Privacy Policy

Privacy Policy Statement

Graduate House, The University of Hong Kong

 

Graduate House, under the management of the Centre of Development and Resources for Students (CEDARS) at The University of Hong Kong (HKU), is committed to protecting your privacy and handling your personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486) of the Hong Kong Special Administrative Region.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our online services (such as facility booking and defect reporting).

1. Types of Personal Data Collected

When you interact with the Graduate House website or apply for/reside in our accommodation, we may collect the following types of personal data:

  • Identity Data: Full name, HKU University Number (UID), gender, and nationality.

  • Contact Data: HKU email address, personal email address, phone number, and emergency contact details.

  • Accommodation Data: Room/Flat number, check-in/check-out dates, and accommodation history.

  • Financial Data: Payment records, billing addresses, and bank account details (for refund purposes).

  • Technical Data: IP address, browser type, device information, and usage data collected via cookies when you browse our website.

  • Security Data: CCTV footage (within the physical premises of Graduate House) and electronic access card logs.

2. Purposes of Data Collection

We collect and use your personal data for the following purposes:

  • Accommodation Management: Processing room applications, allocations, check-ins, and check-outs.

  • Daily Operations: Managing facility bookings, handling defect reports, and responding to your inquiries.

  • Financial Processing: Collecting hall fees, issuing invoices, and processing deposit refunds.

  • Communication: Sending you important notices regarding building maintenance, hall activities, emergencies, and administrative updates.

  • Safety and Security: Monitoring access to the building, ensuring the safety of all residents, and investigating incidents or breaches of hall rules.

  • System Improvement: Analyzing website traffic and user behavior to improve our online services and user experience.

3. Disclosure and Transfer of Personal Data

We will keep your personal data confidential. However, to fulfill the purposes mentioned above, we may share your data with:

  • Relevant departments within The University of Hong Kong (e.g., CEDARS, Finance and Enterprises Office, Estates Office, Information Technology Services).

  • Third-party service providers engaged by Graduate House (e.g., maintenance contractors, IT hosting services), who are bound by strict confidentiality agreements.

  • Law enforcement agencies, government bodies, or emergency services, if required by law or to protect the vital interests of residents.

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

4. Data Retention

Your personal data will only be retained for as long as it is necessary to fulfill the purposes for which it was collected, or as required by the University’s data retention policies and applicable laws. Once the data is no longer needed, it will be securely deleted or anonymized.

5. Use of Cookies

Our website uses “cookies” to enhance your browsing experience. Cookies are small text files stored on your device that help us remember your preferences and analyze website traffic. You can choose to accept or decline cookies through your browser settings. However, disabling cookies may prevent you from taking full advantage of certain website features (such as staying logged into the resident portal).

6. Security Measures

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, accidental loss, disclosure, or destruction. All online forms transmitting sensitive information are secured using SSL/TLS encryption.

7. Access to and Correction of Personal Data

Under the Personal Data (Privacy) Ordinance, you have the right to request access to and correction of your personal data held by us. If you wish to exercise these rights, please submit your request in writing to the Graduate House Management Office.