Terms and Conditions

As a member, you are expected to behave professionally and act in good conduct because you shall be investing in the future with others who are joining you on this journey. As a reminder, when astronauts step into the International Space Station, they must swear and abide by the ISS’s set of operating code. In space, we are our own best monitor of good conduct. No nation will be policing our conduct. Generally, good conduct means:

• Use good judgment. If you would not want to receive a message, don't send it. 
• Be sensitive. Consider any cultural, religious, racial, gender, or political issues that could be interpreted differently by others. 
• Be collegial. Offer comments that are collegial in tone—without hostility directed towards any one person or group. 
• Be professional. If expressing differences of opinion, do so professionally and respectfully—and don't reply all in your email please. 

Over time you shall be working in or with a project team and maybe even in a larger community of members and non-members. A community requires trust, cooperation, and support. We have found that these actions have tended to undermine these efforts:

• Blasting or repeating messages. Please no more than twice. • Borrowing or using member’s contact details for sales or lead generation. Taking email list addresses to populate one’s own contact databases, without first obtaining permission to do so from individual(s). 
• Writing messages with an intend to do harm to another person's reputation or slandering science. 
• Spreading political, religious, or nationalistic message from any one nation. Please remember there are other channels and forums for such things. OASA is not a platform for these messages.

All members, especially the Board and the International Council and anyone with mission or project authority should abide by this Code. This Code establishes rules of conduct for the members of the Academy and is designed to support the member’s duty to the other members of the Academy. This is one way we put the Academy’s values into practice. This code is built around the recognition that everything we do at OASA, will be and should be, measured against the highest possible standards of ethical business conduct.

The key conduct aims to address various actual or perceived conflicts of interest that may happen when citizens of the world come together. Fundamentally, the Academy has a zero-tolerance policy against corruption and paying bribes1. One purpose to the Code is to preclude activities which may lead to or give the appearance of conflicts of interest, insider trading, and other forms of prohibited or unethical business conduct. The Code is based upon the principle that each member owes a duty of care to the Academy, to be a responsible global citizen.

The Code is designed to ensure that the high ethical standards long maintained by the Academy would continue to be applied. High ethical standards are essential for the success of the Academy and its missions, and to maintain the confidence of those who entrust us with the management of their dreams. The Academy expects all its members to premise their conduct on the fundamental principles of openness, integrity, honesty, fairness, and trust. One earth, one humanity, one space for all.

Scope

1. avoid serving their own personal interests ahead of the Academy or other members; 
2. avoid taking inappropriate advantage of their position as a member of Academy; and 
3. avoid any actual or potential conflicts of interest or any abuse of their position of trust and responsibility given to our members and our advisers. 

Compliance with the Code involves more than acting with honesty and good faith alone. It means that each member has an affirmative duty of utmost priority to act solely in the best interest of the start-up and to refrain from any behavior that might be able to undermine the public’s faith in this Code, in the Academy, or in other members.

General Code

1. To conduct yourself in a professional manner at all times. To treat other members, particularly entrepreneurs and start-ups as they expect to be treated themselves by an upright entrepreneur such as yourself. To deal fairly with these start-ups despite their youth and immaturity.
2. To respect the privacy and intellectual properties of other members, notably the start-ups and will not contact these start-ups in bulk nor provide their name to any third party without their permission. Generally, to keep confidential information and data received from these members and handle them with discretion and care. 
3. To avoid raising the member’s expectations, either through conscious actions or neglect, regarding their products as well as their ability and readiness to perform that are not realistic. 
4. To not personally charge the entrepreneur, a fee for access or introduction to any angel group, angel fund or any activity of the Academy. No members may solicit gifts or accept any advantage. 
5. To conduct your own due diligence and be accountable to your own actions. 
6. To not mispresent the Academy or yourself. Never misled other members. 
7. To avoid any conflict of interest or perceived conflicts. To be open and disclose to other members voluntarily, in advance, any relationship you have or may have with a vendor, including any personal gain you may receive from that company. 
8. To treat all members equally. Members will not discriminate against another, notably a start-up on the grounds of age, health, gender, sexual orientation, mental or physical disability, origin, language, race, skin colour, ethnicity or nationality, religious or political views and membership in a social group. 
9. To report to the Honorable Legal Counsel or the Honorary Compliance Officer, or Honorary Internal Auditor, any illegal or dishonest means by other members in getting hold of information, business, public contracts or trade secrets. If another member were to offer such information to you, you will not accept this but will immediately inform the Secretariat of the Academy. The Academy does not tolerate harassment of any kind.

