Privacy Policy

ABOUT THIS PRIVACY STATEMENT

AGI Consultation (心聆健康協會)

(“AGI”, “we”, “our”, “us”) respects your personal data privacy when collecting, using, processing, storing, transferring and destructing personal data. This Privacy Notice (“Notice”) explains our policies and practices, and applies to information collection and use, including but not limited to, while you are visiting and using our websites and other offline channels.

It is written in accordance with relevant data protection laws in force including but not limited to the Hong Kong Personal Data (Privacy) Ordinance (Cap. 486). “Personal Data” means information directly or indirectly relating to you or other identifiable individual. When we collect personal data from individuals, we will provide them with a Personal Information Collection Statement (“PICS”), or by a separate notification, on or before the collection in an appropriate format and manner.

Please read the following carefully to understand our policy and practices on how your Personal Data will be collected and processed. By providing your Personal Data to us, you are consenting to this Notice, and the collection, use, transfer, storage and processing of your Personal Data as mentioned in this Notice.

If you are under the age of 18, you must have a representative, e.g. parent or guardian, accepting this Notice on your behalf before providing any Personal Data to us.

If you’ve any questions please contact us at enquiry@agi-consultation.com

2. WHEN DO WE COLLECT INFORMATION ABOUT YOU?

We collect your personal data and other information:

when you give it to us directly
when you give it to us indirectly
when you give it to us via social media/social networking sites
when you use our websites, apps or web forms, through cookies

DIRECTLY

You may give us personal information directly when you donate, sign up for one of our events, apply for employment or volunteer opportunities, communicate with us, sign up for email, newsletters and leave a comment/message on our social media accounts etc. Typically, we collect your Personal Data in the following ways. Please note that the ways below are indicative only and non-exhaustive:

General

when you contact AGI through our website, telephone call or in person;
when you email us your comments, feedback, opinion or suggestions;
when you update your information by post, fax, email, phone or through our website;
from your physical form for application of association member;
when you apply for volunteer recruitment through our website, physical form, or by invitation letter or email;

Donation Related

from your completion of donation forms;
from your completion of our donor surveys or other survey, organized by AGI;
during our street fundraising activities;
during our fundraising telemarketing calls;
when you make a donation;
when you enroll to our fundraising and public events;
in the course of your establishing or maintaining a donor/supporter relationship with us;
when you register an account for set-up of a fundraising web page for AGI;

Communications and Events Related

when you register to participate in a discussion on our bulletin boards, forum or social media on our website; and/or
when you subscribe to AGI newsletter and publication;
from any public petitions organized by AGI;
when you register to participate in AGI activity through our website or on-site;

Human Resources Related

when you apply for any positions in the AGI

From time to time, we may use your Personal Data (including your name, contact details, demographic information, information collected from donor survey, and donation history) to provide you with emails, updates, invitations, newsletters, phone calls or text messages about our fundraising events and initiatives, to invite you to make a donation and/or to invite you to participate in donor survey, but only if you consent to our doing so when we collect your Personal Data.

Even if you have given us your consent to use your Personal Data for direct marketing purposes, you may withdraw your consent at any time free of charge by emailing to adm@agi-consultation.com or following the instructions on how to unsubscribe which are contained in all of our email newsletters. The withdrawal of your consent will be processed and will take effect as soon as possible.

SOCIAL MEDIA

We may use publicly available information from your profile to target you with specific posts that may interest you. We’ll never ask for personal or sensitive information on social media. We may repost or share your posts on social media if it relates to AGI and our work. We may respond to questions, queries or comments left on our social media channels. We may use information found on your profile to help us answer these.

Check your social media accounts if you want to change the information you make public. Our websites use sharing buttons which share our web pages to social media platforms. Use these buttons at your own discretion. Social media platforms may track these shares through your accounts.

RECRUITMENT & EMPLOYMENT

When you apply for employment or volunteer position in AGI, personal data submitted will be used solely for recruitment purposes include identifying job applicants, evaluating applications, making employment/appointment decisions, background or integrity checks, employer references, and contacting you by phone, email or in writing. If application is successful, your personal data will be stored in our personnel records wherever the applicable laws allow.

5. WHO HAS ACCESS TO YOUR DATA?

TRAINED PERSONNEL

Your information is only accessible by trained personnel, including employees and volunteers. We regularly review who has access to your information. As a general rule, your personal data will only be accessible insofar as it is necessary to fulfill the purpose for which it was collected. For instance, the data you provided for donations will be accessible to our donations department, our fundraising and marketing team and to service providers, if any, for the purpose of processing your donation or related matters. We do comprehensive checks on any contractors before we work with them. We always put a contract in place that sets out how they manage the personal data they collect or have access to.

DATA PROCESSORS

We may use other service providers or companies to help us manage and store personal data and to carry out certain activities on our behalf. Our main data processors’ services are listed below, but we may enlist the services of others from time to time:

Data input companies: Input the physical forms into the system
Fundraising service companies: Perform face to face, phone call and web fundraising
Marketing mailing service companies: Send out direct marketing mails to our supporters
Database service companies: Store and process the data of our data subjects
Transaction and donation processing companies: Process the donation transaction payment for fundraising

DATA TRANSFER

We operate globally and may have a need to transfer certain data with countries outside Hong Kong Special Administrative Region. In the event the country where the data is transferred does not provide an adequate level of protection, we shall use our best endeavor to implement technical and organizational measures to protect your data.

