Personal Information Collection
Statements
Illustrative Examples
Recruitment
The Alpha Corporation* has
a vacancy for a secretary. It advertises the vacancy
by means of a vacancy notice in which it indicates the
job specification and qualification requirements for
the post. In the vacancy notice, the company provides
a contact so that interested applicants may request
a job application form.
Compliance
measures
To comply with the notification
requirements** of the PD(P)O, the company has prepared
a Personal Information Collection Statement ("PICS")
pertaining to recruitment (Annex A). The PICS is printed
as part of the job application form. Upon request, the
company sends the form to the applicant who, after completing
the information required on the form, returns it to
the company together with the necessary supporting documents.
Employment
The Alpha Corporation has
successfully recruited a secretary. The company offers
overtime allowance and medical benefits as part of the
conditions of employment.
Compliance
measures
To comply with the notification
requirements of the PD(P)O, the company has prepared
a Personal Information Collection Statement ("PICS")
pertaining to employment (Annex B). The PICS is included
as part of the company's policy handbook for employees,
which all employees are required to read.
* This is a fictional organisation.
** Data Protection Principle 1(3)
| Annex
A |
|
The Alpha Corporation
Personal Information Collection Statement pertaining
to
Recruitment
|
|
The personal data collected in this application
form will be used by the Alpha Corporation to
assess your suitability to assume the job duties
of the position for which you have applied and
to determine preliminary remuneration, bonus payment,
and benefits package to be discussed with you
subject to selection for the position.
Personal data marked with (*) on the application
form are regarded as mandatory for selection purposes.
Failure to provide these data may influence the
processing and outcome of your application.
It is our policy to retain the personal data
of unsuccessful applicants for future recruitment
purposes for a period of two years. When there
are vacancies in our subsidiary or associate companies
during that period, we may transfer your application
to them for consideration of employment.
Under the Personal Data (Privacy) Ordinance,
you have a right to request access to, and to
request correction of, your personal data in relation
to your application. If you wish to exercise these
rights, please complete our "Personal Data Access
Form" and forward it to our Data Protection Officer
in the Human Resources Department.
|
| Note:
Personal Information Collection Statements are invariably
influenced by the nature of the employer's business
and the purposes for which personal data were originally
collected. This illustrative example is offered
as a model that employers may wish to give consideration
to when drafting their own PICS for employment purposes. |
| Annex B |
|
The Alpha Corporation
Personal Information Collection Statement pertaining
to
Employment
|
|
Throughout the course of your employment with
the Alpha Corporation, we may collect personal
data from you in relation to your employment for
various human resource management purposes. These
purpose include, but are not limited to: provision
of benefits, compensation and payroll; facilitating
performance appraisals,promotion and career development
activities; making tax returns; and the review
of employment decisions.
The personal Data that we have collected may
be transferred to our subsidiary and associate
companies ; our insurers and bankers ; medical
practies providing medical cover for employees
;administrators or managers of our provident fund
scheme ;and other companies engaged in contractual
activities on our behalf ; for the above mentioned
purposes for which the personal data are to be
used.
It is our policy to retain certain personal data
of employees when cease to be employed by us.
Such data are required for any residual employment-related
activities in relation to a former employee including,
but not limited to the provision of job reference;
processing applications for re-employment,matters
relating to retirment benefits and allowing us
to fulfill contractual or statutory obligations.
Under the Personal Data (Privacy) Ordinance,
you have a right to request access to, and to
request correction of, your personal data in relation
to your employment. If you wish to exercise these
rights, please complete our "Personal Data Access
Form" and forward it to our Data Protection Officer
in the Human Resources Department.
|
| Note:
Personal Information Collection Statements are invariably
influenced by the nature of the employer's business
and the purposes for which personal data were originally
collected. This illustrative example is offered
as a model that employers may wish to give consideration
to when drafting their own PICS for employment purposes. |
Back to top
