PRIVACY POLICY

PERSONAL INFORMATION COLLECTION STATEMENT
HONG KONG

Purpose of Collection

We may collect personal data about you when:
  • You complete the Hays registration forms or provide any other information in connection with your application
  • We receive any reference about you
  • We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
  • We receive the results of any competency or medical test or any background check
  • We receive any complaint or other information from or about you in the workplace
  • We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
  • We receive any information about a workplace accident in which you are involved
  • You provide us with any additional information about you
We gather information about all our website users collectively, such as what areas users visit more frequently and what services users access the most. We only use such data anonymously and in the aggregate. This data helps us determine what is most beneficial for our users, and how we can continually create a better overall website experience for you.
 
In some instances, we may need specific data about you, such as name, address, email address, telephone number etc. We will collect this data if you apply for a job or sign up for a service via our website. We may also ask you for other data such as the types of jobs you are interested in and your workplace concerns in order to provide you with the best possible service and internet experience.
 

Usage & Disclosure

Where we have obtained your consent (eg by you agreeing in writing) or are otherwise lawfully allowed to do so, we intend to use your name, residential address, mobile phone number, residential home number and email address to promote Hays’ recruitment and training services and events, by phone, SMS/MMS, email or post as further described in our Privacy Policy.
 
We cannot use or provide your personal data for use in direct marketing unless we receive your consent to the intended use or provision or have another lawful basis.
 
If at any time you provide personal data of a third party to us, you warrant and represent that:
 
  • You have already given written notice to the third party of the intention to use the data for such direct marketing
  • Have obtained the; written consent of the third party to the use or provision of their personal data in such direct marketing by Hays
  • The intended use of personal data by Hays and the promotion of [Hays recruitment services] is consistent with and covered by the consent of the third party
We may disclose your personal data for the purposes for which it is collected. Your personal data may be disclosed to:
 
  • Potential and actual employers and clients of Hays
  • Hays employees and potential employers located in Australia, Belgium, Brazil, Canada, Chile, Mainland China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden & Denmark, Thailand, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible work placements or to assist us in providing our services to you
  • Referees
  • External providers of on-line training and induction - eg mandatory on-line H&S Induction
  • Our insurers and brokers
  • A professional association or registration body that has a legitimate interest in the disclosure of your personal and sensitive information
  • A Workers Compensation body
  • Any person with a lawful entitlement to obtain the information
  • Accountants, auditors, company secretarial services and professional advisers
  • Landlords, agents and property services organisations
  • Travel and other services providers
  • IT, data, network, technology, internet, social network and business process service providers and organisations
  • Marketing and event organisers, venues and companies
This may include transferring your personal data to a location or country which may not offer the same level of protection of personal data as Hong Kong.
 
We do not disclose data about your individual visits to the Hays’ website.
 

Enquiries 

You can make enquiries, requests to access/delete or correct your information, or otherwise contact our Privacy Officer:

 
Address
Unit 6604-6606, 66/F, ICC
1 Austin Road West, Kowloon
Hong Kong

Access

Subject to some exceptions that are set out in the Personal Data (Privacy) Ordinance you can gain access to the personal data that we hold about you.
 
To make a request to access your personal data, you will need to complete an application form verifying your identity and specifying what information you require. Please contact our Privacy Officer for an application form. We will respond to your request within 40 days after the request is made and provide access to the information in the manner requested.
 
We may impose a moderate charge in providing access. Our Privacy Officer will discuss this with you if we refuse to provide you with access to your personal data in accordance with the Personal Data (Privacy) Ordinance, we will notify you in writing of the reasons for the refusal and the process for escalation regarding this refusal.
 

