HKAIIFF2027 · Entry Terms and Personal Information Collection Statement

Participation relationship and application

Organiser and contact details

HKAIIFF 2027 is organised by Hong Kong AI International Film Festival Association. The official website is hkaiiff.org and the official entry platform is hkaiiff.io. For applications, terms and personal-data enquiries, contact info@hkaiiff.org.

Applicable documents

Applicants should read the current edition's Entry Guide, Awards and Jury Regulations, Jury Handbook, Submission and Technical Specifications, and Entry Declarations and Permissions before submitting. These Terms govern applications, fees, permissions, personal data and disputes. The Awards and Jury Regulations govern award definitions and selection procedures.

Application and confirmation

Applications must be submitted through the official festival entry process with the required information, declarations and applicable payment. The organiser provides an acknowledgement of receipt and an identifiable application record. Receipt does not establish eligibility, shortlisting or an award.

Applicants must have authority to represent the work or achievement and keep contact details valid. A minor's application should also be confirmed by a guardian or institutional representative authorised to consent. Only information necessary to verify that authority is required.

Accuracy of data and correction

Applicants should accurately disclose principal creative contributions, sources, restrictions and known disputes, and promptly correct material errors. The organiser may request reasonable supplementary material. Correctable issues require clear notice and a reasonable deadline; undisclosed requirements must not be used directly as grounds for an adverse decision.

Submission representatives must confirm authority to provide co-creator data and represent the application. Contributors do not need to maintain separate accounts; relevant persons are required to confirm only when necessary to verify authority, credits or other specific matters

Fair application

Applicants are not required to purchase INDEX, training, agency or other services as a condition of entry. No fee guarantees qualification, shortlisting, award, screening, distribution or commercial collaboration.

Fees, Withdrawal and Changes

Entry fee

The 2027 entry fee is US$99 per work. There is no additional award application fee for applicable Innovation Awards or associated achievements submitted for the three Silver Awards. Different works require separate entries. Any applicable taxes, currency conversion or payment-service fees borne by the applicant must be clearly disclosed before payment.

Refunds and Withdrawal

Applicants may withdraw in writing. If withdrawal occurs before eligibility checks begin, the organiser refunds the entry fee it collected. Once eligibility checks or assessment have begun, the fee is normally non-refundable because the relevant service has been provided. Duplicate charges, erroneous collections or inability of the organiser to provide the corresponding assessment service must be corrected or refunded.

Whether qualification verification has commenced shall be determined by verifiable processing records, not merely receipt or payment. Refunds of third-party fees shall be handled in accordance with arrangements disclosed prior to payment and applicable law, and no undisclosed deductions may be added at the time of refund.

Organiser Cancellation or Material Change

If the organiser cancels this edition's awards process or makes a change materially affecting the eligibility, fees, permissions or assessment of submitted applications, it must notify affected applicants directly. Within the reasonable period stated in the notice, applicants may accept the change or withdraw and receive a refund of the entry fee collected by the organiser.

Screening venue or date adjustments shall not automatically cancel the competition if they do not affect services already provided. Changes involving already signed screening arrangements require separate confirmation with the rights holder.

Notification

Notifications concerning application status, supplementary materials, fees, material changes or results shall be sent to the contact email or official platform provided by the applicant. Applicants must notify the organiser when changing their contact details.

Work Rights and Review Use

Existing Rights

Existing rights in works, materials, methods, characters, worlds and related documents shall not be transferred by participation. Applicants grant only those rights they are entitled to grant and have clearly specified for the purpose. The organiser does not acquire general rights of distribution, sale or further licensing of works merely by receipt, shortlisting or awarding.

Limited Review Licence

For qualification verification, review, technical testing and handling of applications, the organiser may arrange for reviewers, technical staff and other necessary service personnel bound by confidentiality obligations to access, store, copy and play submitted materials. Such access shall be limited to necessary personnel and for the necessary period.

Assessment permission does not include public screening, model training, sale of materials, public disclosure of complete private workflows or general commercial use. Non-public materials must not be uploaded to unauthorised services, services that may retain the content, or services that use it for model training.

Sources and Restrictions

Applicants must reasonably verify materials submitted and authorised within their scope, disclosing relevant bases and restrictions concerning human likenesses or voices, adaptations, music, materials, terms and conditions for tools and models. The organiser may request necessary corroboration for specific queries but does not require applicants to make false guarantees regarding supplier information they cannot control.

Confidential evidence

Applicants may propose arrangements for restricted access or controlled demonstrations. The organiser should avoid requiring disclosure of trade secrets or complete private contracts unrelated to evaluation. If core claims cannot be verified under reasonable conditions, the applicant must be informed of the specific impact on their application.

Public use and results

Shortlist and award records

To publish and preserve festival results, the organiser may use the work or achievement title, confirmed public credits, country or region of production, award or shortlist status, and jury reasons suitable for publication. This does not include private contact details, confidential evidence or unauthorised excerpts from works.

Screening and promotion

Public screening requires separate confirmation of the work version, event, screening slot, audience scope, medium, region, period, and fee arrangements. Use of fragments, trailers, images, or other promotional materials requires separate specification of materials, channels, period, editing restrictions, and necessary attributions.

Unfilled, unselected, or unconfirmed selective authorisations are not deemed consent. Failure to provide selective authorisation does not affect professional evaluation. If a specific public use has been authorised and requires change or withdrawal, it shall be handled in accordance with that authorisation agreement and applicable law; the organiser shall not expand the use without authority.

Public content and attribution

When the organiser uses materials that have been authorised, it must retain agreed attributions and must not distort the meaning of the work through editing or text. Applicants may request corrections and provide supporting evidence if they discover errors.

