Privacy Policy Statement


Statement of Policy

The Hong Kong Society for Molecular Diagnostic Sciences Limited (“Society”) is committed to comply with the requirements under the Personal Data (Privacy) Ordinance, Cap. 486. The policy of the Society in handling personal data is stated in this Privacy Policy Statement which is publicly accessible on the Society's website at www.hksmds.org and the website of Hong Kong Medical Laboratory Technologists Continuing Professional Development (“HKMLTCPD”) at www.hkmltcpd.org.


Statement of Practices

The type of personal data collected and held by the Society can be categorised into the following:
1. Society Membership records on Society's website at www.hksmds.org which include in:
  1. membership application and updated information
    1. names
    2. title
    3. chinese Name
    4. first 5 digits of HKID No. (e.g. A1234xxxx)
    5. mobile phone / telephone number
    6. employment experience: job title
    7. employment experience: institute
    8. academic & professional qualification
    9. email address
2. Society Membership records on HKMLTCPD’s website at www.hkmltcpd.org which include in:
  1. membership application and updated information
    1. names
    2. HK MLT registration number
    3. email address
    4. mobile phone
3. Records collected on webserver of the society’s website which include email addresses and passwords collected from members for the online members zone by the Society and the communications between the Society and the members. Information on the website traffic and access hits of the contents of the website are tracked without identifying any individual when providing these online services.

4. Records collected on webserver of HKMLTCPD which include email addresses and passwords collected from members for the online members zone by the Society and the communications between HKMLTCPD and the members. Information on the website traffic and access hits of the contents of the website are tracked without identifying any individual when providing these online services.

5. Other miscellaneous records which include:
  1. administrative and executive functions, activities, organizing and delivering promotional, educational and training activities, subscription of publications, invitations, information of speakers or trainers, event organisers, collaborators, or advertisers;
  2. personal data held in minutes and records of meetings, personal data of members of the Society’s Council, committees and working parties, panels, teams;
  3. personal information contained in photos, videos and other recordings;
  4. Payment & donation records;
  5. Scholarship, awards, prizes, and sponsorship records;
  6. Company directors’ registration records.

Use of Personal Data

Personal data may be used for one or more of the following purposes:
  1. processing and vetting any membership application and updating (including changing to different categories of membership), and related returns and notifications;
  2. verifying membership and identity;
  3. issuing invitation letters, appointment letters, congratulation letters, letters of good standing, testimonials, & certificates;
  4. keeping of a register of membership and the management of all matters incidental thereto;
  5. organizing, communicating, promoting, inviting, providing, enrolling, vetting, and verifying of various services to members and public (meetings, subscription of publications, training, continuing education, sponsorship, social, promotional, recreational and other programmes or activities);
  6. administering the web services provided by the Society; and
  7. performing the Society’s administration and operating functions and powers in connection with registration and under other applicable legislations, rules and regulations.
The provision of personal data is generally obligatory unless otherwise specified. A failure to provide the requested personal data, or the provision of inaccurate or incomplete information may result in the Society not being able to process request, application, submission, enquiry, complaint or matter (as the case may be), or for the Society to perform its functions or powers.


Retention

Different retention periods apply to the various kinds of personal data collected and held by the Society. The Society shall maintain and execute retention policies of records containing personal data to ensure personal data is not kept longer than is necessary for the fulfilment of the purpose for which the data is or is to be used.


Transfer of Personal Data

The Society may provide necessary information to staff of the Society and to the members of the Council and its relevant Committees and Divisions, and any third party lawfully required and/or holding a court order for the disclosure of the information.

Personal data provided in a complaint will be used, disclosed or transferred only for those purposes related to the complaint, for example, it may need to be disclosed to the person against whom a complaint has been made and to inform relevant regulatory bodies and professional organizations of any positive finding on the breach of professional conduct.


Security

The Society takes appropriate steps to protect personal data it holds against loss, unauthorised access, use, modification or disclosure.


Website

When you visit the Society’s website and the website of HKMLTCPD, a record of your visit is made as a "hit", which may show your Internet Protocol (IP) address and the pages you have visited. No personally identifiable information is collected under this circumstance except in the member login pages. The Society may use such information for statistical purposes, and for the purposes of maintaining and improving the Society’s website and the website of HKMLTCPD.


Direct Marketing

The Society may use your email address for marketing, including meetings, subscription of publications, training, continuing education, sponsorship, social, promotional, recreational and other programmes or activities.

If you wish the Society to exclude your personal data for direct marketing purposes, please send us an email, along with your name and membership number to Honorary Secretary at contactus@hksmds.org.


Access and Correction

A data subject has the right to request access to and to request the correction of his personal data. While certain member’s personal data can be updated online by the member, other data access requests should be made using the form specified by the Privacy Commissioner for Personal Data which is accessible from the following link “Data Access Request Form” (https://www.pcpd.org.hk/english/publications/files/Dforme.pdf) and sending it to the following person:
Honorary Secretary, The Hong Kong Society for Molecular Diagnostic Sciences Limited, The Federation of Medical Societies of Hong Kong, 4th Floor, Duke of Windsor Social Service Building, 15, Hennessy Road, Hong Kong.
Email: contactus@hksmds.org
When handling a data access or correction request, the Society will check the identity of the requestor to ensure that he/she is the person legally entitled to make the data access or correction request. A fee is chargeable by the Society for complying with a data access request.

This Privacy Policy Statement may be amended from time to time. You are strongly advised to check for the latest version on a regular basis. Your continuation or renewal of membership in the Society after this Privacy Policy Statement changed will constitute your acceptance of such changes.