR).

All data is processed through Firebase, a secure Google platform with industry-standard encryption (AES-256 for data at rest, TLS for data in transit), strict access controls, and global data protection compliance. This policy explains what data we collect, how we use it, how we protect it, and your rights.

2. Information we collect

To deliver a personalised and secure experience, we collect:

Automated data

• IP address: Used to monitor and prevent fraudulent activity and ensure website security.
• Device details: Includes browser type, operating system, and device identifiers to optimise website performance.
• Timestamps and visit data: Tracks website interactions to enhance user experience and generate anonymised analytics.

User-provided data

• Name: Required for generating personalised certificates, maintaining event records, and creating anonymised statistics for School reporting.
• Image (Optional): Users may upload or capture images for personalised event materials (e.g., certificates, SCC Life Four-Cut compiled photos), accessible only to the submitting user.
• Email address (Optional): You may provide an email address to receive your personalised certificate. This email is stored only in your browser's local storage and is never uploaded to our servers. We use Google's email delivery services (e.g., via Gmail API or Firebase Functions) to automatically send the certificate. Google processes the email address transiently during transmission solely to complete delivery. We do not store, log, or use your email for any other purpose, nor will we add you to mailing lists or send promotional messages.
• Booth activity: Computer room interactions for certificate records; SCC Life Four-Cut photo sessions including selected frames/filters and compiled outputs.
• Donation tier: Basic entry vs. optional add-on recorded to determine eligibility for services; no payment card or bank details are processed by our websites.
• Online copy link: A unique link to your generated photo is created. Anyone with the link may view the image, so please keep it private unless you intend to share.

3. Managing your information

You have full control over your personal information. To view, update, or delete your data, please:

• Visit our Data Management Portal for instant access to your information.
• Contact us at infoday2526@scc.edu.hk with your request. Include your name and details of your request (e.g., view, update, or delete).

We will respond to all requests within 30 days, as required by the Hong Kong Personal Data (Privacy) Ordinance and GDPR principles. If you encounter issues or need assistance, our team is available to help via email.

4. How we use your information

Your data is used exclusively for:

Event administration

• Names: To create personalised certificates, track attendance, and compile anonymised statistics (e.g., participation rates) for School reporting.
• Images: If provided or captured, used solely for personalised event materials and SCC Life Four-Cut compiled images, accessible only by the submitting user.
• Email: Used only if you opt to receive the certificate, sent via Google services and discarded immediately after.
• Donation tier: Used to determine eligibility for basic entry and optional add-on services.
• Online copy link: Generated to provide access to your photo; sharing the link can allow others to view your photo.

Event Promotion

Your images, after being face-blurred until unidentifiable, may be shared on social media or other websites for event promotion purposes. To request the removal of any published images, please contact us. You have the right to notify us at the time of capture that these images may not be shared.

Website improvement

Anonymised analytics from automated data (e.g., visit patterns, device types) help us optimise functionality, navigation, and device compatibility.

Security

Automated data (e.g., IP addresses, timestamps) is used to detect and prevent unauthorised access, fraud, or other security threats.

We do not use your data for marketing, nor do we sell or share it with third parties beyond what is outlined in Section 5.

5. Data sharing and disclosure

We limit data sharing to what is strictly necessary:

• Google (Firebase & email services): Firebase stores names and images; email delivery services transiently process email addresses solely to send certificates. Google does not use your data beyond providing the service.
• Legal requirements: We may disclose data if required by law (e.g., court orders or regulatory requests), but only to the extent necessary.
• Anonymised statistics: Aggregated, anonymised data (e.g., total certificates or photos issued) may be shared with the School for reporting. This data cannot be linked to individuals.

No other third parties receive your personal data, and we do not engage in data trading or selling.

6. Data storage and protection

We prioritise the security and responsible management of your data:

• Storage: Names and images are stored on Firebase with industry-standard encryption and regular backups; email addresses are never uploaded to any server—they remain solely in your device's Local Storage.
• Retention:
  • Names and images are retained for 30 days post-event to support certificate generation and follow-up, then securely deleted.
  • Email addresses can be manually cleared by you after sending; no system retention.
  • Anonymised analytics may be retained for up to 12 months for event planning and website improvements.
  • Online photo links may be disabled or expired after a reasonable period; contact us if you require early removal.
• Security: Firebase Authentication and Security Rules ensure only authorised users access personalised features. Images are restricted to the submitting user, and only necessary personnel access names for event purposes.

