Personal Information Collection Statement

Purposes of Collection, Storage and Use of Personal Data

1. For the execution of this Service, including but not limited to processing applications, conducting pre-service assessments, providing services, post-service evaluations, and recommendations;
2. To handle human resources management for personnel involved in this Service (including but not limited to staff, volunteers, and consultants of the Association);
3. To process administrative tasks such as issuing receipts, maintaining records, and reporting service progress and performance to clients/patrons;
4. To promote this Service, support service personnel, advance the Association’s mission, services/products, activities, and public education;
5. To handle inquiries, reviews (internal and external), training, complaints, and emergencies; and
6. To comply with applicable laws/regulations governing the companyor requirements from law enforcement agencies (e.g., requests from the Inland Revenue Department).

Methods of Personal Data Collection and Data Categories

1. For Service execution—particularly application processing and beneficiary
selection—applicants, service users, their caregivers, and relevant parties must complete forms/questionnaires, submit documents, and respond to verbal inquiries to provide: personal identification, contact details, service users’ physical/mental condition information, and care-related particulars.
2. During assessments/service delivery, the company may document via notes, photography, audio/video recording: service users’ medical/vital signs, reactions, caregivers’ support provision, and staff service delivery for evaluation, service adjustment, or research. Photography/video capturing identifiable features requires prior client consent.
3. Service staff, especially home-visit personnel, must provide personal data (e.g., name, contact details) to the company and relevant beneficiaries for appointment scheduling and human resources management.
4. The company may collect additional personal data by lawful means as necessary for
Service execution.

Consequences of Failing to Provide Data

Applicants/service users must ensure personal data provided is accurate, complete, and non-misleading. Failure to provide required data, or submission of
inaccurate/incomplete/misleading data, may impede achieving the stated collection purposes. The company reserves the right to reject applications or terminate services. Legal recourse will be pursued if losses occur due to inaccurate/incomplete/misleading data.

Disclosure and Transfer of Personal Data

The company may disclose/transfer collected personal data to directly relevant parties for the stated purposes:

Service users’data may be disclosed to their caregivers/guardians; applicants’/caregivers’data may be disclosed to relevant service users;
Data may be shared with the Association’s staff, consultants, volunteers, and/or health care/social welfare professionals for Service execution, pre/post-service evaluations, service adjustments, internal reviews/training, data analysis, or research;
Data may be transferred/stored with server/cloud service providers in or outside Hong Kong for data maintenance/organization;
Any statutory/governmental/regulatory bodies for legal compliance; and
Professional legal advisors for seeking legal advice, initiating/defending litigation, or legal proceedings.

Persons Mentally Incapacitated

1. Where the Service involves treatment/training for a service user who is a "mentally
incapacitated person" under the Mental Health Ordinance with a court-appointed guardian, the company accepts the guardian as lawful representative for personal data matters related to Service participation.
2. Cognitively impaired persons are not necessarily "mentally incapacitated" nor require guardians. For such service users, the company accepts personal data handling by the individual themselves (or via appointed relatives/caregivers). In such cases, we advise service users to consult family/caregivers, and encourage appointed representatives to ascertain the user’s wishes and obtain authorization.
3. "Handling personal data matters" above includes but is not limited to consenting to this Statement.

Access and Correction of Personal Data

Under the Personal Data (Privacy) Ordinance, you have the right to access and correct your
personal data held by the Association.
Requests for access/correction must be submitted in writing via:
By post: Amazing Grace Care Service Co. Ltd. . O. Box 68106, Kowloon East Government
Offices, 12 Lei Yue Mun Rd, Kwun Tong
Email: agcareservice@gmail.com

The company will verify requesters’ identities to ensure legal entitlement before processing. A reasonable fee will be charged to offset administrative/operational costs incurred for data
access requests.

Privacy Policy Statement

Policy

The company undertakes to comply with the requirements of the Personal Data (Privacy) Ordinance and adheres to the principles of protecting personal privacy. The company will:

Collect adequate personal data of living individuals by lawful and fair means;
Ensure all collected or stored personal data is accurate for fulfilling the purposes of collection;
Use personal data solely for the specified purposes at the time of collection or directly related purposes, unless with the data subject’s consent or permitted by law;
Take reasonably practicable measures to safeguard collected personal data against unauthorized or accidental access, processing, erasure, loss, or use;
Ensure individuals are informed of the types of personal data held by the company and their purposes of use; and
Fulfill applicable responsibilities and requirements under the Personal Data (Privacy) Ordinance.

Purposes of Collection, Storage and Use of Personal Data

For the execution of this Service, including but not limited to processing applications, conducting pre-service assessments, providing services, post-service evaluations, and recommendations;
To manage service personnel and human resources for this Service;
To report service progress and performance to sponsors;To promote this Service, support service personnel, advance the Association’s mission, services/products, activities, and public education;
To handle inquiries, reviews (internal and external), training, complaints, and emergencies; and
To comply with applicable laws/regulations governing the company or requirements from law enforcement agencies.

Categories of Personal Data Held

Personal data collected and stored by the company includes:

Basic information about service recipients and their families: e.g., personal identification and contact details;
Health and care-related data of service users: e.g., physical/mental condition information, caregivers’ details, records of care provided;
Service participation records: e.g., assessment reports, service logs, performance records, and feedback from participants;
Personnel records: including staff provided by the Association, e.g., personal data, contact details, training records, qualifications, disciplinary matters, and performance evaluations; and
Data derived from originally collected personal data through classification, editing, organization, filtering, analysis, or other processing procedures.

Disclosure and Transfer of Personal Data

The company may disclose/transfer collected personal data to directly relevant parties for the stated purposes:

Service users’ data may be disclosed to their caregivers/guardians; applicants’/caregivers’ data may be disclosed to relevant service users;
Data may be disclosed/transferred to the Association’s staff, consultants, volunteers, and/or healthcare/social welfare professionals for Service execution, pre/post-service evaluations, service adjustments, internal reviews/training, data analysis, or research;
Data may be transferred/stored with server/cloud service providers in or outside Hong Kong for data maintenance/organization;
Data may be disclosed/transferred to statutory/governmental/regulatory bodies for legal compliance; and
Data may be transferred to professional legal advisors for seeking legal advice, initiating/defending litigation, or legal proceedings.

Special Measures

Where research is conducted under this Service involving personal data:
- Personal identifiers will be filtered out where feasible;
- Regardless, prior to public dissemination, sensitive personal data (e.g., names, addresses, phone numbers) in research findings will be deleted unless prior consent is obtained from data subjects.
Anonymization methods include:
◦ Using pseudonyms;
◦ Describing only gender and age;