Personal Information Collection Statement (PICS)

PICS for Occupational Health Assessment and Medical Surveillance

This PICS is provided by the Health, Safety and Environment Office (“HSEO”) of The Hong Kong University of Science and Technology (“HKUST”) which outlines how we use, disclose, handle and protect your personal information which we collect.  It should be read in conjunction with HKUST’s Data Privacy Policy Statement (“PPS”), a copy of which is available at this link: https://www.ust.hk/privacy-policy/.

 

  1. Personal Data Collected 

    The personal data collected from you may include:

    • Staff/Student ID
    • Enrollment data
    • Medical examination and tests records 
    • Results from tests, monitoring or assessment related to hazardous conditions or agents to which you have or may have been exposed.
  2. Purposes of Collection

    The personal information collected will be used for the following purposes:

    • Occupational health assessment to ensure the health and safety of all staff, students and members of the University community; 
    • Fulfilment of the Medical surveillance requirements outlined in the HKUST Safety and Environmental Protection Manual - Chapter 12 - Section M
    • Regulatory compliance to fulfil applicable legal obligations and/or reporting requirements stipulated by governmental and regulatory authorities
    • Developing protocols for handling health and safety related emergencies, and crisis management, and  
    • Any other purposes directly related to the above purposes, or incidental purposes essential for safeguarding the health and safety of members of the University. 
  3. Transfer

    We will take all practicable steps to keep your personal data confidential but in connection with the above purposes, we may need to disclose the personal data collected to departments/offices/organizations within or outside HKUST including the following parties, and you consent to the University doing so.

    1. Parties and staff within University on a need-to-know basis; 
    2. The University staff & student medical clinic and student dental clinic
    3. External third-parties such as any agent, contractor, advisor, or third-party service provider engaged by the University to provide services directly related to the aforesaid stated purposes, subject to appropriate arrangement to safeguard the privacy of the personal data involved, and
    4. any law enforcement, governmental or regulatory authorities to which the University is under an obligation to make disclosure under any requirements of any law, or for the purposes of any guidelines, protocols or codes of practice with which the University is expected to comply, and
    5. any person with your express or implied consent.
  4. Data Security

    We take appropriate security measures to protect personal information from unauthorized access, use, or disclosure. HSEO refrains from collecting highly sensitive medical-related data unless explicit consent is obtained from users as required by HKUST. For further details, please refer to the Privacy Policy adopted by the University from time to time at https://dataprivacy.ust.hk/university-data-privacy-policy-statement.

  5. Data Retention 
    Personal data will be kept only for as long as necessary to fulfil the aforementioned purposes, and will be destroyed once it is no longer required, unless their continued retention is required to satisfy legal, regulatory or accounting requirements or to protect interests of the University of members thereof.
  6. Rights of Access and Correction

    You may request access to and correction of your personal data in the records of the HSEO. Such requests may be sent to safety@ust.hk. A fee may be charged to cover the administrative cost for access request as permitted by law.

  7. Contact Us

    For any queries regarding this PICS or to exercise the rights of access and correction, please contact HSEO general enquiry on 2358-7229.

    We may update this PICS from time to time.  Any changes will be posted on our website, along with the updated effective date.

     

(Reviewed:  29 Nov 2024)

PICS for H&S Training

The personal data collected from you, including your Staff/Student ID, your enrollment data, attendance records and test, exam or assessment results of the training courses, workshops, conferences or seminars you attended, will be provided to and used by relevant Departments/Organizations within or outside HKUST for the purposes of fulfilling the H&S training requirements as outlined in the HKUST Safety and Environmental Protection Manual, as well as any other purposes directly related to the above, or incidental purposes that are essential to our operations and services . 


The HSEO will handle all personal data with strict security and confidentiality, and in compliance with the Personal Data (Privacy) Ordinance of Hong Kong and the University’s Data Privacy Policy Statement (“PPS”), which can be accessed at https://www.ust.hk/privacy-policy.  


