III.   STAFF RECORDS

The University shall collect, maintain, use and dispose of
personal data of staff in accordance with the requirements of the Personal
Data (Privacy) Ordinance.

1. 	Collection of Data

        Upon assumption of duty, staff members are requested to verify
        their personal data (such as name, Hong Kong Identity Card/
        Passport number, residential address, telephone numbers, and
        qualifications, etc.) which have been collected when they apply
        for their positions. Data of their dependent family members shall
        also be collected upon assumption of duty and only on a need basis.

2. 	Use of Personal Data

        Personal data of staff collected shall be used for employment-
        related activities including benefits administration, appointment
        review, payroll processing and shall be used by internal members
        and external bodies which are authorized by the University to
        handle the data.

3.	Maintenance of Data

        a.    Personal data of staff shall be held in personal files as
        well as in a computerized Human Resources System.

        b.    To ensure accuracy of the data held, staff members shall
        be asked to verify the data collected and held on initial
        appointment. Staff members are reminded that they should
        verify their personal data carefully, provide any appropriate
        documentary proof whenever necessary and inform the Personnel
        Office of any subsequent changes in these personal data by
        completing a Change of Personal Data Form which is available on
        request at the Personnel Office.
 
        c.    All appointees who leave the service of the University
        shall be provided with a Certificate of Service providing
        information on their employment history with the University such
        as position(s) held and duration, as well as the reason for
        leaving. Personal files of these staff shall be disposed of one
        year after their departure. Only basic employment data of former
        staff shall be maintained by the University through electronic
        means.

4.	Access to and Correction of Personal Data

        Staff members may request for access to and correction of their
        own personal data held by the University by completing a Data
        Access Request Form to be submitted to the relevant Departments/
        Offices holding the data. An administrative fee will be charged
        for each request.

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