THE COLLEGE OF SURGEONS OF HONG KONG

Statement of Personal Data (Privacy) Policy (the “Policy”)

Version updated as at 20260605

1. Our Commitment to Your Privacy

The College of Surgeons of Hong Kong Limited (“the College”, “CSHK”, “we”, “us”) is committed to protecting the privacy and security of your personal data. This Policy is prepared in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”). This Policy sets out our practices regarding the collection, use, retention, transfer and security of your personal data across all our platforms, including the CSHK Website, the E-Portfolio System, and the CSHK PLUS mobile application.

2. Collection and Purpose of Use

We collect and use your personal data for purposes related to the College’s statutory and other functions and legitimate activities. The provision of your personal data is voluntary, but failure to provide it may result in us being unable to provide you with the services requested. The main purposes for which your data may be used include:

a) Membership and Training: Administering applications for membership and services, maintaining membership and trainee records, managing educational and training programmes and examinations, managing professional development, human resources and general administration.

b) Communications: Distributing and handling College publications, announcements, notices, statements, circulars and other official information and communications.

c) Events and Services: Managing registration and participation in activities, conferences, examinations and events organised or co-organised or supported by the College.

d) Analytics and Research: Conducting anonymised statistical analyses and researches related to medical education, training and curriculum planning and activities of the College.

e) Direct Marketing: Providing information on services, events and promotional materials from the College, the Hong Kong Academy of Medicine and other regulatory, educational or business organizations or partners.

f) Compliance: Fulfilling any other purposes related to our functions and activities or as required by law.

g) Webservers and College App: Administering the web services and the College App services managed or provided by the College.

3. Transfer and Disclosure of Data

Personal data held by the College will be kept confidential subject to this Policy. However, we may provide or transfer your personal data to the following parties where necessary or expedient for the purposes stated in this Policy:

a) The Hong Kong Academy of Medicine (HKAM): For CME/CPD registration and other functions and statutory requirements.

b) The Medical Council of Hong Kong (MCHK): For verification of Fellowship, CME/CPD status, and matters related to Specialist Registration.

c) Third-Party Service Providers: Such as banks for online payment processing and IT vendors who provide technical support for our systems. These parties are contractually bound to protect your data.

d) Government and Regulatory Authorities: When required by law or by order of a court or judicial tribunal in Hong Kong.

Except for the purposes and uses as provided in this Policy, we will not disclose your personal data to any other third party without your prior consent.

4. Data Security and Retention

We take all reasonably practicable steps to protect the personal data we hold from loss, unauthorised access, use, modification or disclosure. This includes implementing appropriate physical, technical and administrative security measures.

The College will retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or for a longer period if required by any applicable statutory or regulatory requirements. When the data is no longer needed, it will be securely destroyed or anonymised for statistical purposes as soon as practicable.

5. Data Access and Correction

Under the PDPO, you have the right to request access to and correction of your personal data held by us. All such requests must be made in writing and addressed to the College Secretariat. We may charge a reasonable fee to cover the administrative expenses in complying with a data access request.

6. Direct Marketing

The College may use your name and contact details (email, phone number, mailing address) to send you promotional materials related to our services and activities, as well as those of our partners. We will not use your personal data for direct marketing purposes not provided herein without your explicit consent. If you do not wish to receive such materials, you may opt-out at any time by contacting the College Secretariat.

7. Use of Cookies and Website Analytics

When you visit our websites, we may use cookie files and collect visitor data (such as IP address, browser type, and pages visited) to enhance your user experience and for statistical purposes to improve our services. This information is collected anonymously and does not identify you personally. You may choose to disable cookies in your browser settings, but doing so may affect the functionality of our websites.

8. Changes to this Policy

This Policy may be modified from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on our website, and we encourage you to review this Policy periodically.

9. Contact Us

If you have any questions regarding this Policy or wish to exercise your rights to access and correct your data, or opt-out of direct marketing, please contact the College Secretariat at 2871 8799 or via email at info@cshk.org.