Correction

You may request that we correct the personal data that we hold about you if you deem it to be inaccurate, incomplete, out-of-date, irrelevant or misleading. We will:
 
  • make the necessary correction to that data
  • supply to you with a copy of the data as so corrected
  • if the data has been disclosed to a third party during the 12 months immediately preceding the day on which the correction is made; and Hays has no reason to believe that the third party has ceased using the data for the purpose (including any directly related purpose) for which the data was disclosed to the third party, take all practicable steps to supply the third party with a copy of the data as so corrected accompanied by a notice in writing stating the reasons for the correction
If we refuse to correct your personal data in accordance with the Personal Data (Privacy) Ordinance, we will notify you in writing of the reasons detailing our refusal to correct the information and the process for escalation regarding this refusal. If you wish to exercise your rights of correction you should contact our Privacy Officer for an application form. We will not charge you for making the request to correct your information.
 

Complaint Policy Procedure

We are committed to providing a quality service to all of our customers. If for any reason you are not entirely satisfied with any aspect of the service you have received from Hays then we would like you to let us know.
 
How to register a problem:
 
Step 1      If your problem concerns the service you have received from Hays, you should contact your consultant to discuss the problems you have experienced. It is important the consultant are made aware of your concerns and are given the opportunity to put things right.
 
Step 2      If you have already discussed your problem with the consultant, but are not satisfied with the response you have received, please contact our Customer Care Team directly by email: customer.care@hays.com.hk
 
When we receive details of your problem we undertake to:
(i)      Deal with your problem fairly, confidentially and effectively
(ii)     Acknowledge your problem within seven working days and provide a likely timescale for resolution
(iii)    Fully investigate your comments and keep you regularly informed of the actions we are taking
 
PR-011-01
© October 2023 

 

PRIVACY POLICY
HONG KONG

Your privacy is important to Hays

Your privacy is important to us. This statement outlines Hays privacy policy on when and how we collect personal data and how we maintain, use, store, transfer and disclose the personal data we hold. It applies to all operations within Hays Hong Kong Limited (‘Hays’), including visitors to our website.
 
It is the policy of Hays to respect the confidentiality of personal data and the privacy of individuals. Hays are bound by the Personal Data (Privacy) Ordinance (Cap. 486) and its amendment Ordinance of the laws of the Hong Kong Special Administrative Region.
 
The Hays privacy policy will be reviewed and updated from time to time to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing environment. Please regularly check our privacy policy so that you are aware of these updates and changes. Any information we hold will be governed by the most current version of the Hays privacy policy.
 

The Hays privacy policy is based on transparency

We are committed to being open and transparent about how we manage personal information.
 

Types of personal data held by Hays

Personal data means any type of information (i) relating directly or indirectly to a specific living individual; (ii) from which enables it is practicable for the identity of the individual to be directly or indirectly ascertained; and (iii) in a form in which access to or processing of the data is practicable.

Personal data may include:
  • Name
  • IC number
  • Employer
  • Photo page of passport
  • Visa details
  • Date of birth
  • Contact details
  • Emergency contact details
  • Work telephone number
  • Work email address
  • Work experience
  • Qualifications
  • Aptitude test results
  • Opinions about your work performance (eg references)
  • Incidents at the workplace
  • Other personal data obtained or received by us in connection with your possible and actual work placements 
  • Personal data associated with managing queries and complaints

This policy applies to all data we process about you and may include some data about your physical or mental health or condition, political opinions, religious or similar beliefs, commission or allegations of an offence and other sensitive personal data. References to personal data in this policy include such sensitive personal data.

When & how personal data is collected

Personal data should not be collected unless:
  • The data is collected for a lawful purpose directly related to a function or activity of Hays
  • The collection of data is necessary for or directly related to that purpose
  • The data is adequate but not excessive in relation to that purpose

Standard personal data collection 

  • We may collect personal data about you when:
  • You complete the Hays registration forms or provide any other information in connection with your application
  • We receive any reference about you
  • We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
  • We receive the results of any competency or medical test or any background check
  • We receive any complaint or other information from or about you in the workplace
  • We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
  • We receive any information about a workplace accident in which you are involved
  • You provide us with any additional information about you

General information collected from visitors to our website 

We gather information about all our website users collectively, such as what areas users visit more frequently and what services users access the most. We only use such data anonymously and in the aggregate. This data helps us determine what is most beneficial for our users, and how we can continually create a better overall website experience for you.
 

