Personal Information Collection Statement – Recruitment

 

 

Personal Information Collection Statement – Recruitment


Hong Kong Express Airways Limited and affiliates (the “Company”) may collect, process, maintain, transfer and store various types of personal data, either in electronic and/or physical forms, for review or determination of employment opportunities with the Company.  The Company is committed to protecting your personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486 of the Laws of Hong Kong) (“Ordinance”).

1.   Personal data we collect

The personal data the Company collects may include:  

  1. your contact details, CV or résumé, application form details, details and/or copies (original or photocopies) of your national insurance documentation, identification documentation, visa, qualification certificates, medical certificates, training certificates, licenses, passport or permission to work documentation, references from former employer(s), and any other supporting documents requested and required for processing your job application and employment with us;
  2. if permitted by law and on a need-to-know basis, health details (via you or our occupational health assessors) but limited to details required to assess and confirm your physical fitness for the position applied-for including making a declaration of fitness to work);
  3. insofar as permitted by law, information relating to criminal records or financial probity checks or other independent searches (and where we do so you will be asked to consent to such collection and use before we or our agents undertake the search) that we undertake to assess your suitability for the position applied for; and
  4. materials produced during the course of the recruitment processing, including employment test results, any video and presentations you provide us for the purposes of a recruitment assessment and any contemporaneous interview notes (whether made by you or the interviewer, about you).

Provision of accurate information is necessary for the Purposes set out in this statement, except those items clearly marked as optional. You are responsible for ensuring the personal data you provide us is complete, accurate and up-to-date, and you should timely update us in case of any inaccuracy or changes. Your application will not be considered if you fail to provide all information as requested or it is not clear from your application for us to confirm that you have the minimum qualifications, training, experience or other requirements specified for the job.

The Company may collect personal data directly when you submit your job application by post, email, or through our websites.  Personal data may also be collected indirectly such as through professional recruitment firms, applicant’s references, past employers, employment background check and medical check providers, etc.  We may also acquire information through social media channels and other publicly available information.

If you are a former employee of the Company, you agree to us using any available employment-related records held by the Company for the purpose of processing your application for employment. If you are taken on to work at Hong Kong Express Airways Limited, we will collect other personal data in accordance with our internal Employee Privacy Policy.

 

2.   Why we collect and how we process and use your personal data

The Company uses applicants’ personal data only for the purposes of:

  1. processing your job application, considering and assessing your suitability for the advertised role or the role you apply for or other potential vacancies within the Company;
  2. recruitment and employment related purposes, assessments and analysis;
  3. preparing for the on-boarding, such as employment visa application, reference checking, medical check, background due diligence and employment contract preparation; and
  4. complying with our legal obligations, such as assisting with proceedings or investigations anywhere in the world as required by public authorities, law enforcement agencies and regulators, (collectively “Purposes”).

If you provide us with any personal data of another person (e.g. a family member), you are responsible for ensuring that such person is aware of the information contained in this Personal Information Collection Statement and has given you their consent for sharing their information with us.

 

3.   Who we share your personal data with

Personal data collected by the Company for the Purposes will be kept confidential and will be made available only to persons related to the Purposes on a need-to-know basis, including relevant staff members of People Department, hiring managers and their delegate(s), service providers who assist the Company to handle recruitment related matters such as qualification assessments, employer reference or integrity checks. In addition, the Company may disclose personal data to the following parties:

  1. any agents, independent contractors, banks, financial institutions or third-party service providers who provide administrative, telecommunications, computer, pre-employment screening, background checks, medical checks, banking or other services to the Company in connection with the Purposes;
  2. any other parties under a duty of confidentiality to the Company including any subsidiaries, affiliates or group members of the Company; and
  3. any parties to whom the Company is under an obligation or otherwise required to make disclosure under the requirements of any law binding on or applying to the Company, or any disclosure under and for the purposes of any orders or guidance given or issued by any courts, legal, regulatory, governmental, law enforcement or other authorities with which the Company is required to comply, all of which may be existing currently and in the future.

 

4.   Retention period

We keep records of your data for no longer than is necessary for the Purposes and any other permitted linked purposes.

For successful applicants, personal data collected during the recruitment process will become part of their personal records and will be used for employment purposes.

If your application is unsuccessful, we will keep your details on file for as long as is necessary to process your application or for the purposes of further job opportunities suitable or which may be a good fit for you; or even other job opportunities in future in general if you agree to such longer periods.  Deletion of files may be suspended where required by law or to defend ourselves if we consider a complaint or dispute to be likely.

 

5.   Your rights

If you wish to request to access, correct or update your personal data held by the Company, you should submit your request(s) in writing to the Company.  In accordance with the Ordinance, we may charge a reasonable fee for the processing of any data access request.  If you want to amend or update your data provided in your job application, or view your application record or pending to be submitted, you may do so by logging into your account at our official recruitment platform. 

 

6.   Contacting us

All requests for access to data, or correction of data, or for information regarding policies and practices and types of data held, should be addressed to the Company at dpo@hkexpress.com or the below mailing address:

The Data Protection Officer
Hong Kong Express Airways Limited
1st Floor, 11 Tung Fai Road,
Hong Kong International Airport, Lantau,
Hong Kong.