Privacy Policy and Personal Information Collection Statement

About this policy

Tokenised Horizons is operated by Coded Solution Limited ("we", "us" or "our"). This policy explains how we collect, use, share and protect personal data through tokenised-horizons.codedsolution.xyz (the "Site"), our community membership and our events, in line with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong (the "PDPO").

It is also our Personal Information Collection Statement: it tells you, when we collect your personal data, what it is used for and who it may be shared with.

Personal data we collect

• Registration details you give us when you join the community or register for an event: first and last name, email address, organisation, job title and LinkedIn profile.
• Event records: the events and days you register for, your ticket and your check-in time.
• Member account details: your sign-in email and account activity on our member platform. We never see your password in plain text.
• Messages you send us by email or through the Site.
• Technical data collected automatically when you use the Site, such as your IP address, browser and device type, pages visited and the date and time of your visit (see "Cookies and analytics" below).

Fields marked * on our forms are required. If you do not provide them, we cannot complete your registration. All other fields are optional.

How we use your personal data

• To process your community and event registrations and issue your event tickets.
• To manage admission and check-in at our events.
• To set up and manage your member account and membership benefits.
• To send you messages about events you have registered for, such as confirmations, changes and follow-up materials.
• To answer your enquiries and requests.
• To run, secure and improve the Site and our events.
• To meet our legal and regulatory obligations.
• For direct marketing, only if you have given your consent (see below).

Direct marketing

With your consent, we intend to use your name and email address to send you information about Tokenised Horizons events, seminars, training programmes, community news and membership benefits. We will not use your personal data for direct marketing without your consent. Giving consent is optional and does not affect your registration.

We do not sell your personal data, and we do not provide it to any other person for their own direct marketing.

You can withdraw your consent at any time, free of charge, by emailing tokenisedhorizons@v.systems. We will then stop sending you marketing messages.

Who we share your personal data with

We may share your personal data, only as needed for the purposes above, with:

• Our group companies that provide services to Tokenised Horizons.
• Service providers that help us run the Site, member accounts, ticketing and email delivery. They may use the data only to provide their services to us and must keep it confidential.
• Event venues, where your name and organisation are needed for admission or security.
• Our professional advisers, under a duty of confidentiality.
• Courts, regulators and law enforcement agencies, where required or permitted by law.

Where your data is stored

Registration data is stored on servers in Hong Kong. Some of our service providers, such as our email and analytics providers, may process data outside Hong Kong. Where this happens, we take reasonable steps to make sure your data is protected to a standard comparable to the PDPO.

How long we keep it

We keep personal data only as long as needed for the purposes above. Membership data is kept while you remain a member. Event records are kept for as long as needed to run the event and meet our record-keeping obligations. You can ask us to delete your account and data at any time.

Security

Only staff and service providers who need personal data for their work can access it, and they must keep it confidential. We review our systems regularly and have procedures to deal with any actual or suspected data breach.

Your rights

Under the PDPO, you have the right to ask whether we hold your personal data, to request a copy of it and to ask us to correct it. Please send your request in writing to our Data Privacy Officer at tokenisedhorizons@v.systems. We will reply within 40 days. We may charge a reasonable fee for processing a data access request, as permitted by the PDPO.

You can also withdraw your direct marketing consent, or ask us to delete your account, by emailing tokenisedhorizons@v.systems.

Cookies and analytics

The Site uses cookies, which are small text files stored by your browser. We use:

• Strictly necessary cookies, which keep you signed in to your member account and keep the Site secure.
• Analytics cookies (Google Analytics and Google Tag Manager), which tell us how visitors use the Site so we can improve it.

You can block or delete cookies in your browser settings. If you block strictly necessary cookies, you may not be able to sign in.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

Contact us

If you have any questions about this policy or your personal data, please contact our Data Privacy Officer at tokenisedhorizons@v.systems.

If there is any difference between the English and Chinese versions of this policy, the English version prevails.