Remarks

Members may have access to the personal details of other members. If they do, these members must observe the Academy’s Data Protection and Privacy Policy. If in doubt, please speak with our Data Officer. In this Policy, “we” or the “Academy” refers to the Orion Astropreneur Space Academy, and “Ordinance” refers to the Personal Data (Privacy) Ordinance, Chapter 486 of the laws of Hong Kong.

Member’s Privacy

We are committed to respecting and protecting the privacy of those making applications or requests to participate (“Participants” or “you”) in our activities (“Activities”) by observing and ensuring full compliance with the requirements stipulated under the Ordinance. We are equally committed to ensuring that all our internal processes uphold these obligations. We recognize that when you choose to provide us with information about yourself, you trust us to act in a responsible manner. That’s why we have put a policy in place to protect your personal data. Please read on for more details on how we handle your personal data.

What does the Academy collect and how do we use the data collected? 

If personal data is collected in the process of making enquiries or submitting applications or requests to participate in our activities, participants will be informed via the respective Personal Information Collection Statements of such purposes and uses, including the extent of their transfer and disclosure; and the right of access to and correction of the collected personal data.

Will the Academy disclose or transfer the data it collects to outside parties? 

The Academy will NOT disclose or transfer personal data collected to outside parties unless such disclosure or transfer is authorised, required or permitted by, or in compliance with, the Ordinance. Please refer to the relevant Personal Information Collection Statement for details.

Data Security 

We are required by the Ordinance to take all reasonably practicable steps to safeguard the security of personal data held by us. The Academy will strive to protect any personal data held by us against unauthorized access or processing. Notwithstanding our obligation to safeguard the security of personal data, we are unable to guarantee complete security of electronic communications through the internet given the open nature of the internet. You will have to assess and accept the relevant risks before sending personal data to us via email or any form of electronic communications.

Accuracy and Retention of Personal Data

We are required by the Ordinance to take all reasonable practicable steps to ensure that personal data held by us (i) is accurate having regard to the purposes for which the data is to be used; and (ii) is not kept longer than is necessary for the fulfilment of the purpose for which the data is to be used unless otherwise permitted by the Ordinance or required by any applicable legal or regulatory requirements. Please note that personal data collected from a Participant who has opted to receive direct marketing materials will be retained for that purpose until he or she notifies us otherwise.

Direct Marketing of the Academy’s Activities and Publications

Subject to the applicable requirements under the Ordinance, we may from time to time send direct marketing materials promoting Activities, publications, services, products or facilities to you using your personal data. Please refer to the relevant Personal Information Collection Statement for details. Opt-out channel or facilities will be provided to enable you to exercise your right to opt out from direct marketing.

We will not provide your personal data to third parties for direct marketing or other unrelated purposes without your consent.

Despite your provision of consent to use your personal data for direct marketing, you may at any time notify your intention to withdraw such consent.

Access to Personal Data and Correction Requests

You have a right under the Ordinance to request access to and/or correction of your personal data held by us. Please refer to the relevant Personal Information Collection Statement on how to make data access requests or data correction requests.

Questions

Our goal is to respect your privacy. To help us improve our privacy policies, please give us your feedback. We welcome your comments and questions. Should you have any queries or comments about our privacy policy and practice, please e-mail the Chief Compliance Officer of at the Academy (GRC@oasahk.org).

We also expect all of our members, employees, Board members, Council Advisors, to know and follow these Codes. Failure to do so can result in disciplinary action, including termination of employment for employees and removal of membership status for members.

General Principles of the Membership Removal and Disciplinary Policy

OASA sets reasonable standards of conduct and behavior for all its members that are consistent with the Academy’s core values. This policy provides the framework within which these values and standards can be achieved and maintained by members. This policy references and is linked to the Academy’s Code of Conduct and the Articles of Association.

This policy aims to regulate as well as improve members’ behavior and conduct as it relates to activities within or on behalf of the Academy. At the same time, the policy also provides a framework to ensure that the Membership Committee shall exercise disciplinary actions in a just, fair, consistent manner, and in accordance with the established standards and procedures laid down and as agreed with the members.

