PRIVACY POLICY STATEMENT

 

1.Statement

The Hong Kong Paralympic Committee, as a Data User, respects personal data privacy and is committed to fully implementing and complying with the data protection principles and all relevant provisions of the Personal Data (Privacy) Ordinance (Cap 486) and the codes of practice issued by the Privacy Commissioner for Personal Data. The Hong Kong Paralympic Committee is equally committed to ensuring that all its officials, staff and agents uphold these obligations. The Hong Kong Paralympic Committee undertakes to:

1.1 collect personal data directly related to the functions and activities of the Hong Kong Paralympic Committee only for lawful purposes, and by lawful and fair means;

1.2 take all reasonably practicable steps to ensure that personal data are accurate, up-to-date and kept no longer than necessary;

1.3 use the personal data collected only for purposes or directly related purposes for which the data were to be used at the time of collection, unless the Data Subject concerned has given his consent to a change of use or such use is permitted by law;

1.4 take all reasonably practicable steps to ensure that personal data are protected against unauthorized or accidental access, processing, erasure, loss or other use;

1.5take all reasonably practicable steps to ensure that the public is informed of the kinds of personal data that the Hong Kong Paralympic Committee holds and the purposes for which the data are to be used; and

1.6 permit Data Subjects to access and correct their personal data and process the data access / correction requests in a manner permitted or required by law.

 

2.Types of Personal Data Processed by Hong Kong Paralympic Committee

The Hong Kong Paralympic Committee, in the course of its operations, may process the following types of personal data of Officers, Committee Members, members, athletes, staff, participants and other individuals:

2.1 Identification data (e.g. name and Hong Kong Identity Card / passport details);

2.2 Personal details (e.g. age, sex, date of birth, marital status, occupation, address, telephone number, e-mail address and other contact details);

2.3 Employment record (e.g. job applications, past and present staff’s job particulars, details of salary, payments, benefits, leave, training records, group medical and dental insurance records, mandatory provident fund schemes participation, performance appraisals, and disciplinary matters);

2.4 Payment details (e.g. bank / credit card details, for enrolment into events / activities);

2.5 Health information (e.g. data from medical / anti-doping tests and emergency contact details);

2.6 Vehicle information (e.g. car plate number, for the use of parking facilities at the Olympic House or at venues of events / activities); and

2.7 Images (e.g. photo of an individual participating in Hong Kong Paralympic Committee’s events / activities, and image of a visitor to the Olympic House captured by CCTV system).

3.Purposes for Processing Personal Data

3.1 The purposes for which the Hong Kong Paralympic Committee processes personal data are:

3.1.1 To verify an individual’s identity in accessing and using the Hong Kong Paralympic Committee’s facilities, services and events;

3.1.2 To ensure compliance with the rules and regulations of the Hong Kong Paralympic Committee and that of international sports governing bodies;

3.1.3To maintain and develop services, including programmes, activities, and events;

3.1.4To enable athletes and officials to participate in international multi-sports Games, including the selection of potential athletes into the Hong Kong, China Delegation;

3.1.5 To organize, conduct and promote the Hong Kong Paralympic Committee’s events / activities;

3.1.6 To maintain relationships with the Hong Kong Paralympic Committee’s members

3.1.7 To handle complaints / enquiries as appropriate;

3.1.8 To carry out surveys and statistical analyses;

3.1.9 For purposes related to recruitment of staff, manpower management, and maintenance of employment relationship;

3.1.10For maintaining the security of the Hong Kong Paralympic Committee’s facilities and events; and

3.1.11 Where otherwise reasonably necessary for the Hong Kong Paralympic Committee to carry out its functions.

 

4. Lawful Basis for Processing Personal Data

4.1 Hong Kong Paralympic Committee only processes personal data where there is a lawful basis for doing so.

4.1.1Consent: The Data Subject has given clear consent for Hong Kong Paralympic Committee to process their personal data for a specific purpose.

4.1.2 Contract: the processing is necessary for a contract Hong Kong Paralympic Committee has with a Data Subject, or because a Data Subject has asked the Hong Kong Paralympic Committee to take specific steps before entering into a contract.

4.1.3 Legal obligation: the processing is necessary for the Hong Kong Paralympic Committee to comply with the law.

4.1.4 Vital interests: the processing is necessary to protect the Data Subject’s life.

4.1.5 Public task: the processing is necessary for the Hong Kong Paralympic Committee to perform a task in the public interest.

