Personal Information Collection Statements (PICS)
The Hong Kong University of Science and Technology (the “University”) respects the personal data privacy of all individuals and pledges to be in compliance with the requirements of the Personal Data (Privacy) Ordinance of Hong Kong (“PDPO”) so that the privacy of your personal data is protected in accordance with the standard required by law. In doing so, we require all our staff and agents to comply with the PDPO in the same manner as the PDPO applies to the University as a whole and adhere to the strictest standards of security and confidentiality.
“Personal data” means any personally identifying information or sensitive data from which it is practicable for the identity of an individual to be ascertained, such as: name, age, gender, photo image, address, contact details, HKID card or passport/entry permit numbers, education background, academic, assessment and performance records, and co-curricular data.
Please read this PICS and the PPS carefully to understand the policy and practices of the University regarding how your personal data will be treated. The PRC (People’s Republic of China) Addendum (“Addendum”) supplements the PICS and applies to you if you are residing or located in the Mainland. A copy of the Addendum is available at this link: https://registry.hkust.edu.hk/info/pics/PIPL-PRC-AD.
This PICS may from time to time be revised, or otherwise changed as the University deems necessary but the University will endeavor to give you advance notice of any such revision or change where practicable.
The University collects your personal data when you apply for admission with the University and register to commence study with the University.
You will also be required to supply the University with personal data from time to time throughout your study.
The purposes for which your personal data may be used are as follows:
As basis for admission and related decisions as stipulated in the application processes, and evidence for verification of your identity and academic results, qualifications and records.
Upon acceptance to the University, your personal data will be transferred to the student information system. Together with additional personal data such as your photo image and emergency contacts collected at the time of registration or at any time throughout your study, they become part of your student records which will be used by departments and offices of the University for all purposes and activities related to your studies at the University, including but not limited to: -
academic advising and assessment, student development, program planning and evaluation, verification of qualifications, communication, provision of student services and benefits,
handling complaints, investigations, enforcing internal rules, regulations and policies, managing disciplinary issues,
managing legal matters and litigation, or matters in connection with compliance with the law, regulation, court order, or government directions,
protecting the University's and/ or any affiliate of the University's rights or properties,
handling checks for concurrent registration at other UGC-funded institutions, as governed by the policies and regulations of the University, and/ or
other circumstances which the University considers to be related to any of the purposes for which the data are collected.
Upon graduation, part of your personal data will be passed to the office responsible for alumni matters for communication and related alumni administration.
It is expected that personal data will also be used for research or statistical/analytical purposes to further the University’s mission (i.e. to advance learning and knowledge through teaching and research, particularly in science, technology, engineering, management and business studies, and at the postgraduate level; and to assist in the economic and social development of Hong Kong); and
For all other purposes ancillary to the above purposes.
Unless otherwise indicated, it is obligatory to supply the requested personal data. Failure to provide the requested personal data may result in the University not being able to process your admission application or provide you with the necessary support or assistance during your studies with the University, as the case may be, or even result in your inability to continue or complete study at the University, or failure to enjoy the services, benefits and facilities provided by the University.
Furthermore, the University may from time to time use your personal data collected through the University's various systems/ platforms and other interactions with you in direct marketing. The University may also from time to time provide your personal data to partner institutions with which the University in collaboration jointly offers programs or other other opportunities for use in direct marketing.
The personal data the University may use and/ or provide to partner institutions for use in direct marketing includes your name, student/ alumni number, year of graduation (actual or expected), program of study, employer name, contact details (home/ office address, personal/ business email address, phone number), enrolment records and demographic data as held by the University and updated from time to time.
The types of direct marketing activities the University and/ or partner institutions may conduct using your personal data include (i) providing you with the job posting information, academic program details, and information on fundraising initiatives, latest academic or other programs and events at the University and/ or partner institutions and (ii) soliciting support for the University and/ or partner institutions both generally, and for specific programs and initiatives with which the University and/ or partner institutions are involved.
