Privacy Policy Statement on Recruitment and Employment Related Data

Hong Kong Housing Society (“HKHS”) respects personal data privacy and is committed to ensure compliance by job applicants and employees with the highest security and confidentiality standards. This Privacy Policy Statement is governed by and observes the requirements of the Personal Data (Privacy) Ordinance in Hong Kong (the "Ordinance"), which sets out how we may collect, use, disclose and retain any personal information.

1. HKHS collects, uses and retains personal data relating to its employment applicants, employees, ex-employees and/or their dependents for various employment related purposes (“the said purposes”).  Examples of the said purposes include:

• Processing of employment applications;
• Salary and benefits administration and review;
• Consideration for promotion, training, secondment, transfer, career development or manpower planning;
• Conducting employment reference;
• Reviewing human resources policies and practices;
• Activities in compliance with various Ordinance and legislative requirements;
• Administration of individual records during the course of employment or engagement; and
• Other directly related purposes.

2. The personal data collected by HKHS may include, but is not limited to:

• Name, contact details, and identification information;
• Educational and professional qualifications, work experience, and references;
• Salary expectations and employment history;
• Medical and health information (where necessary and with consent);
• Bank account details (for payroll purposes); and
• Any other information necessary for the said purposes.

3. Personal data collected will be used solely for the said purposes or as permitted by law.  Failure to provide the required data may result in HKHS being unable to fulfil the said purposes.

4. HKHS treats personal data in strict confidence. However, personal data may be transferred or disclosed, when necessary, to:

• Any agent, bank, contractor, consultant and third-party service provider in Hong Kong or elsewhere who provide services to HKHS in connection with the operations or business of HKHS, or owe a duty of confidentiality to HKHS, e.g. external auditors, medical practitioners, trustees, benefits administrators, brokers, or insurance companies;
• Relevant Government departments/appropriate authorities as required by law, e.g. Inland Revenue Department or Labour Department;
• Other persons, firms, or companies to whom the disclosure is consented to by the data subject or required by law or court order; and
• Line Managers and designated subordinates (upon obtaining Human Resources Section’s consent) for the administration and management of HR matters, including determining and reviewing salaries, bonuses, and any insurance or fringe benefits for employees and their eligible dependents.

HKHS takes all reasonably practicable steps to require all third parties to whom personal data is disclosed comply with the Ordinance and relevant data protection standards.

5. HKHS takes all reasonably practicable steps to safeguard personal data against unauthorised access, disclosure, alternation, or destruction. For example:

• Line Managers must ensure that the designated subordinates handling personal data are fully aware of their responsibility to safeguard the confidentiality of the information;
• Internal mail containing personal data should be placed in a sealed envelope marked “Confidential” or “To be opened by addressee only”.

6. HKHS retains personal data only for as long as necessary to fulfil the said purposes or as required by law. Specific retention periods include:

• Personal data of successful applicants collected during the recruitment process will become part of their personnel records in the HKHS and will be used for employment purposes;
• Personal data of unsuccessful applicants collected will be retained for no more than 24 months from recruitment closure. If an applicant has updated the applicant profile, the retention period will be extended accordingly. During this period, the data may be used for consideration in relation to any relevant vacancies that arise within HKHS;
• Personal data of terminated staff will be retained for 7 years.

HKHS takes all reasonably practicable steps to ensure that personal data is destroyed property after the retention period.

7. Under the Ordinance, individuals have the right to access their personal data held by HKHS and to request for making corrections. 

For any inquiries regarding this Privacy Policy Statement, or to submit a request for accessing or correcting personal data, individuals may send the request in writing to the Human Resources Section.  An administrative fee may be charged for processing any data access or correction request.

