PERSONAL INFORMATION COLLECTION STATEMENT FOR HKIQEP PROFESSIONAL MEMBERSHIP APPLICATION INTRODUCTION
1. HKIQEP is committed to ensuring the privacy and security of personal data it holds. HKIQEP aims to meet the commitment by implementing principles and requirements of the Personal Data (Privacy) Ordinance of the Hong Kong Special Administrative Region. COLLECTION OF PERSONAL DATA
2. It is necessary for an applicant for membership of HKIQEP (“Applicant”) to provide HKIQEP with the personal data as requested in the application form for membership of HKIQEP, including but not limited to applicant’s name, title, age, date of birth, Hong Kong identity card number, correspondence address, telephone number, email address, supporters information for the application, education history, past and present professional experience and responsibilities. The supply of those personal data is obligatory and HKIQEP may not be able to process the application of an Applicant if such Applicant does not provide it with the personal data requested.
3. If the application of an Applicant is approved and he/she becomes a member of HKIQEP (“Member”), HKIQEP may from time to time require a Member to provide it with updates on the personal data set out in the application form and a declaration of the Continuous Professional Development (CPD) training hours acquired during the membership year. The supply of those additional data by a Member is obligatory and if a Member does not provide HKIQEP with those additional personal data, HKIQEP may not be able to renew or maintain the membership of such Member.
4. If the application of an Applicant is not approved, all personal data as requested in the application form for membership of HKIQEP, will be destroyed within 3 months of notifying the applicant of the results. PURPOSE OF DATA USE
5. The personal data of an Applicant will be used for processing of the membership application.
6. Upon confirmation of membership, the personal data of a Member may be used further for the following purposes: i. daily operation of HKIQEP ii. maintenance of membership record of HKIQEP iii. qualification and related activities of HKIQEP iv. verification of membership of HKIQEP by the public v. publication on HKIQEP Membership Directory in any media (e.g. website) of Member’s name and HKIQEP membership number only vi. training and continuing professional development activities of HKIQEP vii. preparation and delivery of HKIQEP materials and publications viii. activities in relation to the HKIQEP’s panels and committees ix. actions in relation to the disciplinary and related proceedings of HKIQEP x. facilitate communication between members and HKIQEP, and xi. determine and collect amounts owed to or by Members USE OF DATA IN DIRECT MARKETING
7. HKIQEP intends to use the name, e-mail address and/or correspondence address of a Member for the direct marketing of the activities as set out below but HKIQEP may not so use the data of a Member unless it has received such Member’s consent to the intended use: i. donations and contributions to HKIQEP’s activities ii. social functions of HKIQEP
8. The personal data of an Applicant will not be used for direct marketing purposes prior to his or her acceptance as a Member.
9. An Applicant should tick the box at the end of this statement before the signature if he or she does not accept the use of his or her personal data referred to in paragraph 7 for the activities as set out in that paragraph once he or she has become a Member.
DISCLOSURE OF PERSONAL DATA
10. The personal data of Applicants and Members will be kept confidential and used by HKIQEP only. Personal data of an Applicant or a Member collected will not be transferred to any third parties without his or her prior consent.
DATA RETENTION
11. Personal data of an Applicant will be erased within 3 months after the application if such is unsuccessful.
12. Personal data of a Member and additional personal data provided by a Member will be erased within 3 months after such person ceases to be a Member.
COMMITMENT TO THE DATA SECURITY
13. HKIQEP uses a variety of physical, technological and organisational means to help protect personal data from unauthorized or accidental access, processing, erasure, or other use.
ACCESS TO AND CORRECTION OF PERSONAL DATA
14. Each Applicant and Member has a right to request access to and correction of his or her personal data held by HKIQEP. A reasonable fee may be charged for such access or correction. Request for access or correction should be made to writing to Hong Kong Institute of Qualified Environmental Professionals Limited, G.P.O. Box 12309 Central, Hong Kong.