The protection of privacy in relation to personal data is the concern of every person in the Office of the Privacy Commissioner for Personal Data (PCPD). We respect personal data and are committed to fully implementing and complying with the data protection principles and all relevant provisions of the Personal Data (Privacy) Ordinance ("the Ordinance") .

Kinds of Personal Data Held

There are three broad categories of personal data held in the PCPD. They are personal data contained in:

Complaint and investigation records, which include records containing information supplied by data subjects and data users and collected in connection with complaints, investigations and related activities under the relevant provisions of the Ordinance;

Personnel records, which include personal details, job particulars, details of salary, payments, benefits, performance appraisals, disciplinary matters, etc. of every person employed with the PCPD;

Other records, which include administration and operational files, personal data provided to the PCPD from individuals for participating promotional and training activities organized by the PCPD, and enquiries from the public, etc.

Main Purposes of keeping Personal Data

Personal data held in:

Complaint and investigation records are kept for the purposes of responding to and taking follow-up action on complaints, including mediation between the parties concerned, investigation, if appropriate, and any enforcement or prosecution action;

Personnel records of employees are kept for human resource management purposes, relating to such matters as employees' appointment, termination, performance appraisal and discipline, etc.

Other records are kept for various purposes which vary according to the nature of the record, such as administration of the office functions and activities, seeking advice on policy or operational matters, participating promotional and training activities organized by the PCPD, acquisition of services, handling of enquiries from the public, etc.

Practices

The Deputy Privacy Commissioner for Personal Data is responsible for monitoring and supervising compliance with the Ordinance within the PCPD.

The following are maintained to ensure compliance with the Ordinance:

• A Data Protection Log Book, as provided for in section 27 of the Ordinance;
• A Privacy Compliance Manual, which is a procedural manual on compliance with the Ordinance for use by staff of the PCPD;
• Data Access Request Form (OPS003) for subject access/correction requests of personal data held by the PCPD.

Data access and correction requests to the PCPD may be addressed to the "Administration & Finance Manager" or with other person as specifically advised.

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