1. Introduction
Halcyon Hall ("we", "us", "our") runs mediation skills workshops at 6/F, 47 Hollywood Road, Sheung Wan, Hong Kong. The work we do is reflective and conversational, and the information you share with us is often equally personal. We try to handle it with the same care.
This policy describes the personal information we collect when you enquire about a workshop, register for one, or correspond with us afterwards. It applies to our website, our enrolment forms, and the email we exchange with you in the ordinary course of preparing for a session. If something here is unclear, we would rather you ask than guess; you can reach us at [email protected].
2. Information we collect
2.1 Information you give us directly
When you fill in our enquiry or registration forms, we typically ask for:
- Your name and the way you would prefer to be addressed
- Your email address and, where you choose to share it, a phone number
- The organisation or context you work in, if you mention it
- A short message describing what brings you to the workshop and what you hope to take from it
Pre-workshop reflection prompts are explicitly optional. Where you decide to share questions or situations from your own work, we treat those notes as confidential to the facilitator team and do not circulate them to other participants.
2.2 Information collected automatically
Our website logs basic technical information such as IP address, browser type, pages visited, and referring source. We use this to understand how the site is read and where people stumble. Where cookies are involved, our Cookie Policy explains them in more detail.
3. How we use information
We use the information you share with us to:
- Reply to your enquiries and confirm registrations
- Prepare appropriately for the session you are joining, including any access or dietary notes
- Send the small number of practical emails associated with a workshop: pre-reading, joining details, and a follow-up reflection note four weeks later
- Issue invoices and keep accounting records as required by Hong Kong law
- Improve how we describe and structure future workshops
Legal bases. We rely on your consent for optional reflection notes and for any future correspondence about new workshops. We rely on the contractual basis when preparing and delivering a workshop you have booked, and on legitimate interest for routine record-keeping and the modest analytics needed to understand how our site is read.
4. Sharing information
We do not sell, rent, or trade personal information. We share information only in the limited circumstances below:
- Within the facilitation team: the facilitators leading your session see registration details and any reflection notes you choose to share.
- Service providers: a small number of providers process information on our behalf — our email host, our payment processor, and our website analytics provider. They act under written instructions and only for the purposes described here.
- Legal obligations: we will release information where required by Hong Kong law, by a court order, or to protect the rights and safety of participants.
For in-house workshops, we share only what is necessary for the engaging organisation to plan and pay for the work. Individual reflections and practice scenarios stay with the facilitator team unless you choose otherwise.
5. How long we keep information
- Enquiry messages that do not lead to a registration: 12 months, then deleted.
- Registration records and correspondence for an attended workshop: 4 years, in line with our usual accounting cycle.
- Pre-workshop reflection notes: retained for the duration of the workshop and the four-week follow-up window, then deleted unless you ask us to keep them for your own future reference.
- Invoicing and tax records: 7 years, as required by Hong Kong's record-keeping rules.
6. How we protect information
We work in modest, measured ways. Our enrolment system runs over encrypted connections, files containing participant information are kept in access-controlled storage, and only members of the facilitation team have routine access. We review these arrangements annually and after any incident that warrants it. If a meaningful breach occurred, we would notify affected participants and the Office of the Privacy Commissioner for Personal Data without undue delay.
7. Cookies
Our site uses a small set of cookies for essential functionality and a limited amount of analytics. You can review and change your preferences at any time through our Cookie Policy page.
8. Your rights
Under the Personal Data (Privacy) Ordinance of Hong Kong, you may at any time:
- Ask what personal information we hold about you
- Ask for inaccurate information to be corrected
- Ask for information to be deleted, where we no longer need it for the purposes described
- Withdraw your consent for optional communications
- Object to particular uses of your information
- Lodge a complaint with the Office of the Privacy Commissioner for Personal Data (PCPD), Hong Kong
To exercise any of these, write to [email protected]. We aim to respond within 30 calendar days and will tell you sooner if a request is straightforward.
9. Third-party links
Our site occasionally links to other websites — readings we have found useful, or partner organisations. We are not responsible for the privacy practices of those sites and recommend reading their own policies.
10. Children
Our workshops are designed for adult practitioners and our services are not directed at people under 18. We do not knowingly collect personal information from minors. If you believe a minor has shared information with us, please write to [email protected] and we will remove it.
11. International transfers
Our service providers are based in Hong Kong, Singapore, the European Union, and the United States. Where information leaves Hong Kong, we work with providers who offer comparable protections, typically through standard contractual terms.
12. Changes to this policy
We update this policy when our practices change or when the law asks us to. The date at the top reflects the most recent revision. For meaningful changes, we will let registered participants know by email.
13. Contact
For any question about how we handle your information, or to exercise any of the rights above, please write to us at: