Privacy Policy Statement

The Hong Kong Visual Arts Activity Society (HKVAAS) takes personal privacy very seriously and ensures that all procedures for collecting, using, storing, transferring, and accessing personal data through our services comply with the requirements of the Personal Data (Privacy) Ordinance of Hong Kong. This statement explains the policies and principles of HKVAAS regarding the collection of personal data.

Information Collection

HKVAAS may collect personal data from you when you use HKVAAS and its related entities’ services, provide services to HKVAAS, are employed by HKVAAS, make complaints, and/or visit HKVAAS’s websites.

Including but not limited to the following information:

Event participants/service users: name, telephone number, mobile number, address, email address, date of birth, ID number, guardian information, school attended, etc.

Employees/part-time tutors/any person directly or indirectly employed by HKVAAS: personal data recorded on the job application form, salary information, bank account number, salary payment history, provident fund/MPF contributions, leave history, training history, medical and allowance application history, performance evaluations, and disciplinary matters, etc.

Service providers: name, ID number, telephone number, address, bank account number, etc.

Complainants: name, telephone number, email address, content of the complaint, investigation process and results, etc.
You are responsible for providing the information marked as “required” on the application form or required to initiate the relevant process. Failure to do so may result in HKVAAS being unable to provide the services you have requested.

Use of Data

Event Participants/Service Users: The data will be used for event-related purposes, issuing receipts, collecting feedback, data analysis, and other matters consistent with the Association’s purpose and mission.
Employees/Part-time Tutors/Anyone directly or indirectly employed by HKVAAS: The data will be used for recruitment and human resources management purposes, such as appointments, payroll, job placement, performance evaluation, and disciplinary matters.
Service Providers: The data will be used for matters such as the payment of contract remuneration.
Complainants: The data will be used to investigate, respond to, and follow up on related complaints.
All service information from HKVAAS and its related entities will be transmitted only with the consent of the data subject in accordance with the requirements of the Personal Data (Privacy) Ordinance. If the data subject wishes to unsubscribe from receiving information from HKVAAS and its related entities, please contact HKVAAS staff at info@hkvaas.org.

Outsourcing Arrangements

HKVAAS utilizes third-party service providers to develop and/or provide some of its services. These services include, but are not limited to, system development and maintenance, and the provision of team activities.
All HKVAAS service providers are contractually bound to maintain the confidentiality of all personal data. HKVAAS is committed to taking all practicable measures to protect your personal data.

Transfer of Personal Data Outside Hong Kong: HKVAAS may transfer personal data outside Hong Kong when necessary to fulfill or for related purposes for which the personal data was collected.

Data Retention

HKVAAS will retain your personal data only for as long as it is necessary to fulfill the purposes for which it was collected. If your personal data is no longer necessary for the purposes for which it was collected, HKVAAS will destroy it within a reasonable timeframe.

Disclosure of Personal Data

HKVAAS will not rent, sell, transfer, or disclose personal data held by HKVAAS to any third party or entity not affiliated with HKVAAS, except as follows:
i. to a person, agent, contractor, or service provider providing administrative, telecommunications, computer, or other services to HKVAAS in connection with its business;
ii. to the person/company providing the services you requested;
iii. with the prior consent of the data subject;
iv. to investigate, prevent, or take action regarding illegal activities, suspected fraud, or incidents involving or threatening the personal safety of any person;
v. to comply with any applicable law, requirement, legal process, legally binding governmental request, administrative system, or regulatory requirement.

Information Collected When Browsing HKVAAS Websites

When users visit HKVAAS websites, some basic information is automatically collected to facilitate smoother and more convenient use. This information includes IP addresses and/or domain names, browser type and settings, language settings, region, operating system, access time, and other relevant information. This information is anonymous and generally does not identify the visitor. When personally identifiable information is required, the website will clearly indicate this and require the user’s consent before proceeding.

Safeguards

HKVAAS implements appropriate measures to protect personal data held by HKVAAS from loss, unauthorized collection, use, modification, transfer, access, and disclosure.
Registered users of HKVAAS websites are responsible for maintaining the confidentiality and security of their usernames and passwords. Users are fully responsible for all actions taken using their usernames and passwords.

Data Access and Correction

You are responsible for updating your data with HKVAAS; otherwise, HKVAAS may be unable to provide the services you requested.
Under the Personal Data (Privacy) Amendment Ordinance, data subjects have the right to request access to and correction of their personal data, as well as a copy of that data. When processing a data access or correction request, HKVAAS will verify the identity of the requester to ensure that he/she is legally entitled to make the request. HKVAAS may or may refuse to comply with a data access request in certain circumstances, such as if the applicant fails to provide information reasonably requested by HKVAAS.
If you wish to access or correct your personal data, you may complete the Data Access Request Form (OPS003) issued by the Office of the Privacy Commissioner for Personal Data (https://www.pcpd.org.hk/chinese/publications/files/Dformc.pdf) or submit a written request by email to info@hkvaas.org. HKVAAS will respond to your request within 40 days of receipt. HKVAAS may charge a reasonable fee for such request.

Revisions

HKVAAS reserves the right to amend this Statement, which will be published on the HKVAAS website www.hkvaas.org. This Statement was last updated in January 2024. The Chinese version of this Statement shall prevail.