Privacy Policy - Swedish Chamber of Commerce in Hong Kong

Last updated July 2018

This Privacy Policy set out below is compliant with GDPR and shows how and why we process personal data. The privacy of our members is extremely important to us and we have designed this policy to make it as simple as possible for you to stay informed and confident about how your information is processed. This policy will be updated regularly.

Contents
Who are “we”?
What personal data do we collect?
How do we use your information?
Why do we collect your information?
Our legitimate interests
Security
Cookies on our website
Your rights
How to opt out of receiving messages from SwedCham HK

Who are “we”?
The Swedish Chamber of Commerce in Hong Kong (SwedCham HK), registered company number 178805, was established in 1986 and has since focused on creating business opportunities for Swedish and Swedish-related businesses in Hong Kong. The chamber’s main objective is to promote, study, extend, advance and protect business relations, investments and interests of Swedish and other organizations in Hong Kong in any manner the chamber may think fit.

SwedCham is a dynamic platform suitable for all industries and companies. Our members range from some of the larger corporations in the region to start-ups and individual members. Among other things, SwedCham HK organizes many events and publishes the digital and printed newspaper Dragon News.

If you have any questions in relation to this privacy policy or how we use your personal data they should be emailed to Chamber@swedcham.com.hkor addressed to Swedish Chamber of Commerce in Hong Kong, Room 2503, 25/F, Bank of East Asia Harbour View Centre, 56 Gloucester Road, Wanchai, Hong Kong.

What personal data do we collect?
SwedCham HK primarily collects information directly from the member company representative or others who have expressed interest in the organisation. The information collected is solely contact details such as names, telephone numbers, emails and addresses. The personal data is collected in order for us to provide the services that our member companies pay for and to make communications as simple and easy as possible. We collect personal data in connection with activities such as membership registration requests; upon signing up for the newsletter; when a main contact leaves the firm; and when collaborating on or participating at one of our events. The information is most often collected from the data subject themselves through email, phone, face to face or by post. If not collected from the data subject, data is collected via referral from their colleagues or from their website. We do not collect any sensitive personal data.

How do we use your information?
Our processing is used for direct marketing and to uphold a relevant and appropriate relationship with our members and potential members according to what you would reasonably expect. We use your information to provide services that you have at some point expressed interest in. These services include but are not limited to event invitations, newsletters, special deals from other members, introductions to possible collaborators and possibilities for exposure within the network through sponsorship, features or adverts. Most of the time, the data is used to service our memberships and to inform our members of how they can get involved in future activities. We do this by either emailing or phoning our members and they can simply ask to not continue receiving the information if they wish to do so. We use a third party provider, EventBank, to deliver our bi-weekly newsletter, event registration and gather statistics around the amount of email opening and clicks. We do not use the obtained data for profiling.

We are very aware of protecting the data of our members and thus never share it with any third parties except data processors we have contracts with. These data processors do not use the data themselves. The chamber uses the data processors to enable us to perform our activities such as email marketing services and our CRM system.

We also use cookies on our website (covered in section 7).

Why do we collect your information?
The reason we collect your information is because you decided to become a member, requested information or to stay in contact with us in another matter. Thus, we keep your data in order to perform services of which you have expressed an interest. These could be special offers, communication purpose and partnership proposals to name a few. Apart from members, we are regularly contacted by people with an interest in Swedish trade, the Swedish community or have questions regarding Sweden.

Lawful basis
SwedCham HK has a legitimate interestto process personal data as outlined herein. Should we refrain from doing so, SwedCham would simply not be able to offer the activities and services we have been set up to provide (or our activities and services would be too impractical or too costly for our members). Our data processing has minimal privacy impact and is in line with people’s the reasonable expectations of our members when signing up for a membership.

Security
We are taking appropriate measures to prevent and minimize risks of unauthorised access to personal information. However, the Internet is not a totally secure medium and we shall not be responsible for any unauthorised use, distribution, damage or destruction of personal data. Where we have given the user a password or log-in which enables you to access certain restricted parts of our Site, you are responsible for doing everything you reasonably can to keep these details secret. Unfortunately, the transmission of information over the internet or public communications networks can never be completely secure. We will take appropriate technical and organisational security measures to protect the personal data that you submit to us against unauthorised/unlawful access or loss, destruction or damage, although we cannot 100% guarantee the security of data that you provide to us online. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure (password- and firewall-protected) servers. All electronic transactions entered via the website will be protected by encryption technology.

Cookies on our website
Cookies are small text files of information that are stored on the visitor’s computer in order for the site to remember who they are. Cookies can only be stored if consent is given and you can read more about cookies on the link (http://www.allaboutcookies.org/).

Swedcham HK uses Cookies on its website to identify the user. It is only used in very limited context, such as member login. We also use Google Analytics to track the activity on our website but it is not used for profiling or tracking specific individual’s data. Thus, it is more used to understand which sections are most popular and know which ones to improve. If you do not want your usage to be tracked by Google Analytics, please follow its’ opt out instructions through the link (https://tools.google.com/dlpage/gaoptout).

Your rights
You have the right to receive a copy of the personal information that we hold about you (right of access) and to be informed about how we use your personal information (right to be informed). You also have the right to amend any information that is not correct (right of rectification) as well as the right to ask us to stop using your information (right to restrict processing). If you want, you can ask us to remove any or all personal information from our records (right to be ‘forgotten’) and to object to any processing in marketing purposes (right to object).

Please note that although our site may contain links to websites of our partners, we can not accept liability for their privacy policies and please make sure to read them before submitting any personal data.

How to opt out of receiving messages from the SwedCham HK
To stop receiving our newsletters, you can simply click the unsubscribe button on the bottom of the email. To stop receiving direct contact (postal or telephone), please contact us with information about what you wish to opt out of. If you have an active membership, we advise you to not unsubscribe to all information as that would mean missed opportunities on your end.