By becoming a member, the member agrees and accepts these terms and conditions. The membership is non-transferrable.

This policy applies to OASA membership and all business entities affiliated to and associated with the Academy, as well as all grades of staff under different forms of employment.

Behavior leading to Removal or Disciplinary Actions

Removal and Disciplinary behaviors are classified and categorized according to the nature and severity of the violations. Sanctions are also set based on the categorization. A case with sufficient number of violations is first established by the Honorary Internal Auditor or the Honorary Compliance Officer under the written request of another member, then is brought to the attention of the Membership Committee. Unless an action has been initiated by a member or a staff, any action or discussion about a member’s removal or some sort of discipline action would be premature.

If a member is not in good standing (membership fees paid in full) and does not abide by the Code of Conduct during an event or activity of the Academy or found to be putting/have put the Academy’s reputation at risk, the member may face disciplinary procedures, warning, removal from his post or responsibility, or removal as a member, or fines.

Suggested Actions to be Taken

Communication: The member in question should be informed of his membership status and the revised decisions and the charges so brought forth by the Membership Committee and will be given a chance to explain his position to the Committee. References should be made to standard grievance procedures that the Committee may not have developed. At this juncture, it is best to leave further development and consideration of the appellate process to the Committee to adopt, with support by the Board.

The Committee will also update the registry of membership.

Length of Exclusion: The members may be excluded for a period or indefinitely, as so determined by the Membership Committee.

Fines and Demerits: At this point in writing and given the Academy is a new entity, it has not been determined whether there should be a fine, the penalty amount and type of penalty. Any such scale should be approved by the Board, however.

Timing of Decision: In keeping with the practice of other membership-based association, if the event is being investigated or being adjudicated by a Court of Law, then the Membership Committee shall wait for that judgement, and evaluate the status of membership with that decision in mind. If it is being decided by another party such as our hosts or where such infraction has been done, the Membership Committee shall also wait for such judgment before commencing a review and decision.

Refund: If annual fees have been paid in full, the member’s current fees will be refunded to the nearest quarter before the present quarter. The complete annual fees may be refunded subject to the approval of the Finance Committee or when the Committee is not meeting, by the Financial Controller. Founding members can still be removed and his lifetime fee be refunded in full.

Principles underpinning the Member’s Removal and Disciplinary Policy and the Relevant Regulations

• The Disciplinary Policy and related procedures shall be readily accessible to and made aware of to all members;
• The existence of this Policy shall be made known to the members and a set of this policy is provided to all members upon joining;
• Disciplinary actions should be handled justly, promptly, and carefully.  Authority of and responsibilities for carrying out disciplinary actions shall be crystal clear.  That is, the Membership Committee shall delegate the action to an executive who shall send a documented decision to the party;
• The disciplinary procedures shall be fact-based and carried out justly and objectively;
• All personnel involved in the process shall abide by the principle of confidentiality and the person concerned shall not be address openly by name;
• Personnel responsible for deciding on and taking disciplinary actions should maintain impartiality;
• A Points System associated with disciplinary actions may be introduced and if it is introduced, it should be clearly defined to avoid ambiguity and the need to exercise judgment; and
• That said, any abuse of this policy will result in disciplinary actions.

Authority and Responsibilities in carrying out Disciplinary Actions

• Decisions of initiating procedures of disciplinary actions shall rest with the Membership Committee with the authority to execute disciplinary actions as delegated to it by the Board of Directors;
• If a member’s misconduct is outside the scope defined in this policy, personnel in charge of the case shall consult the Board of Directors in determining the course of action;
• All members being sanctioned has the right to appeal against the disciplinary actions and this is handled independently by the Chief Compliance Officer.  If an independent outside party is sought, the Academy will seek the service of eBRAM (an independent arbitration institution of the HKSAR Government) who will negotiate, mediate, or arbitrate a decision on behalf of the Membership Committee;
• The Academy has the right to suspend a member who is alleged to commit misconduct from his or her duties in order to carry out investigation.

Record Keeping and Reporting

• Disciplinary action records are considered confidential information and the Secretary of the Membership Committee is responsible for their safe-keeping;
• The Membership Committee will periodically publicize and report discipline situations on an aggregate and no-name basis. 

Review

The Board of Directors or its designated officers shall review this policy annually and, if amendments are required, will share such changes to the members at large.