The Chinese University of Hong Kong Information Technology Services Centre 資訊科技服務處 香港中文大學
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ITSC uses, holds and collects personal data of students and staff mainly for the following purposes :
  • creation of computer accounts in various computer systems;
  • creation of e-mail addresses for the computer account holders of the Campus-wide E-mail System and Online Contact Directory (via MyCUHK);
  • accounting of computing usage for monitoring, control and planning;
  • verification of the identity of the student and staff

We follow the fair information practices stipulated in the data protection principles of the Personal Data (Privacy) Ordinance. We pledge to meet fully, and where possible exceeds, internationally recognized standards of personal data privacy protection, in employing the requirements of the Personal Data (Privacy) Ordinance. In doing so, we will ensure compliance by our staff with the strictest standards of security and confidentiality.

  1. Personal Data Held, Purposes of Use, Supplier(s) and Security
  2. Personal Data Access

Personal Data Held, Purposes of Use, Supplier(s) and Security

Below specifies the personal data held and their use. Select the appropriate item number for the related services and security.
Item Number Personal Data Held Use For
1 Student & Staff Name, Phone No., Department, E-mail Address, Staff Rank, Student & Staff ID No. Verification of Student and Staff identity and privilege in the allocation & control of computer resource provided by ITSC.
2 Student & Staff Computing ID Verification of Student & Staff identity and privilege in the access to ITSC computer systems
3 Student & Staff E-mail Addresses of the Campus-wide E-mail System Communication between ITSC and her users in form of E-mail
4 Student & Staff E-mail Addresses of the Campus-wide E-mail System Distribution to University administration units on request
5 Staff Name, E-mail Address & Department Name Information in the Online Contact Directory
6 Student & Staff Usage Records of ITSC Services & Facilities Resources usage monitoring, control and planning. Investigating improper use of ITSCnet facilities and service.
7 Staff Name & Department Subscription Lists of ITSC documents and Training Classes


Item Number : 1

Personal Data Held Student & Staff Name, Phone No., Department, E-mail Address, Staff Rank, Student & Staff ID No.
Used For Verification of Student & Staff identity and privilege in the allocation & control of computer resource provided by ITSC
Service Related All computer systems
Data Owner Staff & Student Name : The Data Subject
Undergraduate Student ID No. : Registration Section
Graduate Student ID No. : Graduate School
Staff ID No. : Personnel Office
Staff Ranks : Personnel Office
Accessibility of Personal Data None, except responsible ITSC Staff
Personal Data Supplied Undergraduate Student Name & ID No. : Registration Section
Postgraduate Student Names & ID No. : Graduate School
Staff Name & ID No. : Personnel Office
Staff Ranks : Personnel Office
Staff & Student Phone No. : The Data Subject
Personal Data Security Provider ITSC
Accuracy Data updated on bi-weekly basis
Duration of Retention Data deleted as soon as the Student/Staff leaves the University
Voluntary/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used Related request cannot be processed


Item Number : 2

Personal Data Held Student & Staff Computing ID
Use For Verification of Student & Staff identity and privilege in the access to ITSC computer systems
Service Related All computer systems of ITSC including the UNIX servers, PC LAN, the Campus-wide E-mail System and dial-up service
Data Owner ITSC
Accessibility of Personal Data Information accessible through the Internet if the student or staff is online on UNIX systems
Personal Data Supplied ITSC
Personal Data Security Provider ITSC
Accuracy N.A.
Duration of Retention Data deleted as soon as the Student/Staff leaves the University
Obligatory/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used Application for computer accounts cannot be processed


Item Number : 3

Personal Data Held Student & Staff E-mail Addresses of the Campus-wide E-mail System
Use For Communication between ITSC and her users in form of E-mail
Service Related Notification of major system event & problems. Reply of user enquiries and requests
Data Owner ITSC
Accessibility of Personal Data None, except responsible ITSC staff
Personal Data Supplied ITSC
Personal Data Security Provider ITSC
Accuracy N.A.
Duration of Retention Data deleted as soon as the Student/Staff leaves the University
Obligatory/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used E-mail account will not be granted


Item Number : 4

Personal Data Held Student & Staff E-mail Addresses of the Campus-wide E-mail System
Use For Distribution to University administration units on request
Service Related Notification of major University events & activities
Data Owner ITSC
Accessibility of Personal Data None, except responsible ITSC staff
Personal Data Supplied ITSC
Personal Data Security Provider ITSC
Accuracy N.A.
Duration of Retention Data deleted as soon as the Student/Staff leaves the University
Obligatory/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used E-mail account will not be granted

Item Number : 5

Personal Data Held Staff Name, E-mail Address & Department Name
Use For Information in the On-line Contact Directory
Service Related Staff contact information
Data Owner Staff Names : Staff
Department Names : Personnel Office
Accessibility of Personal Data Accessible to CUHK staff and student.
Personal Data Supplied Staff Name : Personnel Office
Personal Data Security Provider ITSC
Accuracy Staff name & department updated on daily basis
Duration of Retention Data deleted as soon as the staff leaves the University
Voluntary/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used No contact information will be displayed in to Online Contact Directory


Item Number : 6

Personal Data Held Student & Staff Usage Records of ITSC Services & Facilities
Use For Resources usage monitoring, control and planning. Investigating improper use of ITSCnet facilities and service.
Service Related All kind of services provided by ITSC
Data Owner ITSC
Accessibility of Personal Data Accessible to the MIS function of ITSC only
Personal Data Supplied ITSC
Personal Data Security Provider ITSC
Accuracy N.A.
Duration of Retention Deleted after the services of facilities are decommissioned
Voluntary/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used Related service will not be granted


Item Number : 7

Personal Data Held Staff Name & Department
Use For Subscription List of ITSC Newsletter
Service Related Information of Services & Facilities Provided by ITSC
Data Owner Data Subject
Accessibility of Personal Data None, except responsible ITSC staff
Personal Data Supplied The Data Subject
Personal Data Security Provider ITSC
Accuracy N.A.
Duration of Retention Data deleted as soon as the student/staff leaves the University
Voluntary/Voluntary for the Data Subject to Allow the Personal Data be Used Voluntary
Consequences of the Personal Data Not Being Allowed To Be Used Subscription will be denied


Personal Data Access
  1. Request to access and make correction to personal data is entertained for the data subject or a relevant person on behalf the data subject only
  2. Request can be submitted through Electronic HelpDesk or in writing to the Head of Technical Services Division, Information Technology Services Centre

Need Help?
Please send your problems/requests to
http://helpdesk.itsc.cuhk.edu.hk