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.
- Personal
Data Held, Purposes of Use, Supplier(s) and
Security
- 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
- 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
- Request
can be submitted through Electronic
HelpDesk or in writing to the Head of Technical Services Division, Information Technology Services Centre
|
Campus-wide E-mail (CWEM)
