Privacy Notice

1. Scope

This Privacy Notice explains how the International Academic Organizations Alliance (IAOA) collects, uses, stores and protects personal data through its website, publications, events, programmes, cooperation activities and international liaison network. The legal operator of the website in Hong Kong is International Academic Organizations Alliance Limited.

2. Personal Data We May Collect

• Name, organisation, position, country or region and contact details.
• Inquiry, cooperation, event registration, support and correspondence records.
• Author, reviewer, editor, speaker, expert or contributor information.
• Payment and transaction records where applicable.
• Professional biographies, photographs, audio or video supplied or approved for publication.
• Account, device, IP address, browser and basic website usage information where generated by the website.

3. Purposes of Use

• Respond to inquiries and assess cooperation proposals.
• Administer publications, peer review, events, programmes, projects and liaison activities.
• Process registrations, payments, certificates and project records where applicable.
• Maintain necessary administrative, contractual, editorial and legal records.
• Protect website security and improve functionality and communication.
• Send activity updates where permitted and subject to an unsubscribe option.

4. Required and Optional Information

Required fields are identified on the relevant form. If required information is not provided, IAOA may be unable to respond, assess a proposal or process a submission, registration or requested service. Other information is provided voluntarily.

5. Sharing and International Processing

Personal data may be shared only where reasonably necessary with relevant IAOA teams, editors, reviewers, project partners, cooperating institutions, liaison representatives and service providers. Information may also be disclosed where required by law or for the investigation of a serious ethical or security concern. Where data is processed outside Hong Kong, IAOA will take reasonable steps to ensure that it is handled consistently with the purposes described in this Notice.

6. Direct Marketing

Marketing consent is separate from submitting an inquiry, manuscript or registration. Commercial or promotional electronic messages will include clear sender information and an unsubscribe method. Unsubscribe requests will be handled within the applicable period.

7. Publication of Professional Information

Names, affiliations, professional biographies, photographs and contributor roles may be published where relevant to an article, journal, event, project or cooperation activity and where an appropriate permission or publication basis exists. Personal contact information will not be published by default.

8. Retention and Security

IAOA retains personal data only for as long as reasonably necessary for the relevant purpose, publication or project record, contractual requirement, dispute handling or legal obligation. Reasonable administrative and technical measures are used to reduce the risk of unauthorised access, loss, misuse or disclosure.

9. Cookies and External Services

The website may use essential cookies and limited technical services needed for security, login, forms or basic analytics. Further information is provided in the Cookie Notice. External websites and third-party platforms are governed by their own privacy practices.

10. Access and Correction

You may request access to or correction of your personal data held by IAOA. Requests should identify the relevant interaction or record and be sent to info@iaoalliance.org. Reasonable identity verification may be required.

11. Updates and Contact

This Notice may be updated when IAOA activities, technology or legal requirements change. Questions may be sent to info@iaoalliance.org.