個人資料保護辦公室

Gabinete para a Protecção de Dados Pessoais

Office for Personal Data Protection

Samples: Personal Data Collection Statements
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Declaration of the Office for Personal Data Protection
This sample is for reference only. Institutions should formulate their own “Personal Data Collection Statements” in accordance with their own specific needs and circumstances.
 
Personal Data Collection Statement of the XXX Co.
(Sample)

    The personal data provided by customers to the XXX Co. shall only be used for the execution of the contracts between the XXX Co. and its customers, and may be given to government departments and judicial authorities in accordance with legal provisions. And in accordance with the law, customers are entitled to access and rectify their personal data.

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(Sample of Personal Data Collection Statement for Recruitment Advertisements)

XXX Co. Staff Recruitment
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
The personal data to be collected is only used for staff recruitment of the XXX Co.

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Personal Data Collection Statement of the XXX Co. (For Staff Recruitment)
(Sample)
1.  Purpose of data collection
    The personal data collected through the application forms is to be used only for the purpose of evaluating and assessing the suitability of the applicant for the post, and of calculating the initial salary, bonus and other benefits if he/she is hired.
2.  Essential data to be provided
    The items marked with * in the application form constitute the most important data for selection of candidates. The applicant’s failure to provide the required data may affect the processing and result.
3.  Duration for data preservation
    The XXX Co. shall preserve the data of the applicant who is not successful this time for two years for reference of future recruitments.
4.  Transfer of personal data
    If there are vacancies in the company’s affiliated or joint agencies during this period, the company may transfer the application information to these agencies.
5.  Rights of applicants
    The applicants are entitled to access their personal data and rectify errors if there are any. When exercising the right of access, they can apply in writing to the Co. and pay a reasonable fee.

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Personal Data Collection Statement of the XXX Co.
(For Remunerations, Provisions, Welfare Benefits, and Administration)
(Sample)

    This Statement concerns the XXX Co.’s personal data processing of its employees.

1. Purpose of data processing
    XXX Co. collects and processes personal data of its employees for the following purposes:

  1. Administration
  2. Calculations and payments of various remunerations, provisions and subsidies;
  3. Calculations of obligatory or non-obligatory deductions from remunerations as regulated by law;
  4. Execution of judiciary decisions and handling of employees’ applications;
  5. The handling of other matters relating to remuneration, provisions, subsidies, etc.;
  6. XXXXX1

2. Categories of personal data collected2
    For the above purposes, the XXX Co. shall collect and process the following categories of personal data and the related documents, both originals and copies:

  1. Identification data:XXXXX;
  2. Family information:XXXXX;
  3. Employment data:XXXXX;
  4. Data relating to remunerations:XXXXX;
  5. Other information:XXXXX.

3. Duration for data preservation

  1. For administration purpose: one year after end of the employment;
  2. For purpose of remunerations, provisions and welfare benefits: a maximum of ten years after end of the employment;
  3. For purpose of judicial proceedings: to be extended to six months after the data is delivered to the judiciary or the final decision;
  4. For purpose of pension, provident fund or compensations paid to the employee after end of employment: the data, necessary for determining the status, length of employment and changes of salary, to be preserved XX years after the purpose not longer applies.3

4. Data recipients
    They include:

  1. Entities to be informed in accordance with legal provisions or as requested by the data subject;
  2. Financial agencies managing bank accounts for making payment to employees;
  3. Entities managing pensions or provident funds;
  4. Insurance companies providing services for work or personal accidents.

5. Rights of the employees
Employees are entitled by law to the right of information, access and objection. When exercising the right to access, they must apply in writing and pay a reasonable fee.

Note:
  1. If there are other purposes that are consistent with the statement heading and content, they can be added.
  2. For categories of personal data, the entity or agency concerned can add item descriptions according to its own practical circumstances.
  3. The entity or agency concerned can decide its own duration of data preservation. The Office for Personal Data Protection recommends a duration of 5-10 years.

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Personal Data Collection Statement of the XXX Entity
(Organizing activities)
(Sample)

    The XXX Entity is a non-profit legal person. This Statement concerns this Entity’s processing of personal data for the purpose of organizing activities.

1. Purpose of data processing
    Activity-organizing, record keeping and archiving.

2. Category of data subject
    Participants and persons involved in activities organized (hosted, co-hosted or assisted) by this Entity.

3. Categories of personal data

To organize activities, this Entity may collect and process the following categories of personal data. The collection of some categories of data may be necessary for the related activity, while that of the others may be based on the voluntary provision of the data subject. Please contact the responsible personnel of the activity for any enquiry.

  1. Identification and contact: name, date of birth or age, gender, nationality, address, telephone number, fax number, e-mail address, education, language, types, number and copy of identification document, occupation, position, name of employer or educational organization, types, number and copy of student identification document, photo and etc. When applicable, data of parents or guardians if the data subject is a minor or an interdicted person.
  2. Activities data: The audio and video data involved in activities (for example photo, sound recording and video), activities performance, activities assessment, reward and punishment of activities.
  3. Financial data: The bank account and data of related party involved in payment of application fee and reward.
  4. Other data: Other data that related to activities.

4. Data recipients
    Data recipients include:

  1. Entities to be informed in accordance with legal provisions.
  2. Entities to be informed with the consent of or as requested by the data subject.
  3. Insurance providers involved.

5. Rights of the data subject
Data subjects are entitled by the law to the right of access and the right of rectification. When exercising the right of access, they can apply to this Entity in writing and may need to pay a reasonable fee.


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Personal Data Collection Statement of the XXX Entity
(Collection of membership fees and contact with members)
(Sample)

    The XXX Entity is a non-profit legal person. This Statement concerns this Entity’s processing of personal data related to members for the purposes of collection of membership fees and contact with members.

1. Purpose of data processing
   Collection of membership fees and contact with members.

2. Category of data subject
    Members.

3. Categories of personal data

For the above purpose, this Entity may collect and process the following categories of personal data. The collection of some categories of data may be necessary, while that of the others may be based on the voluntary provision of the data subject. Please contact this Entity for any enquiry.

  1. Identification data: name, age or date of birth, place of birth, gender, language used, types, number and copy of the identification document, contribution number, membership number, address, telephone number, fax number, e-mail address, occupation, education and photo.
  2. If the data subject is a minor or interdicted person, the above identification data include name and contact information of parents or guardians.
  3. Family information: marital status, name of spouse, name and contact information of the person supported by him/her, name of the minor in his/her custody.
  4. Other data: amount of membership fee, bank information, types of member, position, and other data collected in accordance with the organization charters.

4. Data recipients
    Data recipients include:

  1. Entities to be informed in accordance with legal provisions or charters.
  2. Bank through which membership fees are paid.
  3. Insurance companies with which insurance contracts are established.

5. Rights of the data subject
Data subjects are entitled by the law to the right of access and the right of rectification. When exercising the right of access, they can apply to this Entity in writing and may need to pay a reasonable fee.


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