Personal information collection statement (PICS)
Personal information collection statement
Oasis Hong Kong virtual (“VOHK”) respects your legal rights and is committing to protect your privacy. It is our policy to comply with the requirements of the personal data (privacy) ordinance (cap. 486) of the laws of the Hong Kong Special Administrative Region (HKSAR) and all related codes of practice and guidance notes issued by the privacy commissioner. In doing so, we will ensure compliance by our staff with the strictest standards of security and confidentiality. Please read the following carefully to understand our policy and practices regarding how your personal data will be treated. This policy may from time to time be revised, or otherwise changed where we deem necessary, but we will give you advance notice of any such revision or change. If there is any inconsistency between the English and Chinese version of this PICS, the English version shall prevail.
"personal data" means any personally identifying information or sensitive data (such as names, email addresses, your date of birth) from which it is practicable for the identity of an individual to be ascertained. The below information explains our practices about the way your personal data are collected and used.
Purpose of collection and personal data we hold
Personal data held by VOHK include information such as your name, date of birth and email address which were collected when you apply for the membership. If you want us to process your application to be a programme member, you must provide the personal data marked as mandatory in the membership registration form. Such personal data provided by you will be used by VOHK for the purposes of:
• to open, maintain and terminate accounts
• to verify your identity
• to respond to and follow up on your enquiries
• to provide news, notices and other communications of VOHK
• to notify you of changes to our services that may affect you
It is entirely voluntary for you to provide personal data which is not marked as "mandatory" in the membership registration form. Purposes for which it is only voluntary for you to provide your personal data are:
• to enable us to better understand the demographics of our members; and
• to enable us to provide other services better tailored to your needs.
VOHK will not use any of your personal data in direct digital marketing and will not connect any digital marketing company with your own personal data.
Disclosure
In cases where we do collect personal data from you, we will:
(a) tell you (by way of this PICS or by a separate notification) that we are doing so and the use that we will make of such personal data we collect;
(b) tell you how we will store your personal data and how you can review, change and delete the personal data we have stored.
Security
Except as mentioned in the paragraph above, your personal data, however, stored, will be accessed only by our administrators who are authorised to do so. Where personal data is stored electronically, it will be kept on a secured server and will be password-protected (or under some equivalent form of protection) and accessible only by authorised personnel of VOHK. Administrators designated to handle personal data will be instructed to do so only in accordance with this PICS.
Your right to access and correction
You may at any time request access to and to correct personal data relating to you in any of our records. You may also ask us to delete you or your personal data from any active mailing or distribution list. To exercise any of your rights, contact us at the email below, marking your communication "confidential". In response, we may ask you to provide certain details about yourself so that we can be sure you are the person to whom the data refers. We are required to respond to your requests within 40 days. We will not retain your personal data if you request us to terminate your VOHK membership. In the case of termination, we will erase your personal data as soon as practicable after we are no longer obliged to retain such data by law.
If you request
- For access to data or correction of data,
- For general information regarding our policies and practices with respect to personal data and
- About the kinds of personal data that we hold, and general questions and complaints
Should be addressed is as follows:
Personal Data Privacy Officer, Supporting Team
Email: webmaster@voasis.org
Retention of data
We will keep your personal data for as long as necessary to fulfil the purpose for which the data was collected. We may also retain archived personal data for statistical purposes. Personal data which is no longer required will be destroyed.
This personal information collection statement is subject to change. Any changes will be notified by email and notification will be shown once you logged into our system again.
Privacy Policy Statement
The Oasis Hong Kong Virtual (VOHK) undertakes, in its data management policies and practices, to observe the spirit of the data protection principles and to comply with the requirements of the Personal Data (Privacy) Ordinance of Hong Kong. It has issued a Code of Practice to provide guidance to staff on the collection, holding and use of recorded information about individuals.
When VOHK collects from you, either electronically or in hard copy format, information that personally identifies you, the purposes for which the information is collected will be given. The personal data collected from you will be kept confidential and they will not be disclosed to third party persons or organizations outside the organisation unless otherwise stated or with your prior consent. Administrative arrangements have also been put in place for you to request access to and correction of your personal data.
