Personal Data Statement

The Hong Kong Polytechnic University Staff Club
Personal Data Statement

 

Notice relating to the Personal Data (Privacy) Ordinance

The Hong Kong Polytechnic University Staff Club (the Club) is committed to ensuring the privacy and security of the personal data it holds. We aim to meet this commitment by implementing the principles and requirements of the Personal Data (Privacy) Ordinance of the Hong Kong Special Administrative Region (‘the Ordinance”). This Privacy Policy Statement is intended to explain our privacy practices.

 

Collection of Personal Data

“Personal data” refers to any data which directly or indirectly identifies you as an individual, or is capable of doing so. We collect and use personal data that we believe is necessary to conduct our service with you. The types of personal data we collect may include, but is not limited to:

• Contact information such as your name, post, department, contact no., and mailing address;
• Unique identifiers such as Staff ID;
• Billing information such as your mailing address;
• Demographic information such as age, gender, marital status and education background;

 

Use of Personal Data

Personal Information Collection Statement for purpose other than Direct Marketing

The information you provide on-line registration or in the application form and subsequently being either processed or given further effect will be used for the purpose(s) as follows:

• The Club’s core operations of Club’s events, activities, food & beverage service, privilege and other services;
• Conducting checks regarding eligibility for membership, facilities or services;
• For marketing, promotional and customer management purpose, such as sending you offers and promotions (please refer further details in “Direct Marketing” below);
• Meeting the requirements to make disclose under the Club’s rules or bye-laws relating to the Club’s core operations and any law binding on the Club; and
• Facilitating communications between you and the Club.

The completion of all the fields on-line registration or in the application form is obligatory. Failure to complete one or more of the fields may result in the Club being unable to process your application(s) or to provide facilities and services to you. 

The information you provide on-line registration or in the application form may be disclosed to the other departments of the Hong Kong Polytechnic University or outside units for one or more of the purposes specified above or a purpose that is directly related to any such purpose or purposes.

Personal Information Collection Statement for Direct Marketing

The information you provide on-line registration or in the application form and subsequently in the event of the form being either processed or given further effect will be used for the purpose of direct marketing.

We intend to use your personal data, including name, post, department, contact no., email address and mailing address for the purposes of promotion of food & beverage services, privilege and collection of opinion.

The information you provide on-line registration or in the application form may be disclosed to the other departments of the Hong Kong Polytechnic University or outside units for one or more of the purposes specified above.

Right of Consent to and Opt-out from Direct Marketing

You can always opt-out free-of-charge by contacting the Club’s Data Privacy Compliance Officer if you no longer wish any of your personal data to be used in any of the described direct marketing purposes.

 

Disclosure of Personal Data

Personal data supplied to the Club will be kept confidential. However, we may disclose such data to or such data may become accessible or known to employees, agents, service providers and consultants of the Club who provide services to assist in fulfilling the purposes for which it was collected. Your personal data may also be provided to other departments of the Hong Kong Polytechnic University or outside units for fulfilling the purposes for which it was collected (subject to any consent requirement relating to “Direct Marketing” above). Other disclosure of your personal data will only be undertaken after we have obtained your prescribed consent, or as may be required by law.

 

Data Retention

Unless there is a specific legal requirement for us to keep the data, we will take all reasonably practicable steps to erase your personal data that is no longer required for the purposes for which the data was originally collected.

 

Changes of the Privacy Policy Statement

We will post on our website at www.polyu.edu.hk/staffclub any changes to our Privacy Policy Statement, so that you will always know what information we gather, how we might use that information and whether we disclose it to anyone.

 

Access to and Correction of Personal Data

You have the right to request a copy of your personal data held by the Club and to request the correction of any inaccuracy in the copy of personal data that is provided to you in accordance with the Personal Data (Privacy) Ordinance and subject to the data privacy policy and administrative requirements of the Club.
You may direct your request in writing to:

 

Departmental Personal Data Officer
The Hong Kong Polytechnic University Staff Club
The Hong Kong Polytechnic University Hung Hom Kowloon

 

The Hong Kong Polytechnic University Staff Club Personal Data Policies and Practices

The Hong Kong Polytechnic University Staff Club’s personal data policies and practices are those that comply with the Personal Data (Privacy) Ordinance that are contained in this Statement and any other notices relating to personal data, being policies and practices as are in force and as amended from time to time. Data subjects are entitled to request the Club to grant access and correction of personal data in accordance with the provisions of the Personal Data (Privacy) Ordinance for which the Club may impose a fee to access.