Subsequent services

INDEX public records, Hong Kong AI Film Market introductions, training, agency, investment, financing and distribution arrangements require a separate explanation of purposes and terms. Application materials must not automatically become public information for those services or a direct-marketing list.

When citing INDEX or other existing data, only content that the applicant has the right to provide and has confirmed may be used. This competition adopts independent data and version records; subsequent public corrections do not automatically amend this application. A public record derived from registration data requires separate confirmation of the public fields, version, and purpose.

Official Title

Official shortlist or award marks must accurately identify the edition, recipient and actual honour. Receipt of an application, payment or selection for another programme must not be described as winning a competition award.

Personal Information Collection Statement

Data User and Purpose

The Hong Kong AI International Film Festival Association is the data user for personal data in this competition. Data is used for processing applications, contact, qualification and representative authority verification, jury arrangements, attribution confirmation, agreed screening and publicity, fee handling, dispute resolution, and retention of necessary festival records.

Data Category and Necessity

Necessary data includes the applicant's name or organisation and representative identity, contact email, work and primary contributor details, and statements required to process the application. Failure to provide necessary data may prevent the application from being completed. Telephone numbers, biographies, portraits and non-essential promotional data are voluntary unless a specific activity clearly explains otherwise.

The organiser does not require identity card numbers, full banking details, or unrelated third-party personal data in general registration. If specific verification is needed, the reason, scope and protected submission method must be explained separately.

Recipient Category

Data may be provided to the organiser's authorised personnel, jurors and technical personnel bound by confidentiality obligations, registration and information service providers, payment service providers, and, where necessary, bodies providing professional advice or performing duties under the law. Public results use only the disclosed data.

Cross-border Processing

International juries or necessary services may involve processing outside Hong Kong. The organiser shall limit the data scope, adopt reasonable confidentiality, access and service arrangements, and shall not expand the data purpose due to cross-border processing. Where additional consent or notification is required, it shall be handled in accordance with applicable requirements.

Other Purposes

Direct marketing, commercial introductions unrelated to assessment and separate public disclosure require a clear explanation and appropriate consent. Agreement to these uses is not a condition of entry.

Automatic extraction, translation and pre-filling serve only to reduce repetitive input and must allow verification and correction. Automated inference cannot replace rights-holder consent, authority to represent a person or work, or commercial authorisation.

Data Retention and Individual Rights

Retention Period

General contact details for applications and review shall be deleted or anonymised within twelve months of the publication of results for that year. Complete review copies and evidence of non-public processes shall, in principle, be deleted within six months of the completion of the review and any necessary appeals; where exhibition or preservation authorisation is granted, this shall be handled in accordance with the scope of that authorisation.

Limited data required to resolve outstanding disputes, comply with legal obligations, or retain necessary transaction records may be retained for a longer period for specific purposes, subject to regular review and access restrictions. Names, bylines and records of honours necessary for the publication of results may be retained as historical archives; however, this does not require the retention of all private applicant materials.

Data Protection

The organiser shall implement appropriate access controls, confidentiality and transfer arrangements commensurate with the sensitivity of the data, and require data processors to limit use and retention. Suspected data breaches or unauthorised access may be reported to the official email address.

Access, correction and other requests

Data subjects may contact info@hkaiiff.org to request access to or correction of their personal data, or to request deletion, restricted use or withdrawal of optional consent. Provide enough information to locate the application. Identity checks are limited to what is reasonably necessary.

The organiser shall process data in accordance with the Personal Data (Privacy) Ordinance of Hong Kong and other applicable requirements. Requests for deletion or withdrawal may be subject to ongoing applications, existing public records, necessary legal obligations or agreed authorisations; the organiser shall provide specific reasons for any refusal.

Third-Party Platforms

External payment or registration services may collect data directly in accordance with their own terms. Applicants should read relevant notices before use; the organiser remains liable for its own purposes of processing and data transferred to service providers.

Procedures, Disputes and Document Changes

Review of Procedures

Procedural review concerning eligibility facts, unresolved conflicts of interest, version errors or material procedural issues follows the Awards and Jury Regulations. Artistic judgement is not reconsidered solely because someone disagrees with it. This does not exclude rights or remedies under applicable law.

Verification and Adverse Decisions

Before the organiser considers disqualification, revocation of results or other adverse measures due to material false information, rights issues or procedural defects, it shall notify the principal reasons and afford a reasonable opportunity to respond. Necessary emergency measures shall be proportionate to the actual risk.

Dispute Resolution

The parties should first communicate in writing, identifying the facts, grounds and requested resolution. These Terms are interpreted under Hong Kong law, and the Hong Kong courts have non-exclusive jurisdiction. These Terms do not exclude rights that cannot lawfully be excluded or applicable mandatory protections.

Liability and Services

Each party shall bear responsibility in accordance with its commitments, conduct and applicable law. This clause does not exempt liability that cannot be exempted by law, nor does it require the applicant to assume unlimited liability for losses unrelated to its conduct. The organiser cannot guarantee that third-party platforms will never experience interruptions; in the event of a fault, reasonable coordination shall be made to repair, replace the submission or re-test.

Documents and Updates

The organiser shall make available the documents applicable to the current edition on its official website, enabling applicants to save and review them prior to submission. Minor textual corrections shall not alter substantive conditions; major changes shall be notified in accordance with this clause and the affected applicants shall be given the corresponding option. General website updates shall not be used to retrospectively expand or broaden already obtained authorisations.

Official Contact

Hong Kong AI International Film Festival Association Official website: hkaiiff.org Registration platform: hkaiiff.io Inquiries regarding applications, terms and data: info@hkaiiff.org

This document is made available in the official language versions issued by the organiser, corresponding to the same document number and revision. Any ambiguity in any language shall be clarified publicly and treated fairly in relation to the affected applicants.