The Personal Data (Privacy) Ordinance aims to protect the privacy of individuals with respect to their personal data. As the data user, Hong Kong Police Credit Union (HKPCU) is bound by the ordinance and must comply with all other relevant provisions.

Collect personal data, which is directly related to our functions or activities. The personal data being collected should be adequate for such purpose, but not excessive. It shall be collected by means, which are lawful and fair in the circumstances of the case.

Take all reasonably practicable steps to ensure accuracy having regard to the purposes for which the personal data are used. The personal data shall not be kept for longer than is necessary for the purposes for which they are used. HKPCU also ensures an adequate level of protection for the personal data it collects, holds, processes or uses against unauthorized access, processing, erasure or other use.

Ensure that the personal data held is only used (which includes disclosed or transferred) for the purposes for which they were to be used at the time of collection, or for a directly related purpose unless the data subjects concerned have given consent for the change of use of personal data for a different purpose or it is exempted under Section VIII of the Ordinance.

Membership Application Form - includes member's personal details, particulars of nominees and witnesses, etc.

Withdrawal of Membership Application Form - includes member's personal details, reason and date of withdrawal, etc.

Withdrawal of Savings Application Form - includes member's personal details, amount and date of savings withdrawal, etc.

Loan Application Form - includes member's personal details, his/her family's background such as total income and number of children, other information relating to the member's financial creditability, etc.

Undertaking - includes both member and witness's signature for effecting the loan application.

Authority to collect salaries and other monies due - includes authorizing officer's and authorized person's personal details.

Hospitalization Benefit Application Form - includes member's personal details and his/her hospitalization's information.

Maternity Benefit Application Form - includes member's personal details and the particulars of his/her newborn baby.

Emergency Relief Assistance Application Form - includes member's personal details and nature and proof of the incidents.

Loan Interest Rebate Application Form - includes member's personal details and the information of settled loan record from which the rebate is based on.

Education Award Application Form - includes member's personal details and his/her own/child's HKCEE results.

All kinds of Activity Application Forms - include member's personal details and the photocopy of his/her membership card.

Staff Records - includes each staff's both personal and family information such as age, date of birth, marital status, qualification, experience, employment record, staff reports including annual, promotional and disciplinary reports, training reports, medical reports, details of provident fund contributions, etc.

To facilitate compliance with the provisions of the Ordinance, the Chief Executive of HKPCU is appointed as the Personal Data Privacy Officer. Assisted by Senior Executive, the Chief Executive negotiates and coordinates with various government departments and organizations to coordinate, monitor and review the implementation of personal data privacy protection measures. He/she also recommends the Board of Directors to implement internal operating procedures to ensure that the action taken by HKPCU does comply with the Ordinance.

HKPCU has appointed several welfare staff as "Designated Officer" to assist members to inquire their personal details and to deal with all other matters related to HKCPU. The name and rank of "Designated Officers" are listed out on each Regional Welfare Office.

Documents submitted to HKPCU will not be returned. However, an individual or a relevant person on behalf of an individual is entitled to ascertain whether HKPCU holds personal data of which he is the data subject; and to be supplied with a copy if HKPCU does hold such data. He/she is also entitled to ask for correction of the personal data concerned if he/she considers that the data is inaccurate.

In Person

An individual can come directly to the office of HKPCU to obtain and complete a "Personal Data Access Request Form I" (HKPCU 11). For relevant person on behalf of an individual, he/she must complete "Personal Data Access Request Form II" (HKPCU 12) and produce an authorization letter from the data subject.

By Mail

An individual can send a completed "Personal Data Access Request Form I" (HKPCU 11) or "Personal Data Access Request Form II" (HKPCU 12) to the Chief Executive of HKPCU. For relevant person on behalf of an individual, he/she must also produce an authorization letter from the data subject.

Correction Request

Following the supply of a copy of personal data in compliance with a data access request, the data subject is entitled to ask for correction of the personal data concerned if he/she considers that the data is inaccurate.

Re-examination of Data Access Request

If an individual makes a data access request and is subsequently refused, he/she may apply in writing to the Board of Directors of HKPCU to request for a re-examination. The decision made by the Board of Directors will be final and conclusive.

Fees

HKPCU charges an individual or a relevant person making a data access request the administration and photocopy fees. Such fees depend on the type of copies. He/she can obtain a copy of personal data after paying the relevant fees.