Your personal data collected on the hays.com.hk website 

In some instances we may need specific data about you, such as name, address, email address, telephone number etc. We will collect this data if you apply for a job or sign up for a service via our website. We may also ask you for other data such as the types of jobs you are interested in and your workplace concerns in order to provide you with the best possible service and internet experience.
 

Purposes for which we collect personal data 

Provision of services

Please note that it is mandatory for you to provide us with such personal data in order for us to be able to provide you with our services.

Your personal data may be used in connection with:
  • Your actual or possible work placement
  • Career guidance or management
  • Your performance appraisals
  • Our assessment of your ongoing performance and prospects
  • Any test or assessment (including medical tests and assessments) that you might be required to undergo
  • Our identification of your training needs
  • Any workplace rehabilitation
  • Our management and resolution of any complaint, inquiry or investigation in which you are involved
  • Any insurance claim or proposal that requires disclosure of your personal or sensitive information
  • Undertaking criminal reference checks
  • For research, development, business systems and infrastructure testing, and other business purposes to assist us in providing our services to you
  • Providing our services to our clients

Direct marketing

Where we have obtained your consent (eg by you agreeing in writing to our Privacy Notice) or are otherwise lawfully allowed to do so, we intend to use your name, residential address, mobile phone number, residential home number and email address to promote Hays’ recruitment and training services and events, by phone, SMS/MMS, email or post as further described in this policy.
 
We cannot use or provide your personal data for use in direct marketing unless we receive your consent to the intended use or provision or have another lawful basis.

If at any time you provide personal data of a third party to us, you warrant and represent that:
  • You have already given written notice to the third party of the intention to use the data for such direct marketing
  • Have obtained the; written consent of the third party to the use or provision of their personal data in such direct marketing by Hays
  • The intended use of personal data by Hays and the promotion of [Hays recruitment services] is consistent with and covered by the consent of the third party

Disclosures

We may disclose your personal data for the purposes for which it is collected. Your personal data may be disclosed to:
  • Potential and actual employers and clients of Hays
  • Hays employees and potential employers located in Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden, Thailand, Denmark, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible work placements or to assist us in providing our services to you
  • Referees
  • External providers of on-line training and induction - eg mandatory on-line Health and Safety Induction
  • Our insurers and brokers
  • A professional association or registration body that has a legitimate interest in the disclosure of your personal and sensitive information
  • A Workers Compensation body
  • Any person with a lawful entitlement to obtain the information
  • Accountants, auditors, company secretarial services and professional advisers
  • Landlords, agents and property services organisations
  • Travel and other services providers
  • IT, data, network, technology, internet, social network and business process service providers and organisations
  • Marketing and event organisers, venues and companies
This may include transferring your personal data to a location or country which may not offer the same level of protection of personal data as Hong Kong.

We do not disclose data about your individual visits to the Hays’ website.
 

Hotjar

Our websites use services provided by Hotjar Ltd. Hotjar provides services including Heatmaps, Visitor recordings, Funnels and Form Analysis, Feedback Polls, Surveys and Recruiters. The information generated by the tracking code and cookie about your use of the website will be transmitted to and stored by Hotjar on servers in Ireland. Through the Hotjar tracking code the information collected includes:

Device-specific data 

The following information may be collected through your device and browser:
  • Your device's IP address (collected and stored in an anonymized format)
  • Your email address including first name and surname
  • Device screen size
  • Device type (unique device identifiers) and browser information
  • Geographic location (country only) 
  • Preferred language used to display the webpage

Log data 

Our servers automatically record information which is created upon using Hotjar. Data includes:
  • Referring domain
  • Pages visited
  • Geographic location (country only)
  • Preferred language used to display the webpage
  • Date and time when website pages were accessed
Hotjar will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Hotjar uses a variety of services hosted by third parties, such as Google Analytics and Optimizely. These services may collect information sent by your browser as part of a web page request, such as cookies or your IP request. For information on how Google Analytics and Optimizely collect and use your information, please refer to their privacy policies. By continuing to use this website, you consent to the processing of the above data by Hotjar and by the third parties used by Hotjar in accordance with their respective privacy policies. The cookies used by Hotjar have differing durations; some are 365 days, some persist for the session only.
 