Personal data will be kept only for as long as necessary to fulfil the aforementioned purposes, and will be destroyed once it is no longer required, unless their continued retention is required to satisfy legal, regulatory or accounting requirements or to protect the University’s interests.


You may request access to and correction of your personal data in the records of the HSEO. Such requests may be sent to safety@ust.hk. A fee may be charged to cover the administrative cost for access request as permitted by law.


This PICS should be read in conjunction with the University’s PPS.  


For any enquiries concerning this PICS, please contact HSEO general enquiry on 2358-7229.

 

(Reviewed:  29 Nov 2024)

PICS for Reporting and Investigation of Incidents and Accidents

This PICS is provided by the Health, Safety and Environment Office (“HSEO”) of The Hong Kong University of Science and Technology (“HKUST”) which outlines how we use, disclose, handle and protect your personal information which we collect.  It should be read in conjunction with HKUST’s Data Privacy Policy Statement (“PPS”), a copy of which is available at this link: https://www.ust.hk/privacy-policy/.

 

  1. Personal Data Collected 

    The personal data collected from you may include:

    • Names, staff/student ID, gender and contact details of the individuals involved
    • Details of the incident/accident (date, time, location and description)
    • Nature and extent of injuries suffered 
    • Medical records and treatment received
    • Other relevant information or data related to the incident or accident
  2. Purposes of Collection

    The personal information collected will be used for the following purposes:

    • investigation of the incident or accident as per the requirements outlined in the HKUST Safety and Environmental Protection Manual - Chapter 2 - Section 2
    • To assess and improve of health and safety practices and protocols within the University
    • Regulatory compliance to fulfil applicable legal obligations and/or reporting requirements stipulated by governmental and regulatory authorities
    • To facilitate the processing of any insurance claims related to the incident or accident
    • To prepare for, respond or defend any legal actions that may arise from the incident or accident, if any, and
    • any other purposes directly related to the above purposes, or incidental purposes essential for safeguarding the interest of the University or members thereof. 
  3. Transfer

    We will take all practicable steps to keep your personal data confidential but in connection with the above purposes, we may need to disclose the personal data collected to departments/offices/organizations within or outside HKUST including the following parties, and you consent to the University doing so.

    1. Parties and staff within the University on a need-to-know basis; 
    2. External third-parties such as any agent, contractor, advisor, or third-party service provider engaged by the University to provide services directly related to the aforesaid stated purposes, subject to appropriate arrangement to safeguard the privacy of the personal data involved; 
    3. Insurance providers for claims in relation to the incident or accident;
    4. Any law enforcement, governmental or regulatory authorities to which the University is under an obligation to make disclosure under any requirements of any law, or for the purposes of any guidelines, protocols or codes of practice with which the University is expected to comply, and
    5. any person with your express or implied consent.
  4. Data Security

    We take appropriate security measures to protect personal information from unauthorized access, use, or disclosure. For further details, please refer to the Privacy Policy adopted by the University from time to time at https://dataprivacy.ust.hk/university-data-privacy-policy-statement.

  5. Data Retention 
    Personal data will be kept only for as long as necessary to fulfil the aforementioned purposes, and will be destroyed once it is no longer required, unless their continued retention is required to satisfy legal, regulatory or accounting requirements or to protect interests of the University of members thereof.
  6. Rights of Access and Correction

    You may request access to and correction of your personal data in the records of the HSEO. Such requests may be sent to safety@ust.hk. A fee may be charged to cover the administrative cost for access to personal data in circumstances and to the extent as permitted by law.

  7. Contact Us

    For any queries regarding this PICS or to exercise the rights of access and correction, please contact Ms. Cartman Chan at 2356 6512

    We may update this PICS from time to time.  Any changes will be posted on our website, along with the updated effective date.

     

(Reviewed:  29 Nov 2024)