The University and/ or the partner institutions will do this through various communication channels such as direct-mail, email, telephone and SMS by using your personal data. The University may not (i) so use your personal data and/ or (ii) provide your personal data to partner institutions for such use, without your consent.
If you do not wish the University to (i) use your personal data in direct marketing and/ or (ii) provide your personal data to partner institutions for use in direct marketing as described above, you may indicate your objection(s) by ticking the box(es) below:
¨ I do not agree with the University's use of my personal data for direct marketing purposes as set out above (i.e. the University can neither use your personal data in direct marketing and/ or provide your personal data to partner institutions for use in direct marketing)
¨ I do not agree with the University providing my personal data to partner institutions for use in direct marketing as set out above (i.e. the University can only use your personal data for its own direct marketing activities)
If you wish to opt-out in the future, please send your English full name, year of graduation (actual or expected) and program of study to firstname.lastname@example.org indicating that you wish to opt-out and which of the above options you wish to opt-out from.
The University will take all practicable steps to keep your personal data confidential but in connection with the above purposes, the University may need to disclose, transfer or assign the personal data you have provided within or outside Hong Kong to the following parties and you consent to the University doing so. You understand and acknowledge that in case your personal data is disclosed, transferred or assigned to a place outside Hong Kong, while the University will take appropriate steps to protect the privacy of your personal data, such place may not have in place data protection laws which are substantially similar to, or serve the same purposes as, the PDPO so your personal data located outside Hong Kong may not be protected to the same or similar level as in Hong Kong:
The Hong Kong University of Science and Technology (Guangzhou) ("HKUST (GZ)"), in the event that you apply or register for, or participate in programs, courses, activities, schemes, collaboration or other arrangements organized or offered by HKUST (GZ) or jointly organized or offered by the University and HKUST (GZ);
Outside third-parties such as:
Any agent, contractor, advisor, or third-party service provider engaged by the University to provide services to or on behalf of the University, including without limitation, bankers, and insurers; overseas institutions in the case of exchange programs or other academic collaboration; and any person to whom the University is under an obligation to make disclosure under any requirements of any law or for the purposes of any guidelines or codes of practice with which the University is expected to comply.
Parties and staff within University on a need-to-know basis; and
Any person with your express or implied consent.
The University will take appropriate steps to protect the personal data held by it against unauthorized or accidental access, use, loss, processing, erasure, transmission, modification or disclosure. When the University needs to disclose, transfer or assign personal data to outside third-parties, the University will take appropriate steps to protect the privacy of the personal data to be disclosed, transferred or assigned (for example, requiring third-party service providers to keep confidential any personal data with which it comes into contact).
The personal data you have provided, however stored, will only be accessed by those who are authorized to do so. Staff members, agents, contractors and third-party service providers designated to handle personal data will be instructed to do so only in accordance with this PICS.
The University will keep your personal data only for as long as necessary to fulfil the purposes for which the personal data was collected or a directly related purpose.
Personal data which is no longer required will be destroyed.
You may at any time request access to and correction of your personal data in the records of the Academic Registry at a fee.
To exercise any of your rights, please contact the Academic Registrar (see details below). Depending on the nature of the request, the Academic Registrar may need to forward the request to the University’s Data Privacy Officer for further handling.
The University is required by law to respond to your requests within 40 days.
If you are under the age of 18, please consult your parents or legal guardian(s) on the contents of this PICS, and ensure that you understand the matters set out in this PICS before giving your consent to this PICS and providing your personal data to the University.
For the purposes of this PICS and the functions/operations of the Academic Registry, the Academic Registrar has been designated to handle requests/enquiries relating to personal data. Such requests/enquiries may include:
Requests for access to or correction of personal data;
Enquiries about the kinds of personal data held;
Requests for information regarding the policies and practices of the University with respect to personal data; and
General questions or complaints regarding personal data.
The Academic Registrar can be contacted as follows:
Address: Room 1381
The Hong Kong University of Science and Technology
Clear Water Bay
Kowloon, Hong Kong
Please mark all communications “Confidential”.