Should you have any questions in this respect, please contact us at adm@agi-consultation.com

6. HOW WE SHARE INFORMATION WE COLLECT

We may share personal information with third parties (including social media) for research, donation analysis, marketing, profiling and/or other similar purposes to help us improve our services.

If you use any third-party software in connection with our services, for example any third-party software that our website integrates with, you might give the third-party software provider access to your account and information. Policies and procedures of third-party software providers are not controlled by us, and this policy does not cover how your information is collected or used by third-party software providers. We encourage you to review the privacy policies of third-party software providers before you use the third-party software.

Our website may contain links to third-party websites over which we have no control. If you follow a link to any of these websites or submit information to them, your information will be governed by their policies. We encourage you to review the privacy policies of third-party websites before you submit information to them.

We may share your information with government and law enforcement officials to comply with applicable laws or regulations, for example when we respond to claims, legal proceedings, law enforcement, or national security requests.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

We use appropriate technical and organizational measures and precautions in order to protect your personal data and to prevent the loss, misuse or alteration of your personal data. For example, we use industry standard SSL certificates in our websites, it is a global standard security technology that enables encrypted communication between the web browser and the web server.

We have adopted the following measures to protect the security and integrity of your personal information:

access to your personal information is restricted to personnel or service providers on a strictly need-to-know basis, who will only process your information on our instructions and who are subject to a duty of confidentiality; and
our information collection, storage, and processing practices are reviewed regularly.

We have put in place procedures to deal with any suspected privacy breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

While we implement safeguards designed to protect your information, please note that no transmission of information on the Internet is completely secure. We cannot guarantee that your information, during transmission through the Internet or while stored on our systems or processed by us, is absolutely safe and secure.

We only retain personal information for so long as it is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We periodically review the basis and appropriateness of our data retention policy.

8. HOW LONG DO WE KEEP YOUR INFORMATION?

We keep your information for as long as it’s necessary in connection with the purposes defined above in “How do we use your information?” and for the purpose of providing you with your tax receipt. For instance and as a general rule, we keep your email for the purpose of sending you a newsletter until you unsubscribe.

If you request to receive no further contact from us, we’ll keep the basic information about you on our suppression list in order to avoid sending you unwanted materials in the future, for the duration allowed by the applicable legislation.

9. OUR LEGAL BASIS FOR PROCESSING PERSONAL DATA

We need a lawful basis to collect and use personal data under data protection law. The law allows ways to process personal data (and additional ways for sensitive personal data). Below are relevant to the types of processing that AGI carries out:

A person’s consent (e.g. to send you direct marketing by e-mail or SMS);
Necessary for the performance of a contract;
Processing that is necessary for compliance with a legal obligation;
Our legitimate interests
- Charity Governance; including delivery of our charitable purposes, statutory and financial reporting and other regulatory compliance purposes.
- Administration and operational management; including responding to solicited enquires, providing information and services, research, events management, the administration of volunteers and employment and recruitment requirements.
- Fundraising and campaigning; including administering campaigns and donations, and sending direct marketing and thank you letters by post.

10. YOUR DATA PRIVACY RIGHTS?

Visiting our websites, you acknowledge the collection and use of your personal data by us as outlined in this Notice. If you do not agree with the use of your personal data as set out in this Notice, please do not provide any personal information or use our websites.

Under the Hong Kong Personal Data (Privacy) Ordinance (Cap.486), subject to certain limitations and/or restrictions as stipulated by the laws, you may have the right:

To check whether we hold personal data about you and to access such data;
To require us to correct any inaccurate data;
To ascertain our policies and practices in relation to personal data and the kind of personal data held by us.

You may opt out of receiving marketing materials from us. Please note, however, that even if you opt out from receiving marketing materials from us, you will continue to receive notifications or information from us that are necessary for the use of our services.

As a security measure, we may need specific information from you to help us confirm your identity when processing your privacy requests or when you exercise your rights.

Any request as mentioned hereinabove will normally be addressed free of charge. However, we may charge a reasonable administration fee if your request is repetitive, or excessive.

We will use our best endeavor to respond to all legitimate requests within one (1) month. Occasionally, it may take us longer than a month if your request is particularly complex or if you have made a number of requests.

Please contact us in the first instance if you have any questions or concerns. If you wish to exercise one of the above rights, please contact us through adm@agi-consultation.com.

Where permitted by law to do so, we may charge a reasonable fee for processing a data access request.

11. WHEN DO WE UPDATE THIS NOTICE?

We change this Privacy Notice when it is necessary or we need to. If we make any significant changes in the way we treat your personal information we’ll make this clear on our websites. By continuing to use our website or other platform after the changes come into effect, you agree to be bound by the revised Privacy Notice.

Access, Correction and Update of Personal Information
If you would like to access, correct or update your Personal Information submitted to us, please contact us.

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