Address:    Human Resources Section

Hong Kong Housing Society

8/F, 1063 King’s Road, Quarry Bay, Hong Kong

Re: Personal Data Related Request

8. HKHS reserves the right to amend or update this Privacy Policy Statement from time to time.

《此文件為譯本，如有翻譯誤差，以英文本為準》

關於招聘及員工的個人資料私隱政策聲明

香港房屋協會（以下簡稱「房協」）尊重個人資料私隱，並致力維護求職者及員工個人資料得到最高程度的保密標準。本私隱政策受香港《個人資料（私隱）條例》（以下簡稱「私隱條例」）規範並奉行其有關規定，說明房協如何收集、使用、披露及保留相關的個人資料。

1. 房協就各類與僱傭項目相關的目的（以下簡稱「所述目的」）收集、使用及保留各求職者、現職或已離職員工及/或其親屬的資料。「所述目的」包括下列例子：

• 處理職位申請；
• 檢討及管理薪酬福利；
• 考慮有關晉升、培訓、借調、調職、事業發展或人力資源規劃事宜；
• 證明／查核任職記錄；
• 檢討人力資源政策及措施；
• 執行因遵守各項條例及法例要求的工作；
• 管理聘用及受僱期間的個人記錄；及
• 其他直接與僱傭相關的目的。

2. 房協收集的個人資料可能包括但不限於：

• 姓名、聯絡資料及身份證明資料；
• 學歷及專業資格、過往工作經驗及相關資料；
• 期望薪酬及工作紀錄；
• 醫療及健康資料（如有必要且獲得同意情況下）；
• 銀行帳戶資料（用於支付薪酬目的）；及
• 因所述目的而需要的任何其他資料。

3. 所收集的個人資料僅用於所述目的或法律允許的用途。若未能向房協提供所需資料，可能導致房協無法履行相關目的。

4. 房協致力確保個人資料得到保密，但於需要時，亦會將個人資料轉移或披露予以下各方：

• 任何代理人、銀行、承包商、顧問公司、在本港或海外提供與房協運作或業務相關的服務供應人， 或任何對房協有保密責任的人士，例如外聘審計人員、醫務人員、信託公司、福利管理人、保險經紀或保險公司等；
• 法例要求下的有關政府部門／管理機構，例如稅務局或勞工處；
• 經資料當事人同意或根據有關法律或法庭頒令要求下的其他人士、公司或機構；及
• 負責人力資源行政和管理事務（包括釐定和檢討員工薪金與花紅，以及員工和其合資格家屬各類保險與附帶福利）的部門經理及指定下屬（已取得人力資源組同意）。

房協會採取合理措施要求所有獲披露個人資料的第三方均遵守私隱條例及相關資料的保密標準。

5. 房協採取一切合理可行的措施，保障個人資料免遭未經授權的查閱、披露、更改或銷毀。 具體措施如下：

• 當部門經理指派下屬（已獲得人力資源組同意）處理員工的個人資料時，必須確保獲指派下屬充分知悉其對保障個人資料的責任;
• 包含個人資料的內部文件在內部傳送時須放置於標有「機密」或「只限收件人拆閱」字樣的密封信封內。

6. 房協保留個人資料的期限，以達成所述目的所需的時間或法定期限兩者中較短者為準，具體時效如下：

• 在招聘過程中所收集之個人資料，將於求職者成功獲聘後用作其於房協的人事記錄及僱傭用途;
• 於招聘過程後，未獲取錄申請者的個人資料，將保留不超過24個月，如申請者於資料保留期間更新申請檔案，則其資料之保留期限將相應延長。在此期間，有關個人資料可能會用作考慮房協內其他職位空缺;
• 離職員工的個人資料的保留期為7年。

房協會採取一切合理可行的措施，確保個人資料在保留期限屆滿後被妥善銷毀。

7. 根據私隱條例規定，資料當事人有權查閱房協所持有的其個人資料，並要求作出更正。如對本私隱政策有任何查詢，或欲查閱或更正個人資料，可以書面方式向人力資源組提出申請。房協有權就處理任何查閱或更正要求時，收取行政費用。

地址：人力資源組

香港房屋協會

香港鰂魚涌英皇道1063號8樓

(個人資料相關查詢)

8. 房協保留不時修改或更新本私隱政策的權利。