7. Your rights

Under the Hong Kong Personal Data (Privacy) Ordinance and aligned with GDPR principles, you have the following rights:

• Access: Request a copy of your data.
• Correction: Request corrections to inaccurate or incomplete data.
• Deletion: Request data deletion, subject to legal retention requirements.
• Restriction: Request limited data processing in certain cases.

To exercise these rights, use our Data Management Portal or contact infoday2526@scc.edu.hk. We will respond within 30 days.

8. Children’s privacy

Our services are open to all ages. Users under 18 must obtain parental consent to use the website independently. Parents or users may contact us at infoday2526@scc.edu.hk to request data removal.

9. Applicable websites and offline activities

This Privacy Policy applies to sccl4c.web.app and scc-2025-open-day.web.app, and to our related offline event activities (including both booths).

10. Changes to this policy

We may update this Privacy Policy to reflect changes in practices or legal requirements. Updates will be posted on the SCC 2025 Info Day/Open Day websites with a new Effective Date. We encourage periodic review to stay informed.

Terms of service

1. Acceptance of terms

By accessing or using the SCC 2025 Info Day/Open Day websites or participating in our offline activities, you agree to these Terms of Service, which form a legally binding agreement between you and the event organising team. If you do not agree, please do not use the websites or services.

2. Permitted use

The websites and booths are intended solely for SCC 2025 Info Day/Open Day activities, such as event registration, certificate generation, automated photo services, and accessing personalised materials. You agree not to:

• Unauthorised access: Attempt to access the websites, systems, or booths without permission (e.g., hacking).
• Malicious content: Upload or introduce harmful code (e.g., viruses).
• Misuse: Use the websites or booths for purposes unrelated to the event.

3. Participation and donations

• Donation requirement: Visitors must donate a specified amount to the School to receive services. The organisers may set or adjust donation levels.
• Basic entry fee: Around 20 dollars (set by organisers prior to service start) includes up to 6 photos, frame/filter selection, one compiled image, one printed copy, and an online copy.
• Additional service fee: Optional add-on of around 10 dollars for a keychain with sound effects and a small embedded photo copy.

4. Photo service and online copy

• SCC Life Four-Cut: At the covered playground, hosted by Economics students, provides automated photo capture, selection of frames/filters, and compiled image generation with printing.
• Online link: A unique link is generated for your compiled image. Anyone with the link may view your photo; sharing the link can cause your photo to be seen by others.
• Computer room: On the 1st floor, records your room activities for certificate records and event reporting.

5. User content

By submitting content (e.g., names, images, or email):

• Limited licence: You grant us a non-exclusive, royalty-free licence to use, store, and display your content solely for event purposes (e.g., certificate and photo generation and delivery).
• Access control: Images and email addresses are accessible only to you and are not shared publicly or with third parties beyond event operations.
• Rights assurance: You confirm that your content does not violate third-party rights (e.g., intellectual property or privacy).

6. Frames, filters, and intellectual property

• Ownership: All frames, filters, and related designs are copyrighted by the event organisers.
• Licence to share: Donating visitors are licensed to share the compiled images they receive. This licence does not permit reproduction, extraction, or reuse of the frames or filters.
• No edits to frames: Please do not edit, alter, or remove frames when sharing the compiled images.

7. Promotional use

• Event promotion: Photos generated may be used for promotional purposes by the organisers.
• Face consent: If you do not consent to share your blurred face, your images will not be posted on social media or other websites.

8. Limitation of liability

To the fullest extent permitted by law:

• No consequential liability: We are not liable for indirect, incidental, or consequential damages (e.g., data loss, lost profits) arising from website or booth use.
• As-is services: The websites and booth services are provided “as is,” without warranties of availability, accuracy, or fitness for a specific purpose.

9. Governing law

These Terms of Service are governed by the laws of the Hong Kong Special Administrative Region. Disputes will be resolved in Hong Kong courts.

10. Applicable websites and offline activities

These Terms apply to sccl4c.web.app and scc-2025-open-day.web.app, and to our offline event activities (including both booths).

11. Contact information

For questions or requests related to these Terms of Service or the Privacy Policy, contact infoday2526@scc.edu.hk. We are committed to addressing inquiries promptly.