4.1.6 Legitimate interests: the processing is necessary for the Hong Kong Paralympic Committee’s legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

4.2 In addition, the Hong Kong Paralympic Committee will on occasion need to process special category personal data (e.g. when conducting medical / anti-doping tests) or criminal record information (e.g. when carrying out No Criminal / Sexual Conviction Record Checks) in accordance with rights or duties imposed on it by law, including as regards safeguarding and employment, or from time to time by explicit consent where required.

 

5. How Hong Kong Paralympic Committee Collects Personal Data

5.1 Generally, the Hong Kong Paralympic Committee collects personal data from the individual directly. This may be via a form, an online platform or simply in the ordinary course of interaction or communication.

5.2 In some cases, personal data will be supplied by third parties (e.g. a National Sports Association or other professionals or authorities working with that individual) or collected from publicly available resources.

5.3 The Hong Kong Paralympic Committee will not collect personal data from a minor without prior consent from a person with parental responsibility for the minor.

 

6. Access to and Sharing of Personal Data

6.1 The Hong Kong Paralympic Committee may be required to share personal data with third parties, such as:

6.1.1 professional advisers (e.g. lawyers, insurers and auditors);

6.1.2 government authorities;

6.1.3 partners or related organizations (e.g. International Olympic Committee, Organizing Committee of multi-sports Games); and

6.1.4 where appropriate, parties who will be contacted by us during the handling of a complaint / enquiry case including the party being complained against and/or other parties concerned.

6.2 For the most part, personal data collected by the Hong Kong Paralympic Committee will remain within the Hong Kong Paralympic Committee and will be processed by appropriate individuals on a “need to know” basis.

6.3 Some of the Hong Kong Paralympic Committee’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. All of Hong Kong Paralympic Committee’s service providers are bound by contractual duty to keep confidential any data they come into contact with against unauthorized access, use and retention.

 

7. Information Collected on the Hong Kong Paralympic Committee’s Websites

7.1 A cookie is a small amount of data created in a computer when a person visits a website on the computer. It often includes an anonymous unique identifier. A cookie can be used to identify a computer. Cookies are used by the Hong Kong Paralympic Committee to collect statistics about the number of visits of users to the Hong Kong Paralympic Committee’s websites and the users’ preferences on the Hong Kong Paralympic Committee’s website[s]. Users may choose to accept or reject cookies. If users reject cookies, they will not be able to use some of the functions of the website[s], such as saving preferences and accessing some online services.

7.2 When a user visits the Hong Kong Paralympic Committee’s websites, the webserver makes a record of the visit that includes the user’s 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 (webserver access log). The Hong Kong Paralympic Committee uses the webserver access log for the purpose of maintaining and improving its websites such as to determine the optimal screen resolution, which pages have been most frequently visited etc. The Hong Kong Paralympic Committee uses such data only for website enhancement and optimization purposes. The Hong Kong Paralympic Committee does not use and have no intention of using the visitor data to personally identify anyone.

 

8. Protection Measures

The Hong Kong Paralympic Committee takes appropriate steps to protect the personal data it holds against loss, unauthorized access, use, modification or disclosure. For example, training on personal data protection is provided to staff members who need to handle personal data in their daily work.

 

9. Retention

• • Personal data will not be kept longer than is necessary for the fulfilment of the purpose for which it is collected. Personal data that is no longer needed is either irreversibly anonymised (and the anonymised information will be retained) or securely destroyed.

 

10. Data Access and Correction

10.1 Data access requests should be made in writing using the form[1] prescribed by the Privacy Commissioner for Personal Data1. The completed form should be sent directly to the Senior Administration Officer by fax (2151 5034), by email (info@paralympic.hk), or in person or by post to:

Hong Kong Paralympic Committee

Room 18-20, 15th Floor

Tower One, Grand Central Plaza

138 Sha Tin Rural Committee Road, Shatin

Hong Kong

10.2 When handling a data access or correction request, the Hong Kong Paralympic Committee will check the identity of the requester to ensure that he is the person legally entitled to make the data access or correction request.

 

11. Enquiries

Any enquiries regarding the Hong Kong Paralympic Committee’s personal data privacy policy and practice may be addressed to the Senior Administration Officer by post to the above correspondence address, via email to info@paralympic.hk or by telephone to 2151 7711 during office hours.

 

The Hong Kong Paralympic Committee’s Privacy Policy Statement is kept under regular review. This statement was last updated on 25 April 2022.

[1] The data access request form is available on the Office of the Privacy Commissioner for Personal Data’s website: https://www.pcpd.org.hk/english/publications/files/Dforme.pdf.