|
(Note: This statement and the annex are subject to periodical review/updating)
Correctional Services Department Data Protection Policy
The Department's Data Protection Policy is modeled upon the six data protection principles as set out in Schedule 1 of the Personal Data (Privacy) Ordinance, Cap. 486. The main points of the policy are summarized as follows:-
|
a.
|
personal data should be collected by lawful and fair means and can only be used for lawful purposes directly related to the functions and activities of the Department;
|
|
b.
|
the data so collected should not be in excess of what are required for the purpose(s);
|
|
c.
|
before data are collected, the data subject shall be informed (in general or specific terms) of the purpose(s) of the collection and to whom the data may be transferred to;
|
|
d.
|
the data subject shall be informed of his/her right to make request for data holding/access/correction provided the request when entertained would not prejudice the lawful purpose(s) of the Department or infringe the privacy of other data subjects;
|
|
e.
|
all practicable steps shall be taken to ensure that personal data held are accurate, up-to-date and retained no longer than necessary for the fulfillment of the purpose(s) for which they are collected:
|
|
f.
|
all practicable steps shall also be taken to safeguard the data against unauthorized access/processing or insecure storage/transmission; and when disposed of as unwanted data, they shall be disposed of properly against unauthorized/accidental access; and
|
|
g.
|
to provide for openness of the Department, information about the types of personal data held and the purpose(s) for which they are collected/held shall be generally available for inspection upon request.
|
Main Purposes and Types of Personal Data kept by the Department
| 2. |
A list of the types of personal data and the purpose(s) of keeping by the Department is attached at Annex. |
Designation of Personal Data Controlling Officer
| 3. |
The Assistant Commissioner (Quality Assurance) is designated as the Personal Data Controlling Officer to oversee compliance with the Personal Data (Privacy) Ordinance. |
| |
|
| 4. |
The following subject officers, whose correspondence addresses are shown, are appointed as the Personal Data Privacy Officers (DATPRO) to handle specified personal data : |
| |
| a. |
Heads of institutions are responsible for the handling of holding/access/correction requests of personal data of prisoners/inmates/detainees held in their institutions as well as personal data in respect of the declared visitors of those prisoners/inmates/detainees.
| Address : |
As per address(es) of concerned institution(s) |
|
| |
|
| b. |
The Superintendent (Inspectorate & Security) is responsible for the handling of holding/access/correction requests of personal data of discharged prisoners/inmate/detainees and discharged inmates under supervision.
| Address : |
Correctional Services Department Headquarters
27/F, Wanchai Tower
Harbour Road, Wanchai
Hong Kong |
|
| |
|
| c. |
The Departmental Secretary is responsible for the handling of holding/access/correction requests of personal data in respect of prison visitors.
| Address : |
Correctional Services Department Headquarters
24/F, Wanchai Tower
Harbour Road, Wanchai
Hong Kong |
|
| |
|
| d. |
The Senior Executive Officer (Personnel) is responsible for the handling of holding/access/correction requests relating to employment-related personal data.
| Address : |
Correctional Services Department Headquarters
23/F, Wanchai Tower
Harbour Road, Wanchai
Hong Kong |
|
|
Personal Data Access/Correction Requests
| 5. |
Personal Data Access/Correction Requests may be made by completing the Data Access Request Form specified by the Privacy Commissioner for Personal Data obtainable on-line or at the website of the Office of the Privacy Commissioner for Personal Data, and addressing to the aforesaid appropriate subject officer. |
Charges
| 6. |
A charge reflecting the administrative and other costs (for postage, photocopying services, etc.) may be levied under section 28 of the Personal Data (Privacy) Ordinance. Applicants will be informed in advance of the charge and will be free to pursue or withdraw the request. |
Annex
| (A) |
Staff |
| |
Academic & Professional Qualification |
held for the purpose of general staff management |
| Civil Service Housing Benefits & Quarters |
| Commendations and Award |
| Complaint, Appeal and Petition |
| Declaration of Investment |
| Discipline & Punishment Record |
| Employees' Compensation |
| Leave and Passage |
| Medical Record |
| Operational Report/Record |
| Outside Work |
| Pension |
| Performance Appraisal |
| Personal & Family Particulars |
| Promotion |
| Record of Service |
| Record of Staff Interview |
| Recruitment & Appointment |
| Salary and Allowance |
| Training, Career Development and Examination |
| Transfer & Posting |
| (B) |
Prisoners/Inmates/Detainee and Discharged Persons |
| |
Aftercare Report |
held for the purpose of general management of penal institutions
|
| Appeal, Petition & Request |
| Birth of infant for Woman Institution |
| Board of Review |
| Canteen Purchase |
| Certificate of Imprisonment/Committal Warrant |
| Classification & Categorization |
| Complaint |
| Death |
| Detention History |
| Discipline & Punishment Record |
| Earning |
| Food |
| Labour Assignment |
| Location |
| Medical Record |
| Operational Report/Record |
| Personal Particulars |
| Property/Clothing |
| Recall Order |
| RUSS/PRES/PRSS Report |
| Suitability Report |
| Supervision Order/Notice |
| Urine Check |
| Visit/Visitors Record |
| (C) |
Others |
| |
Prison Chaplain |
held for the purpose of general management of correctional institutions
|
| Prison Visitor |
Charges : The imposition of administrative fee may be considered case by case. For photocopying services, the standard fee is HK$1.0 per photocopy with effect from 1 December 2004 in accordance with the provisions in the Accounting Circular No. 3/2004 of 26 November 2004. The fee is subject to review.
|
