Personal Information collected when you visit our websites

Use of cookies – When you browse this website, cookies will be stored in your computer’s browser. Cookies are electronic tags that most websites place on your computer by sending your browser a file. The UJC uses cookies in a limited fashion. The cookie tells us when a browser has previously visited our site returns and it identifies your computer’s browser and operating system to help us make the best connection. The cookie we place on your computer does not tell us anything about your visits to other websites.

If you would prefer not to receive cookies, most browsers can be set to refuse cookies or to alert you when one is being sent. It is possible that some portions of this site may not function properly if cookies are disabled.

When you visit the UJC website, we will record your visit as a “hit”. We use Google Analytics to record your visit. This record includes your IP addresses and your internet service provider’s domain name, the types and configurations of browsers, language settings, geo-locations, operating systems, and time/duration and the pages visited.

Outsourcing arrangements

The UJC’s internal IT systems are developed and maintained by board members with IT expertise and in-house staff. Third party service providers may from time to time have access to personal data stored in the UJC internal IT system.  In this case, such third part service providers will be subject to similar privacy laws and/or contractual obligations to maintain the privacy of the personal data collected by the UJC.

We use Constant Contact, a third party email marketing program for our Shabbat Shalom Newsletter and other mass emails. You can access their privacy statement here and their parent company’s statement here. We include a link on this site to our UJC Facebook page Facebook’s privacy policy can be found here.

When you visit our website, in addition to placing cookies in your browser to help it remember your previous preferences, we use Google Analytics to help us analyse and gather web visit statistics. The reports disclose website trends without identifying individual visitors. Google Analytics privacy policy can be accessed here.

Our website is built using WordPress whose privacy policy is here. Our current WordPress theme has a separate privacy policy which can be found here.

Our website was designed and is maintained by Creative Art Mix Limited (privacy statement here), and our in-house staff who adhere to the UJC’s privacy policy.

We use three third party security programs to protect your privacy and prevent information from being hacked on and block malicious attempts to access our site (Wordfence, Sucuri, and Anti-Malware Security and Brute-Force Firewall, all of which have firewalls). Contact us for more information on their privacy policies.

Any forms you fill in on the website or emails that you send to us via the website are protected by Clean Talk. Their privacy policy can be accessed here.

Third Party Websites

UJC may post links to third party websites on this site. These third party websites are not screened for privacy or security compliance by UJC, and you release us from any liability for the conduct of these third party websites.

All social media sharing links, either displayed as text links or social media icons do not connect you to any of the associated third parties, unless you explicitly click on them.

Please be aware that this Privacy Policy, and any other policies in place, in addition to any amendments, do not create rights enforceable by third parties or require disclosure of any personal information relating to UJC members. UJC bears no responsibility for the information collected or used by any advertiser or third-party website. Please review the privacy policy and terms of service for each site you visit through third party links.

Kinds of Personnel Data Held

Personnel records, which include job applications and UJC 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, which include administration and membership files, personal data provided to the UJC from individuals in order to participate in UJC activities, records relating to educational and training activities organised by the UJC, newsletters and other mailings subscriptions and enquiries from the public, etc.

Records collected on webservers, which include email addresses (whereas they constitute personal data under specific circumstances that the addresses can be used to identify an individual) collected for newsletter subscription.

Main Purposes of keeping Personal Data

Personnel records of employees and applicants for employment are kept for recruitment and human resource management purposes, relating to such matters as employees’ appointment, employment benefits, termination, performance appraisal and discipline, etc.

Other records are kept for various purposes which vary according to the nature of the record, such as administration of office functions and activities, organising and delivering educational and training activities, acquisition of services, subscription of publications and enquiries from the public, etc. Records collected for the purpose of sending newsletters to subscribers registered through Constant Contact are added to or deleted from Constant Contact and the Office mailing system upon your request.

Protection measures

The UJC takes appropriate steps to protect the personal data we hold against loss, unauthorised access, use, modification or disclosure.

Retention

The UJC maintains and executes retention policies of records containing personal data to ensure personal data is not kept longer than is necessary for the fulfilment of the purpose for which the data is or is to be used. Different retention periods apply to the various kinds of personal data collected and held by the UJC in accordance with the UJC data protection policy.

Disclosure of personal data

The personal data collected by the UJC for UJC membership may be disclosed to other UJC members to facilitate dialogue within the UJC on its activities and not for any other purpose. UJC members which do not want to disclose their personal data to other UJC members via the UJC website or otherwise should contact the UJC as indicated below to opt-out of this disclosure.

Data access and correction

You should make your data access request by completing a Data Access Request Form as set forth by the Privacy Commissioner for Data Protection, Hong Kong (PCPD)  (www.pcpd.org.hk/english/resources_centre/publications/forms/files/Dforme.pdf) and sending the completed Form directly to the UJC Data Protection Officer by email at ujc@ujc.org.hk, or in person or by mail to:

United Jewish Congregation of Hong Kong
Jewish Community Centre
One Robinson Place, 70 Robinson Road
Mid-Levels, Hong Kong

When handling a data access or correction request, the UJC will check the identity of the requester to ensure that he/she is the person legally entitled to make the data access or correction request. A Data Protection Log Book is maintained by the UJC as required under section 27 of the Personal Data Protection Ordinance.

Enquiries

Any enquiries regarding personal data privacy policy and practice may be addressed to the Data Protection Officer at the above correspondence address or via email at ujc@ujc.org.hk.

We keep our privacy policy statement under regular review.

Information that is collected on online forms becomes the property of the UJC. The UJC does not sell, market or distribute this information and will not use it for purposes other than indicated in this privacy policy.

This statement of policy will be updated periodically as our systems change or are upgraded. It is accurate as of September 2019.