Privacy Policy

Introduction

Conclave ("we", "our", "us") provides programme production services for the legal industry from our office at 27/F, 1 Pacific Place, 88 Queensway, Admiralty, Hong Kong. This policy describes how we collect, use, store, and dispose of the personal data of website visitors, enquiry submitters, and event attendees.

We follow the principles set out in the Hong Kong Personal Data (Privacy) Ordinance (Cap. 486). Where Conclave produces events for clients with attendees outside Hong Kong, we apply the higher of the locally applicable standards.

For any privacy-related question, write to [email protected].

1. Data We Collect

We collect personal data only when you provide it to us, or when it is necessary to deliver an event we have been engaged to produce.

From website enquiries

• Full name (required)
• Work email address (required)
• Phone number (optional)
• Organisation name (optional)
• Free-text message describing your enquiry (optional)

From event attendance

• Name and role for badge production
• Dietary requirements and accessibility needs
• Session selections where applicable
• Photographic record of public sessions, with notice

Automatically collected

• IP address and approximate location
• Browser and device type
• Referring URL and pages visited on this site
• Cookie identifiers (see Cookie Policy)

2. How We Use Your Data

• To respond to enquiries you have sent through the website or by email
• To produce and run events you have registered for, including badge printing, dietary catering, and session check-in
• To send programme materials, agendas, and run-of-show updates connected to a specific event
• To compile post-event recap packs for the host organisation
• To improve the security and performance of this website
• To meet our legal and tax obligations under Hong Kong law

We do not use your data for general marketing without your express, separate consent. We do not sell personal data to third parties under any circumstance.

3. Legal Basis for Processing

We process personal data on one of the following bases:

• Consent — for optional cookies and direct marketing
• Contract performance — to deliver an event you have registered for
• Legitimate interest — to operate and secure the website
• Legal obligation — to comply with tax, accounting, and regulatory requirements

4. Data Sharing

We share personal data only where it is necessary to deliver our service or to meet a legal obligation:

• With the client organisation that has engaged us to produce an event you are attending
• With venue and AV suppliers for access lists, badge printing, and dietary requirements
• With analytics providers (e.g., Google Analytics) on an anonymised basis
• With professional advisers under confidentiality where required
• With government or regulatory bodies where required by law

5. Data Retention

We retain personal data only as long as is necessary for the purpose it was collected:

• Website enquiry data — up to 24 months from the last interaction
• Event attendee data — until the recap pack is delivered, then 12 months for follow-up purposes
• Contractual and tax records — 7 years, as required by Hong Kong tax authorities
• Website analytics — up to 26 months

6. Data Security

Personal data is held on access-controlled systems. Transmission of enquiry data uses TLS encryption. Attendee lists for confidential roundtables are kept in encrypted storage and shared only with named producers under written confidentiality undertakings. We notify affected individuals and the relevant authority where a breach occurs and notification is required.

7. Your Rights

Under the Hong Kong PDPO and applicable equivalents, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate personal data
• Request deletion of personal data, subject to legal retention requirements
• Withdraw consent for marketing communications
• Lodge a complaint with the Office of the Privacy Commissioner for Personal Data, Hong Kong (PCPD)

To exercise any right, write to [email protected]. We respond within 30 calendar days.

8. Cookies

This website uses essential cookies for basic operation and optional cookies for analytics. See our full Cookie Policy for details and to manage your preferences.

9. Third-Party Links

This website may link to third-party sites (venue partners, professional bodies, analytics providers). We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.

10. Children's Privacy

Conclave's services are directed at legal industry professionals. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have done so inadvertently, please write to us at [email protected].

11. Changes to This Policy

We may update this policy from time to time. The Last Updated date at the top of the page reflects the most recent revision. Material changes will be communicated to clients with an active engagement.