February 2025
Confidential and Personal Information
HKICAdj specializes as an adjudicator appointing body in resolving construction disputes.
HKICAdj may from time to time collect and process personal data (as defined under the Personal Data (Privacy) Ordinance, Cap. 486 (the "Ordinance")). HKICAdj respects personal data and privacy, and is committed to fully implement and comply with the data protection principles and all applicable provisions under the Ordinance. HKICAdj will take all reasonable steps to ensure that confidential and personal information is always protected from access, use or misuse, damage or destruction, by any person not authorised to receive it.
HKICAdj is committed to ensuring its staff comply with industry best practices in relation to information security from time to time. When collecting personal data from individuals, HKICAdj will provide them with a Personal Information Collection Statement ("PICS") on or before the collection in an appropriate format and manner.
Statement of Practices
Kinds of Personal Data Held
The following broad categories of personal data are held by HKICAdj:
- Personal data and contact details provided to HKICAdj from individuals applying to join HKICAdj member and/or panels of adjudicators, attending HKICAdj activities and events (including photos taken of attendees during such activities and events), submissions in relation to any adjudication proceedings, enquiries from the public, etc;
- Committee and panel member records, which include personal details, job roles and contact details for members of HKICAdj committees and panels;
- Personal details provided in the course of providing adjudication related services, including passport and visa information, financial information, e.g. relating to payments;
- Records collected on webservers, which include email addresses (which constitute personal data to the extent the addresses can be used to identify an individual) supplied by persons while making submissions through any forms on HKICAdj’s official websites.
- Any other personal data to be provided to HKICAdj as may be subject to change from time to time.
The following information will also be collected when individuals visit HKICAdj’s website:
- Use of cookies - HKICAdj may use essential cookies to make our site work. Essential cookies enable core functionality such as security, network management, and accessibility. Individuals may disable these essential cookies by changing the browser settings, but this may affect how the website functions.
- Collection of Information - HKICAdj receives, collects and stores any information individuals enter on HKICAdj’s website or provided in any other way. In addition, HKICAdj may collect the Internet Protocol (IP) address used to connect the individual’s computer to the Internet; login; e-mail address; password; computer and connection information. HKICAdj may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. HKICAdj may also collect personally identifiable information (including name, email); comments, feedback etc.
Purpose and Use of Personal Data
Personal data is kept for the purpose of carrying out HKICAdj’s services. In particular, for the purposes of:
- administering construction disputes resolution services;
- responding to inquiries and requests;
- performing operational matters;
- sending invitations, newsletters and publications.
Individuals’ personal data may be used for direct marketing (by email, text message, telephone or post) about HKICAdj’s events, membership benefits/offers and/or services. All Personal Data will be treated with respect and will not be sold or shared with other organisations. Individuals have the right to opt-out of receiving such marketing updates at any time by contacting secretary@hkicadj.org.
Protection Measures
HKICAdj takes appropriate steps to protect the personal data held by HKICAdj against loss, unauthorised access, use, modification or disclosure. HKICAdj also restricts access to such personal data to relevant HKICAdj personnel on a "need-to-know" basis.
Retention of Personal Data
HKICAdj maintains and executes 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. Different retention periods apply to the various kinds of personal data collected and held by HKICAdj in accordance with policies in standing instructions and administration manuals.
Disclosure of Personal Data
The personal data collected is used only for purposes directly related to the discharge of HKICAdj’s work and as described in this Privacy Policy, and not to be disclosed to third parties.
HKICAdj may however disclose personal data:
- to third parties in order to respond to or address individuals’ requests and/or as may be directed or consented by the individuals,
- to third party service providers to help maintain and operate HKICAdj’s IT systems,
- if required to do so by law, or
- as requested to do so by any governmental or law enforcement agency.
When contracting with third party service providers and/or transferring personal data to a different jurisdiction, HKICAdj will take appropriate steps to ensure that there is adequate protection in place and that the data protection principles are adhered to.
Data Access and Correction
Individuals should make data access request to the HKICAdj at secretary@hkicadj.org. When handling a data access or correction request, HKICAdj will check the identity of the requester to ensure that he/she is the person legally entitled to make the data access or correction request.
Links to Other Websites
HKICAdj may sometimes provide individuals with links to other websites, but these websites are not under HKICAdj’s control. HKICAdj will not be liable to the individual for any issues arising in connection with the use of personal data, the website content or the services offered by these websites. HKICAdj recommends the requester to check the privacy policy and terms and conditions on each website to see how each third party will process the information and if there are any concerns on any of the other websites.
Outsourcing Arrangements
HKICAdj may engage third-party service providers to help maintain and operate its IT systems, including hosting of its website. Such third-party service providers may collect, store and process certain personal data on the HKICAdj website but are bound by contractual terms to do so solely on HKICAdj’s behalf and at HKICAdj’s direction.
Enquiries
Any enquiries regarding personal data privacy policy and practice may be addressed to the HKICAdj at secretary@hkicadj.org. HKICAdj will update this privacy policy statement from time to time.