PERSONAL DATA (PRIVACY) POLICY

HONG KONG INTERNATIONAL SCHOOL PARENT FACULTY ORGANISATION

 

This policy explains how the Hong Kong International School Parent Faculty Organisation (the “PFO” or “we” or “our”) collect, store, share and use information obtained by the PFO.  

Who are we?

The PFO's primary purpose is to foster and build a positive community by involving, engaging and integrating all parents, students and faculty. The PFO support the school's mission for school-related purposes and events and integrates new parents to the community. Therefore, the PFO develops relationships between staff and parents, and running various charity events and other PFO-led initiatives, in support of the Hong Kong International School (“HKIS”) and its students.  Through these activities and initiatives, we have access to information about parents and children within the school in order to raise funds, organise activities and share information about PFO and school activities.  This information is generally provided by parents.

What personal data do we have?

“Personal data” refers to any data, information or combination of data and information that is provided by you to us, or through your use of our products or services, that relates to a living individual and can be used to identify that individual.

For purposes of PFO-related activities and fundraising, we may collect and keep information about HKIS students and their parents/guardians.  This may include but not be limited to names, email and telephone numbers and addresses.  This information may be collected when you fill out forms (including online forms), respond to one of our notices, purchase products or services at one of our events, write to us or give us information orally.  

When using the functionalities of our website, you may be required to provide certain personal data, including without limitation, your name, email address, mailing address, phone number, bank account number, credit card number and details and billing address. You may provide other information to us so that we can communicate with you, invoice you or send products or information to you.  We may collect further information as you visit a PFO-operated website: your Internet service provider's address, the name of the webpage directing you, as well as your clicks and activity on our site. This tracking data allows the Club to understand how to make its website more user friendly to our Members.

Why do we collect such personal data?

We use your personal data for the following purposes:

To provide and operate (or procure the provision and operation of) the products and/or services offered through our website and/or at our events;

To process payments and donations;

To provide users with ongoing customer assistance and support;

To be able to contact our users with notices and promotional messages;

To help enhance product and service offerings;

To enhance our data security and fraud prevention capabilities; and

To comply with any applicable laws and regulations, including the Personal Data (Privacy) Ordinance (Cap. 486, Laws of Hong Kong) (the “PDPO”).

 

How do we store and handle your personal data?

Personal data may be stored in data centers operated by third-party service providers on the PFO’s behalf.  We are committed to protecting the security of and preventing unauthorized or accidental access to or loss or destruction of your personal data. [In doing so, we implement a variety of physical, technological and organizational safeguards, and our third-party service providers are contractually committed to keeping your personal information is protected and secured.]  Despite any such safeguards implemented to protect your personal data, unauthorized entry (hacking), hardware or software failure or deliberate misuse may compromise the security of your personal data.  We shall not be responsible for any loss, alteration, misuse or disclosure of personal data arising from the said reasons or in connection with any dishonest or malicious actions.  You are reminded that there is security risk inherent in the use of email communication and transmission of information over the Internet. We recommend that you do not include any sensitive information including credit card credentials when communicating with or sending forms to us by email.

How do we share your personal data?

All personal data provided to and held by the PFO would be kept confidential provided that, from time to time, we may disclose or transfer such personal data for the purpose of carrying on the PFO’s operations and activities and/or providing you with services or benefits of the PFO and/or for any of the aforementioned purposes (or any directly related purpose) to the PFO’s agent, contractor or third party service provider who provides administrative, telecommunications, computer, payment, marketing, research or other data processing services to the PFO in connection with its operations or provision of services.  Apart from the parties listed above, PFO will not disclose any personal data to any external bodies or organizations unless (i) such disclosure is expressly provided for under this policy, (ii) permitted to do so by the student or his/her parent/guardian; and/or (iii) permitted or required by law.

How long do we keep your personal data?

We only retain personal data collected for such period as may be necessary for the fulfilment of the purpose (and any directly related purpose) for which such personal data is or is to be used. If any personal data is no longer required, we would take all practicable steps to ensure erasure of the same, unless any such erasure is prohibited under any law or it is in the public interest not to have the data erased.

Do you have access to your personal data?

In accordance with the PDPO, you are entitled to access your personal data collected and held by the PFO and correct any inaccuracies in such data. All requests for access to or correction of personal data should be directed to the secretary of the PFO Board at pfo@hkis.edu.hk.  The PFO may charge you a reasonable fee for the processing of any such request, unless prohibited by applicable law.

Contact Details

If you have any queries about our policy and practices, please contact us at pfo@hkis.edu.hk or submit a written request to: 

Hong Kong International School Parent Faculty Organisation

1 Red Hill Rd, Tai Tam, Hong Kong

Attention: PFO Secretary