To opt out please go to the following link: https://www.hotjar.com/opt-out

 

Management of personal data

At Hays, we train our staff to respect the confidentiality of customer information and the privacy of individuals. Hays regard breaches of your privacy very seriously and any breach will result in disciplinary action being taken, dependent upon severity. Hays have appointed a Privacy Officer to ensure that our management of personal information is in accordance with this policy and the Personal Data (Privacy) Ordinance.
 

How do we store & protect personal data?

Safeguarding the privacy of your personal data is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal data in a combination of secure computer storage facilities and paper-based files and other records, and take such steps as are reasonable in the circumstances to protect the personal data we hold from misuse, interference and loss, unauthorised access, modification or disclosure. We may need to maintain records for a significant period of time. However, when we consider data is no longer needed for the fulfilment of the purpose (including any directly related purpose) for which the data is or is to be used, we will remove any details that will identify you or we will securely destroy the records.
 

How do we keep personal data accurate & up to date?

Hays take reasonable steps to ensure that the personal information it holds and discloses is accurate up to date and complete. We recognise that personal data changes frequently with changes of address and other personal circumstances. We generally update your customer data over the telephone. Please advise your consultant when your personal details change.
 
If you have created a profile with Hays via our website, you are able to review and edit your personal data at any time by logging into your account and reviewing your profile. You can delete your personal information or close your account by contacting the Privacy Officer. If you do choose to close your account with Hays, Hays may retain personal information from your account as and where required by law.
 

Enquiries & complaints

You can make enquiries, requests to access/delete or correct your information, or complain about alleged breaches to, or otherwise contact our Privacy Officer:

Email privacy@hays.com.hk

Address 

Unit 6604-6606, 66/F, ICC
1 Austin Road West, Kowloon
Hong Kong

We aim to acknowledge receipt of all complaints within 10 working days and aim to resolve all complaints within 40 days. This may not be possible in all circumstances depending on the contents of the complaint. In this situation, we will respond to your complaint in a reasonable time.
 

Access

Subject to some exceptions that are set out in the Personal Data (Privacy) Ordinance you can gain access to the personal data that we hold about you.
 
To make a request to access your personal data, you will need to complete an application form verifying your identity and specifying what information you require. Please contact our Privacy Officer for an application form. We will respond to your request within 40 days after the request is made and provide access to the information in the manner requested.
 
We may impose a moderate charge in providing access. Our Privacy Officer will discuss this with you if we refuse to provide you with access to your personal data in accordance with the Personal Data (Privacy) Ordinance, we will notify you in writing of the reasons for the refusal and the process for escalation regarding this refusal.
 

Correction

You may request that we correct the personal data that we hold about you if you deem it to be inaccurate, incomplete, out-of-date, irrelevant or misleading. We will:

  • make the necessary correction to that data
  • supply to you with a copy of the data as so corrected
  • if the data has been disclosed to a third party during the 12 months immediately preceding the day on which the correction is made; and Hays has no reason to believe that the third party has ceased using the data for the purpose (including any directly related purpose) for which the data was disclosed to the third party, take all practicable steps to supply the third party with a copy of the data as so corrected accompanied by a notice in writing stating the reasons for the correction

If we refuse to correct your personal data in accordance with the Personal Data (Privacy) Ordinance, we will notify you in writing of the reasons detailing our refusal to correct the information and the process for escalation regarding this refusal. If you wish to exercise your rights of correction you should contact our Privacy Officer for an application form. We will not charge you for making the request to correct your information.

Feedback

Hays have several areas on our website where you can submit feedback, under the ‘contact us’ section. Any feedback that is submitted through this area becomes the property of Hays. We may use this feedback, such as success stories or responses to surveys, for marketing purposes, or, with your consent, contact you for further feedback on the site.

