It is the corporate policy of Savills Guardian Group to achieve full compliance with the obligations and requirements of the Hong Kong SAR Personal Data (Privacy) Ordinance - Cap.486 (the "Ordinance"). Savills Guardian Group may collect personally identifiable information for the maintenance of this website or in order to offer, provide products and services that you request.
Where the company’s operations are subject to privacy legislation other than that of Hong Kong SAR, then this policy shall be applied so far as practicable and consistent with such local legislation.
Throughout this policy, the meaning of the term “personal data” is as defined in the Ordinance.
2.What personal information is
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you. Savills Guardian Group will specify the collection purpose and intended usage of your data when it invites you to provide such information and advise you how you may request access to or correction of the personal data provided.
3.Types of personal data collected
It is common for organizations to collect personally identifiable information in order to conduct business and offer services. For the purpose of complying with the laws of the Hong Kong Special Administrative Region (including the Building Management Ordinance (Cap. 344)) and in order to provide services, and administrative function of Savills Guardian Group, customer may be required to provide his/her:-
We may also collect additional personal information as detailed below:-
Where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention. Where you engage us for portfolio management services we will share your personal information with third party lenders as is necessary to allow us to fulfil our obligations to you and to properly manage and advise you on your property investments.
Complaint, investigation and legal assistance records which contain information supplied by data subjects and data users and collected in connection with complaints, investigations, legal assistance and related activities under the relevant provisions of the Ordinance;
Personnel records including job applications and our staff personal details, job particulars, details of salary, payments, benefits, leave and training records, group medical and dental insurance records, mandatory provident schemes participation, performance appraisals, and disciplinary matters, etc;
Other records including administration and operational files, personal data provided to Savills Guardian Group from individuals for participating in promotional activities, records relating to educational and training activities organized by Savills Guardian Group, newsletters subscriptions, data relating to consultancy services, compliance check records, matching procedure applications, records of inspections of personal data systems and enquiries from the public, etc.
Records collected on webservers including email addresses (whereas they constitute personal data under specific circumstances that the addresses can be used to identify an individual) collected for newsletter subscription.
4.How we use and share your personal information
Where we are managing property on your behalf we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties. Other personal data provided by the customer may be used by Savills Guardian Group for the purpose of:-
All personally identifiable information sent to Savills Guardian Group or through this website will be kept confidential and will not be disclosed to the public but Savills Guardian Group may, where such disclosure is necessary to satisfy the purpose, or a directly related purpose, for which the data was collected provide such information to the following parties:
We may share your personal information with any person working within Savills Guardian Group on a need to know basis to ensure we are able to perform our obligations to you. If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.
In addition, personal data may be disclosed under any of the circumstances described in Part VIII of the Ordinance in which the concerned personal data are exempt from the provisions of Data Protection Principle 3 of the Ordinance.
5.How long we keep your personal information
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
6.How we keep your personal information secure
The security of information is very important to us and we have measures in place to prevent unauthorized access to your personal information and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
The personal data collected for complaint, investigation, compliance check and enquiry purposes is used only for purposes directly related to the discharge of our statutory and administrative functions and activities. In so doing, such personal data may be transferred to parties who will be contacted by us during the handling of the case including the party being complained against and/or other parties concerned. The personal data collected by Savills Guardian Group in the performance of its statutory functions may be disclosed to agencies who are authorized to receive information relating to law enforcement, prosecution or review of decisions.
We ensure access to personal information is restricted to employees and workers of Savills Guardian Group or other persons working within Savills Guardian Group on a need to know basis. Training is provided to any of those employees and workers of Savills Guardian Group who need access to personal information.
7.Your rights in relation to your personal information
In accordance with the requirements of the Ordinance, Savills Guardian Group will honour a customer’s request not to use his or her personal data for the purpose of direct marketing.
Savills Guardian Group has certain procedures in place to maintain personal data at a reasonable level of accuracy, completeness and relevancy for the purpose for which the personal data is to be used. Savills Guardian Group aims to keep personal data accurate and up-to-date. However, Savills Guardian Group relies on the customer to disclose all material information to Savills Guardian Group and to inform Savills Guardian Group of any errors or changes in such information.
Savills Guardian Group fully complies with the “Rights of Access and Correction” obligations of the Ordinance. Please refer to the section titled "Access and Correction of Personal Data" below for details on how customer can obtain and correct any customer’s personal data that Savills Guardian Group may hold.
Under the Ordinance, customer has the right to access and/or correct his/her personal data. In accordance with the Ordinance, Savills Guardian Group has the right to charge a reasonable fee for the processing of any data access request.
8.How to make complaints and how to contact us
Savills Guardian Group reserves the right to amend this statement and/or any part thereof.
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