Asia Music Event (AME) – Privacy Policy

Last updated: [Date]

Asia Music Event (“AME”, “we”, “us” or “our”) respects your privacy and is committed to protecting personal data in a transparent and responsible manner.

This Privacy Policy explains how [Asia Music Event Name], the organiser of Asia Music Event, collects, uses, stores, shares and otherwise processes personal data in connection with AME, including through our website, ticketing and registration processes, attendee communications, professional networking activities and participation in AME events.

AME is based in Hong Kong and processes personal data primarily in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong (“PDPO”). Where other data protection laws apply to particular processing activities, we will comply with those requirements as applicable.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal data collected in connection with:

• visits to the AME website;
• Ticket and Pass purchases;
• attendee and Delegate registration;
• speaker, artist, media, partner and exhibitor participation;
• Event accreditation and access;
• AME newsletters and communications;
• professional networking services;
• surveys, competitions and other AME activities; and
• attendance at AME conferences, showcases and related events.

Certain third-party websites, ticketing services, partner activities or independently organised events may have their own privacy policies. Where you provide personal data directly to such a third party, its privacy policy may also apply.

2. Personal Data We Collect

Depending on how you interact with AME, we may collect the following categories of information.

Contact and Registration Information

This may include:

• name;
• email address;
• telephone number;
• country or region;
• company or organisation;
• job title or professional role;
• industry sector;
• attendee or Delegate category; and
• account or profile information.

Ticketing and Transaction Information

When you purchase or receive an AME Ticket or Pass, we may collect information including:

• Ticket or Pass type;
• order and transaction details;
• payment status;
• billing information;
• Ticket identifiers such as QR codes or barcodes;
• check-in and validation records; and
• customer support history.

Payment card details may be processed directly by our payment or ticketing service providers and may not be stored by AME.

Professional Information

Where you participate as a Delegate, speaker, artist, exhibitor, sponsor, partner, media representative or other industry participant, we may collect information such as:

• professional biography;
• company information;
• job title;
• profile photograph;
• social media or professional profile links;
• areas of professional interest;
• speaker or artist information; and
• accreditation or participation details.

Website and Technical Information

When you use our website or digital services, certain technical information may be collected automatically, including:

• IP address;
• device and browser type;
• operating system;
• pages visited;
• date and time of access;
• referral source;
• interactions with our website or communications; and
• cookies or similar identifiers.

Event Attendance Information

We may collect information regarding your participation in AME, such as:

• Ticket scans;
• Event check-ins;
• accreditation records;
• access to particular Event areas; and
• participation in sessions or activities where such tracking is used.

Photography and Video

Photography, filming, audio recording and livestreaming may take place during AME.

Where you are identifiable in Event photography or recordings, those images or recordings may constitute personal data.

3. How We Use Personal Data

We may use personal data where reasonably necessary to:

• process Ticket and Pass purchases;
• register and accredit attendees;
• issue and validate Tickets;
• administer attendee accounts and profiles;
• provide access to AME events and activities;
• process payments and issue transaction records;
• provide Event information and operational updates;
• respond to customer service enquiries;
• administer speakers, artists, media, exhibitors, sponsors and partners;
• facilitate professional networking;
• manage Event safety, access and security;
• prevent Ticket fraud and misuse;
• operate, maintain and improve our website and digital services;
• understand Event attendance and engagement;
• conduct surveys and obtain feedback;
• produce aggregated Event and audience insights;
• comply with legal, regulatory and accounting requirements;
• establish, exercise or defend legal rights; and
• send marketing communications where permitted by applicable law and where the required consent or indication of no objection has been obtained.

We may also use anonymised or aggregated information for analytics, reporting, research and planning where that information no longer identifies an individual.

4. Ticketing and Technology Providers

AME may use authorised third-party ticketing, payment and event technology providers to support Ticket sales, registration, payment processing, Ticket delivery, Event access and related services.

This may include PLVR, which is an independent partner and service provider to AME.

Where you purchase an AME Ticket through an authorised ticketing provider, certain personal data may be processed by that provider where reasonably necessary to:

• complete your Ticket purchase;
• process or facilitate payment;
• issue and deliver your Ticket;
• validate your Ticket at the Event;
• provide customer support;
• prevent fraud or unauthorised Ticket use; and
• provide related ticketing and technology services to AME.

