Statement of Policy

The protection of privacy in relation to personal data is the concern of every person in The Education University of Hong Kong (EdUHK) Alumni Affairs and Development Office (AADO). We respect personal data privacy and are committed to fully implementing and complying with the data protection principles and all relevant provisions under the Personal Data (Privacy) Ordinance.

When we collect personal data from individuals, we will provide them with a Personal Information Collection Statement (“PICS”) during or before the collection in an appropriate format and manner (e.g. on the same paper form or web page that collects the personal data, or in a notice for reference posted up at the reception counter of event(s) hosted by EdUHK).

Statement of Practice

Kinds of Personal Data held:

Two broad categories of personal data are held by the AADO. They are personal data contained in:

• Records which include administration and operational files, personal data provided to the AADO by individuals for participating in promotional activities, records relating to educational and training activities organised by the AADO, newsletter subscriptions, data relating to matching procedure applications, etc.
• Records collected on web servers, which include but are not limited to email addresses (whereas they constitute personal data under specific circumstances that the addresses can be used to identify an individual) collected for newsletter subscription or online donation.

Main Purposes of keeping Personal Data

Personal data held in:

• Records are kept for various purposes which vary according to the nature of the record, such as administration of office functions and activities; seeking advice on policy or operational matters; organising and delivering promotional, educational and training activities; acquisition of services; subscription of publications; data matching procedure applications, etc.
• Records collected on web servers are kept for the purpose of sending newsletters to subscribers registered through the websites or processing of online donations.

Information collected when you visit our websites

Use of cookies – When you browse this website, cookies will be stored in your computer’s hard drive. The purpose of using cookies is to facilitate the successful redirection to the correct page upon your clicking on the changing banner. We do not collect or store any personal data from you under this circumstance. You have a choice not to accept the cookies, but if you do so, certain functionality, i.e. banner redirection, may not be available.

Statistics on visitors to our websites – When you visit our websites, we will record your visit only as a “hit”. The web server makes a record of your visit that includes your IP addresses (and domain names), the types and configurations of browsers, language settings, geo-locations, operating systems, previous sites visited, and time/duration and the pages visited (web server access log).

We use the web server access log for the purpose of maintaining and improving our websites such as to determine the optimal screen resolution, which pages have been most frequently visited etc. We use such data only for website enhancement and optimization purposes.

We will not use, and have no intention of using the visitor data to personally identify anyone.

Outsourcing arrangements

The EdUHK’s internal IT systems are developed and maintained by in-house staff and local third-party service providers. The third-party service providers do not have access to personal data stored in the IT system except when they are trouble-shooting the system at EdUHK under the supervision of EdUHK staff.

The EdUHK Foundation website is developed and maintained by local third-party service providers. All service providers commissioned by AADO are bound by contractual duty to keep confidential any data they come into contact and to safeguard against unauthorized access, use and retention.

Protection measures

AADO takes appropriate steps to protect personal data held against loss, unauthorized access, use, modification or disclosure.

Retention

AADO maintains and executes retention policies of records containing personal data to ensure personal data is not kept longer than is necessary for the fulfilment of the purpose for which the data is or is to be used. Different retention periods apply to the various kinds of personal data collected and held by the AADO in accordance with policies in standing instructions and administration manuals.

Enquiries

Any enquiries regarding personal data collected by AADO or update of personal information may be addressed to the following office during office hours:

Alumni Affairs and Development Office

A-1/F-06, Cho Kwai Chee Foundation Building,

The Education University of Hong Kong,

10 Lo Ping Road, Tai Po, New Territories, Hong Kong

T: 2948 6049

F: 2948 8466

E: aado@eduhk.hk