 

HP-022-10 
© November 2022


PRIVACY NOTICE
HONG KONG

As part of our compliance with the Personal Data (Privacy) Ordinance (Cap. 486) (‘PDPO’) of the laws of the Hong Kong Special Administrative Region, Hays Hong Kong Limited requests you read the following information regarding when and how we collect your personal data and how we maintain, use, store, transfer and disclose of your personal data in connection with your possible or actual work placements and sign where indicated to acknowledge your acceptance and understanding of this information.
 
Personal data means information about you, including your work experience, qualifications, aptitude test results, opinions about your work performance (eg references) and other information obtained by us in connection with your possible work placements
 

We may collect personal data about you when:

  • You complete our registration forms or provide any other information in connection with your application
  • We receive any reference about you
  • We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
  • We receive the results of any competency or medical test or background checks
  • We receive any complaint or other information from or about you in the workplace
  • We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
  • We receive any information about a workplace accident in which you are involved
  • You provide us with any additional information about you
Please note that it is mandatory for you to provide personal data in order for us to be able to provide you with our services.
 

Your personal data may be used in connection with:

  • Your actual or possible work placement, career guidance or management
  • Your performance appraisals
  • Our assessment of your ongoing performance and prospects
  • Any test or assessment (including medical tests and assessments) that you might be required to undergo
  • Our identification of your training needs
  • Any workplace rehabilitation
  • Our management and resolution of any complaint, inquiry or investigation in which you are involved
  • Any insurance claim or proposal that requires disclosure of your personal information
  • Undertaking criminal reference checks 
  • For research, development, business systems and infrastructure testing and other business purposes to assist us in providing our services to you and providing our services to our clients
If at any time you provide personal data of a third party to us, you warrant and represent that (a) you have already given written notice to the third party of the intention to use the data for such direct marketing (b) have obtained the written consent of the third party to the use or provision of their personal data in such direct marketing by Hays and (c) that the intended use of personal data by Hays and the promotion of Hays recruitment services is consistent with and covered by the consent of the third party.
 

Your personal data may be disclosed to:

  • Potential and actual employers and clients of Hays
  • IT, data, network, technology, internet, social network and business process service providers and organisations
  • Hays employees and potential employers located in: Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden, Thailand, Denmark, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible or actual work placements and to assist us in providing our services to you 
  • Referees 
  • External providers of online training and induction eg mandatory on-line OH&S Induction 
  • Our insurers and brokers 
  • A professional association or registration body that has a proper interest in the disclosure of your personal data 
  • A Workers Compensation body 
  • Any person with a lawful entitlement to obtain the information 
  • Accountants, auditors, company secretarial services and professional advisers 
  • Landlords, agents and property services organisations
  • Travel and other services providers
  • Marketing and event organisers, venues and companies
This may include transferring your personal data to a location or country which may not offer the same level of protection of personal data as Hong Kong.
 

If you do not give us the information we seek:

  • We may be limited in our ability to locate suitable work for you; and
  • We may be limited in our ability to place you in work

Additional information contained in our privacy policy:

Our privacy policy which is located on the bottom of our website, www.hays.com.hk contains further information about the type of information we hold and how we manage your information, including how you can, subject to some exemptions, access personal data about you that we hold and request that it be corrected. It also sets out how you can complain about any alleged breaches of the PDPO and how we will deal with any complaints.

You have the right to request access to and correction of information held by us about you. You also have the right to withdrawn your consent to Hays use of your personal data, without charge. If you wish to access or correct your personal data, or otherwise wish to contact us, please contact our Privacy Officer at:
 
Address 6604-06, 66/F, ICC, 1 Austin Road West, West Kowloon, Hong Kong
 

Changes to our Privacy Notice:

If at any time our privacy notice or privacy policy changes, the updated details will be available on the privacy policy on our website. Any information we hold about you will be governed by the most current version of this policy.
 
FM-028-09
© November 2022

For candidates using Hays Globalink services, please refer to our UK privacy policy here.