The use of a ticketing provider does not mean that your email address or other personal information becomes publicly available or is automatically distributed to unrelated third parties.

Where a ticketing or technology provider processes personal data on behalf of AME, we expect it to process such information only for the relevant services and subject to appropriate confidentiality and data protection obligations.

Where a third-party provider separately determines how and why it uses personal data for its own purposes, its own privacy policy may also apply.

5. Who Can See Your Information?

We understand that attendees may be concerned about who can access information provided when purchasing a Ticket or registering for AME.

Your personal information is not publicly available simply because you purchase an AME Ticket or register for AME.

AME personnel and authorised service providers may access personal data only where reasonably necessary for purposes such as Event administration, Ticketing, registration, communications, customer support, technology, security and legal compliance.

We do not sell attendee email addresses or attendee databases.

We do not automatically provide attendee email addresses, telephone numbers or other individual contact information to sponsors, partners, exhibitors or other attendees for their own marketing purposes.

Where personal data is shared with a service provider, the information shared will be limited to what is reasonably necessary for the relevant service.

6. Sponsors, Partners and Exhibitors

AME works with sponsors, partners, exhibitors and other organisations.

We may provide such organisations with aggregated or anonymised information about the Event or its audience, such as:

• attendee numbers;
• geographic distribution;
• industry categories;
• professional seniority or functions;
• engagement statistics; and
• other audience insights.

Such information is intended not to identify individual attendees.

A sponsor, partner or exhibitor may receive your personal information where you actively choose to engage with that organisation.

Examples may include where you:

• scan your badge or QR code at an exhibitor booth;
• register for a partner session;
• enter a competition;
• request information from a sponsor;
• accept an offer;
• exchange contact information; or
• otherwise actively agree to share information.

Where you provide information to a third party in this way, that organisation’s own privacy policy may apply to its subsequent use of the information.

We will not provide your personal data to another organisation for that organisation’s own direct marketing unless we have provided the disclosures and obtained the consent required by applicable law.

7. Delegate Networking

AME may provide networking services intended to facilitate professional connections among attendees.

Where you choose to participate in a Delegate directory, networking platform or attendee application, certain professional profile information may be visible to other registered participants.

This may include:

• name;
• company or organisation;
• job title;
• professional category;
• profile photograph; and
• professional interests.

Personal contact information such as your email address or telephone number will not be made visible to other participants unless this is clearly disclosed to you or you choose to provide or share it.

Where available, networking platforms may provide settings that allow you to manage the visibility of your profile.

8. Marketing Communications

AME may send you operational communications that are necessary for your participation in the Event, including:

• Ticket confirmations;
• Event access information;
• schedule or Venue updates;
• important programme changes;
• safety or security notices; and
• customer service communications.

These communications are different from marketing communications.

Where required by applicable law, we will obtain your consent or indication of no objection before using your personal data for direct marketing.

Personal data used for AME direct marketing may include:

• your name;
• email address;
• telephone number;
• country or region;
• professional information;
• AME attendance information; and
• interests that you have communicated to us.

Direct marketing may relate to:

• future editions of Asia Music Event;
• AME conferences, showcases and related programmes;
• Ticket releases and Event offers;
• AME content and networking opportunities; and
• other music, entertainment or creative-industry activities organised or promoted by AME.

We will not use silence or failure to respond as consent where applicable law requires an affirmative indication of consent or no objection.

You may ask us to stop using your personal data for direct marketing at any time and without charge by:

• using the unsubscribe link in a marketing email; or
• contacting us at [Privacy / Marketing Email].

Opting out of marketing will not prevent us from sending necessary service or Event communications relating to a Ticket, registration or ongoing transaction.

9. Photography, Filming and Event Media

AME may be photographed, filmed, livestreamed or otherwise recorded.

Event photography and recordings may be used for purposes such as:

• Event documentation;
• editorial coverage;
• press and media;
• social media;
• archival records; and
• promotion of AME and future editions of the Event.

We aim to handle identifiable Event imagery responsibly and in accordance with applicable privacy requirements.

