Employment-related Personal Data
Statement of Privacy Policy and Practices - Employment - related Personal Data
The protection of privacy in relation to employment-related personal data is the concern of every member of staff in the Home Affairs Department. The Department is committed to ensuring that all employment-related personal data are handled in accordance with the provisions of the Personal Data (Privacy) Ordinance and the Data Protection Principles.
Kinds of Employment-related Personal Data Held
Employment-related personal data held by the Department on serving officers and former employees include records of personal and family particulars, education and qualifications, employment history, salary and allowances, terms and conditions of service, housing, medical records, leave and passages, training, investments, outside employment, appraisal reports, assessment panels' comments, promotion board assessments and reports, conduct and discipline, career development, retirement and pension, re-employment or extension of service and renewal of agreement or revision of agreement terms. Recruitment and appointment data is also held on applicants for appointment, including non-civil service contract staff.
Purposes of Holding Employment-related Personal Data
Employment-related personal data of serving and former employees are held for the administration and processing of employment-related matters including appointments, integrity checking, postings and transfers, offer/renewal/extension of agreement, incremental credit, training and career development, revision of terms or conditions of service, promotion, discipline, continuation in or removal from office, pensions and provision of testimonials. Some personal particulars may be published in Government publications.
Practices
The Assistant Director of Home Affairs (Administration) is responsible for monitoring and supervising compliance with the Ordinance within HAD.
The following officers have been appointed as the Personal Data Privacy Officers (DATPROs) responsible for handling requests made under the Ordinance for access to or correction of employment-related personal data:
HAD/HQ: Senior Executive Officer (Personnel)
DOs: Senior Executive Officer (District Management)
The following are maintained in HAD Headquarters and District Offices to ensure compliance with the Ordinance:
- Registers of requests made under the Ordinance;
- Data Protection Log Books, as provided for in Section 27 of the Ordinance; and
- Data Access Request Forms/Data Correction Request Forms for access to/correction of personal data held by HAD Headquarters and/or District Offices.
Data access or correction requests may be made by letter or on a request form obtainable from the Personnel Section, HAD Headquarters or the Main Office of District Offices.
A charge will be made to recover the cost of photocopying personal data at the rate of $1.20 per page or as otherwise provided for or approved by the Secretary for the Financial Services and the Treasury.
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