The protection of privacy in relation to personal data is the concern of every member of staff in the Independent Police Complaints Council Secretariat (the Secretariat). We respect personal data and are obliged to fully implement and comply with the data protection principles and all relevant provisions of the Personal Data (Privacy) Ordinance, Cap. 486 (the Ordinance) and codes of practices issued by the Privacy Commissioner for Personal Data. To this end, the Secretariat undertakes to:

1. collect personal data directly related to the functions and activities of the Secretariat, only for lawful purposes, and by lawful and fair means;
2. take all reasonably practicable steps to ensure that the personal data are accurate, and up-to-date and kept no longer than necessary;
3. use the personal data collected only for purposes or directly related purposes for which the data were to be used at the time of collection, unless the individual concerned has given prescribed consent for a change of use or such use is permitted by law;
4. take all reasonably practicable steps to ensure that personal data are protected against unauthorized or accidental access, processing, erasure or other use;
5. take all reasonably practicable steps to ensure that a person can be informed of the kinds of personal data that the Secretariat holds and the purposes for which the data are to be used; and
6. permit persons to access and correct personal data of which they are the data subjects and process any such access/correction requests in a manner permitted or required by law.

There are three broad categories of personal data held by the Secretariat. They are personal data contained in-

• police complaints records, which include personal data of complainants and complainees subject to the police complaints system;
• personnel records, which include personal and family particulars, salary and allowances, education and qualifications, employment history, terms and conditions of service, housing, medical records, leave and passages, outside employment, investments, appraisal reports, conduct and discipline, and training, etc of civil servants and non-civil service contract employees of the Secretariat, as well as personal particulars of unsuccessful candidates for employment and recruitment board reports, etc; and
• other records, which include personal particulars of Independent Police Complaints Council Members, Lay Observers, service staff of contractors, and members of the public who make enquiries or complaints (other than police complaints) to the Secretariat, etc.

In general terms, we collect personal data for the following purposes –

• to ensure that investigations by the Complaints Against Police Office of the Hong Kong Police Force are carried out in a thorough, impartial and efficient manner under the operation of the police complaints system, and for the purpose of research and statistics;
• to serve employment-related purposes, relating to such matters as recruitment/appointment, personnel services and staff management, etc. for civil servants and non-civil service contract employees of the Secretariat; and
• to serve various purposes such as the appointment of Members and Lay Observers, engagement of contractors and dealing with enquiries or complaints (other than police complaints) from members of the public.

The Senior Assistant Secretary (Planning and Support) is responsible for ensuring compliance with the Ordinance and relevant codes of practice within the Secretariat.

The following are maintained to ensure compliance with the Ordinance:

• A register of requests processed under the Ordinance;
• A Data Protection Log Book, as provided for in Section 27 of the Ordinance
• Data Access Request Forms (Form OPS003) and Data Correction Request Forms for holding of/access to/correction of personal data held by the Secretariat.

Data access or correction requests may be made by letter or on a request form obtainable from the Public Enquiry Counter on the 10/F, Bank of East Asia Harbour View Centre, 56 Gloucester Road, Wanchai, Hong Kong. Requests should be addressed to –

Secretary, Independent Police Complaints Council,
(Attn: Senior Assistant Secretary (Planning and Support))
10/F, Bank of East Asia Harbour View Centre,
56 Gloucester Road, Wanchai,
Hong Kong.

A photocopying charge is imposed at the rate of HK$1 per page or as otherwise provided for or approved by the Secretary for Financial Services and the Treasury.