Privacy Policy

Version v0.6

Privacy and Personal Information Collection Statement

1st Allegra International Education Music Festival Competition | Effective 1 November 2026

1　Who we are

ALLEGRA INTERNATIONAL EDUCATION LIMITED (雅睿國際教育) is responsible for competition registration and the related use of personal data. This statement covers contestants, parents or guardians, and authorised representatives. Contact us about privacy at allegraintledu@gmail.com.

2　Data we collect

As needed, we collect account and contact details; contestants’ names and dates of birth; parents’, guardians’ or representatives’ names and relationships; entry and instrument details; group names, members and member order; repertoire and performance duration; uploaded PDF scores and related file information; video links and the images and voices in the videos; payment details and evidence; consent and authorisation records; and registration, adjudication, award and enquiry records. For delivery of awards or certificates, we separately collect recipient details, addresses and necessary contact information. The website platform may also process IP addresses, device and browser information, and login and security records. The video requirement also gives access to identity-card or passport information shown at the beginning; the necessary visible fields are limited to the name, date of birth and photograph. Relevant teacher, school or organisation identifiers and contribution records are collected as needed for the group promotion award.

3　Purposes and required information

We use necessary data to manage accounts, registrations and amendments; verify eligibility and age divisions; arrange video and score adjudication; reconcile payments; administer results, feedback, award production and delivery; contact applicants; handle enquiries, complaints and disputes; protect system security; and meet applicable legal obligations.

Forms identify required and optional information. Without information needed to process registration, verify eligibility or reconcile payment, we may be unable to complete those procedures. Without delivery details, we may be unable to send awards. Promotional permission is voluntary. Declining it does not affect registration, adjudication or eligibility for awards.

4　Minors and representatives

Contestants under 18 should have a parent or guardian read this statement and assist with the applicable consent process. Teachers, schools and other representatives must ensure they have appropriate authority before submitting another person’s data and provide this statement to the contestant and their parent or guardian. Authority to register does not automatically authorise promotional use of a video. This edition does not require submission or acceptance of a separate delegation document.

5　Video links and identity checks

The contestant must show an identity card or passport at the beginning of the entry video to verify identity and eligibility. Only the name, date of birth and photograph need to be clearly visible; document numbers and other unnecessary information may be masked. Contestants without either document must contact the Organiser first to confirm verification arrangements. Submission and verification must use the restricted method specified by the Organiser. Originals containing identity documents are for necessary verification and restricted handling only. Identity-document segments must not be published or used for promotion. This restriction does not prevent the Organiser from using performance footage under valid authorisation after removing those segments. Public versions must not contain identifiable document images or links to originals containing them. “Unlisted” or “Anyone with the link” does not restrict viewing to authorised persons alone.

Submit video links through the restricted method confirmed by the Organiser. Before collection, the Organiser must explain the verification purpose, necessary data, authorised recipients and retention arrangements and assess the necessity of collecting identity-document images. Accessing personal data through a link still requires appropriate handling even if the video file itself is not collected.

6　Who may receive data

For the purposes above and on a need-to-know basis, data may be provided to authorised registration and finance personnel, adjudicators, website, cloud storage and email service providers, award and certificate suppliers, and delivery providers. Adjudicators normally need only assessment-related information; suppliers need only information required for production and delivery. Relevant information may also be provided to authorities or professional advisers where legally required.

The website uses Wix; your chosen platform hosts your videos. Platform providers and adjudicators working outside Hong Kong may store, process or access data outside Hong Kong. We will restrict access according to the actual arrangements and put appropriate safeguards in place for entrusted processing. Third-party platforms also process information under their own privacy policies.

7　Results and promotion

To announce results, we will publish winners’ names, competition categories, age divisions and awards on the official website or designated results channels. Full dates of birth, contact information, payment evidence and identity verification information will not be published.

Subject to the valid consent described below, we use contestants’ performance videos, photographs, voices and names on the competition’s official website, official social media and competition publicity materials to present and promote this competition. Registration will separately and clearly display this purpose and an “I do not agree to promotional use” option. Refusal does not affect entry, adjudication or award eligibility. A person who does not select refusal must actively confirm “I have no objection and agree to the promotional use described above” after reading the scope before a consent record is created. Saving a draft, silence or an unauthorised representative’s action is not consent. A parent or guardian handles applicable consent for a contestant under 18. Publicity must exclude the opening identity-card or passport segment. Consent for future use may be withdrawn by email. We will stop new relevant uses and address published material within our control where reasonably practicable, but cannot guarantee removal of third-party copies.

Competition updates and payment notices are service communications. Registration alone will not place your contact details on a direct marketing list. Any future direct marketing will involve separate notice, consent as required by applicable rules, and a way to stop receiving it.

8　Retention and security

The competition ends in March 2027. We apply category-specific retention and deletion arrangements to unsubmitted drafts, registration and adjudication data, payment evidence, consent and authorisation records, and dispute records. Contestant data will be automatically deleted 365 days after the last day of the completion month. This concerns contestant data, not all member accounts. Data no longer needed should be deleted earlier. Only necessary records required by law or for a specific unresolved dispute may be retained longer, with restricted access and periodic review, and deleted when the reason ends. Deleting website data does not automatically delete contestant-hosted videos or third-party copies.

We will apply access restrictions, confidentiality arrangements and other reasonable safeguards proportionate to the risks. No online transmission or storage is absolutely secure. Videos you host remain subject to your platform account and sharing settings: deleting our link record does not automatically delete your original video or third-party copies.

9　Cookies and platform features

The platform may use cookies or similar technologies for login, security and basic functions. You can manage cookies through your browser and available website settings; disabling necessary cookies may affect login or registration. If non-essential analytics or advertising tools are enabled, we will update the explanation to reflect the tools used and provide choices where applicable.

10　Access correction and contact

Under Hong Kong’s Personal Data (Privacy) Ordinance, you may request access to and correction of your personal data held by us. You may also raise privacy enquiries, complaints or deletion requests. Email allegraintledu@gmail.com with “Music Festival Competition Privacy Enquiry” as the subject. We may request appropriate proof of identity or authority and will handle requests under applicable requirements. Deletion depends on continuing necessary purposes and legal retention obligations. Registration amendment deadlines do not remove statutory access or correction rights; correcting personal data does not necessarily permit changes to an entry after its deadline.

Updates will carry a new version and effective date. We will give separate notice and obtain consent where needed for new uses of data.