Further information regarding photography and recording is also provided in the AME Terms & Conditions.

If you have a particular concern regarding identifiable use of an image of you, you may contact us at [Privacy Email].

10. Cookies and Analytics

Our website may use cookies, pixels and similar technologies.

These may include:

Essential technologies, required for website security, navigation, Ticketing, authentication or other core functions.

Analytics technologies, which help us understand website traffic, user behaviour and the effectiveness of AME digital services.

Advertising or marketing technologies, which may be used to measure marketing campaigns or deliver relevant advertising.

Where required, we will provide appropriate notices or choices regarding non-essential cookies and similar technologies.

Third-party services integrated with the AME website may also use cookies or similar technologies in accordance with their own privacy policies.

11. International Data Processing and Transfers

AME is an international event held in Hong Kong. Our attendees, speakers, artists, partners and service providers may be located in different countries and regions.

Some service providers used by AME may process or store personal data outside Hong Kong. These may include providers of:

• cloud infrastructure;
• ticketing technology;
• payment processing;
• email communications;
• website hosting;
• analytics;
• customer support; and
• other digital services.

Where personal data is processed outside Hong Kong, we take reasonably practicable steps to ensure that appropriate confidentiality, security and data protection measures are in place.

This may include contractual and organisational measures designed to protect personal data handled by our service providers.

Where applicable law requires particular safeguards for an international transfer of personal data, we will take the measures required by that law.

12. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and for legitimate operational, accounting, legal, security and dispute-resolution requirements.

Different categories of personal data may therefore be retained for different periods.

When personal data is no longer reasonably required, we will take reasonably practicable steps to delete, anonymise or securely dispose of it.

13. Data Security

We take reasonably practicable technical and organisational measures to protect personal data against:

• unauthorised access;
• accidental access;
• loss;
• misuse;
• alteration;
• disclosure; and
• destruction.

Measures may include access controls, secure technology systems, contractual confidentiality requirements and controls over external service providers.

However, no internet transmission, online service or electronic storage system can be guaranteed to be completely secure.

14. Your Privacy Rights

Under the Personal Data (Privacy) Ordinance of Hong Kong, you may have rights to request:

• confirmation of whether AME holds personal data about you;
• access to personal data held about you;
• correction of inaccurate personal data; and
• cessation of the use of your personal data for direct marketing.

Applicable law may provide additional rights depending on the circumstances and your location.

Where another data protection law applies to AME’s processing of your personal data, we will respect the rights available under that law as applicable.

To submit a privacy request, contact:

[Privacy Email]

We may request information reasonably necessary to verify your identity before fulfilling certain requests.

15. International Visitors and Other Privacy Laws

AME welcomes attendees from around the world.

AME’s principal place of operation for the Event is Hong Kong, and our personal data practices are primarily governed by Hong Kong law.

However, depending on the circumstances, additional privacy or data protection laws may apply to particular processing activities.

Where such laws apply, including laws that provide additional transparency, access, deletion, objection or other privacy rights, AME will comply with those requirements as applicable.

Nothing in this Privacy Policy is intended to limit any privacy rights that cannot lawfully be excluded.

16. Children’s Privacy

AME is primarily intended for adult attendees and music industry participants.

Individual Showcases or Venues may impose specific age restrictions.

We do not intentionally seek to collect unnecessary personal data from children.

Where participation by a minor is permitted, additional consent or verification requirements may apply where appropriate.

17. Third-Party Websites and Services

AME websites or communications may contain links to third-party websites, applications or services.

Those third parties operate independently from AME and may have their own privacy policies and data practices.

AME is not responsible for the privacy practices of independent third parties.

We encourage you to review the relevant privacy policy before providing personal data directly to another organisation.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• AME and its services;
• technology;
• our service providers;
• operational practices; or
• applicable legal or regulatory requirements.

The latest version will be published on the AME website with the date of the most recent update.

Where appropriate, we may provide additional notice of material changes.

19. Contact Us

For questions about this Privacy Policy, AME’s handling of personal data, or a privacy request, please contact:

Asia Music Event (AME)

Organised by: Asia Music Event

General Inquiries: partnership@asia-music-event.com