Privacy Policy

Civic Exchange (CE) Internet Privacy Policy Statement

Your privacy on the Internet is important to us. Civic Exchange has its own Personal Information Collection Statement (“Statement”) and this Statement will demonstrate how CE collects, uses, and safeguards your personal data from (“the Website”) and assists you in making informed decisions when using the Website. We will continuously access our privacy protection practices in light of new technology, our changing needs to exchange information, and the emergence of new information services. Our privacy policy may therefore be amended from time to time. You should therefore check this Statement regularly to ensure that you are aware of our latest policies.

What information do we collect?

Civic Exchange collects two types of information from you: personal data you knowingly choose to disclose that is collected on an individual basis and the website users’ information collected on an aggregate basis when you and others browse the Website.

1. Personal data you choose to provide

E-mail Address For E-Newsletter Subscription

When you subscribe our e-newsletter, we require that you supply your name and your email address.

Credit card information

If you choose to support us with your on-line donation, you may need to provide your personal data and authorize us to obtain information from various payment gateway & credit services. For example, you may need to provide the following information:

  • Name on your credit card
  • Credit card number and expiry date
  • Email address
  • Identity reference
  • Telephone number, fax number and mail address

In addition to providing the foregoing personal data to us, if you choose to correspond further with us through email, we may retain the content of your email messages together with your email address and our responses. We provide the same protection for these electronic communications that we employ in the maintenance of information received by mail and telephone.

2. Website user information


A cookie is a small data file that certain websites write to your hard drive when you visit them. A cookie file may contain information such as a user ID with which the site users can track the pages you have visited. But the only personal data a cookie contains is information you supply yourself. A cookie cannot read data off your hard disk or read cookie files created by other sites. When you view the Website, we may use cookies to store some information on your computer.

IP addresses

We may also log IP addresses, or the location of your computer on the internet for system administration and troubleshooting purposes. We may also use IP address logs to track your session or the frequencies of your visit to the various sections of the Website.


Protection of personal data

Civic Exchange does not collect any personal data about you unless you voluntarily provide it to us. You provide your personal data to us when you register as a subscriber of our e-newsletter on the Website or when you make an on-line donation to us with or without request for a receipt.

How do we use your personal data?

Essentially, we use your personal data for purposes of administering our activities, providing communication services and making available other information services to you. We may also use your personal data to notify you about important changes to the Website, new services and special offers, if and when we think you will be interested.

The main purposes for which your personal data may be used by us are:

  • Processing your registration for our communication services, enquiry or feedback
  • Incorporation into our user database
  • Tracking and examination of our internal procedures in response to enquiries and complaints
  • Surveys
  • Processing subscriptions and payments
  • Comply with disclosure requirements under any law applicable in or outside Hong Kong
  • Public notices
  • Auditing
  • Other related purposes


Third parties disclosure

Your personal data held by us will be kept confidential but we may provide such data to:

  • Banks and other financial institutions in connection with the collection of payments
  • Any person, agent, advisor, auditor, contractor or service provider who provides services or advice to us in connection with our operations
  • Any person under a duty of confidentiality to us
  • Any person to whom we are required to make disclosure under any law applicable in Hong Kong

You should also note that the personal data privacy protection as set out in this Statement does not apply to personal data which is passed to third parties, and we are not responsible for the protection of your personal data or lack thereof by such third parties.

Modification of your personal data, opt out, and deletion of your personal data

You can modify the personal data you previously provided, or opt out of receiving email messages from us and delete your personal information at any time by sending us an email stating that you wish all such data to be deleted from our record. You may also send us your request to modifying your personal data by email to us or by post.

Except as otherwise provided in this Statement, your personal data (as an e-newsletter subscriber and as a supporter providing us funding or other resources) will not be provided to any third party without your consent.

How long do we keep your personal data

We will keep your personal data for as long as it is necessary to serve you. We will retain your personal data for a reasonable period if you cease to be our e-newsletter subscriber or two years after you support us with donation or other resources.

Staff access

In general, our service practice limits staff access to confidential information, and limits the use and disclosure of such information to authorized persons, processes and transactions. Staff members designated to handle personal data will be instructed to do in accordance with the terms of this Statement.

What about other website’s link to the Website?

Please note that the Website contains links to other sites. When you use a link to go from the Website to another website, this Statement is no longer in effect. Your browsing and interruption on other websites, including websites that have a link to the Website, is subject to that website’s own rules and policies which may differ from those of the Website.

We are not responsible for the practices employed by websites linked to or from the Website nor the information or contents contained therein.

Your consent

By continuing using the Website you consent to our collection and use of your personal data as described in this Statement.

(Last Update: 28 Jun 2010)