Hong Kong College of Emergency Medicine

Personal Data Policy Statement

Personal Data


Hong Kong College of Emergency Medicine (“the College” or “HKCEM”) supports and is committed to comply with the Personal Data (Privacy) Ordinance (Cap. 486) (PDPO). Personal data of Fellows, Ordinary Members, Higher Trainees, Basic Trainees and College staff (Data Subjects), i.e. data including but not limited to name, phone number, email address, correspondence address, date of birth, gender, user Identification Document and other information that would allow someone to identify each individual Data Subjects, may be used mainly for the following purposes:
1. Record of membership, training and educational administration of the College;
2. Distribution of the College’s publications, notices and circulars;
3. Membership and trainee profile analyses;

4. Display and usage in HKCEM Website, e-Portfolio, electronic payment through HKCEM Website and all activities or events organized or co-organized by HKCEM;
5. Direct marketing of conferences, services and other activities organized by the Hong Kong Academy of Medicine and its Colleges or other organizations subject to the requirements of PDPO;
6. Any other purposes directly related to the purpose for which the personal
data were originally collected, and those may be separately notified to or
agreed with you.

Anonymized data in e-Portfolio including but not limited to the training experience, without personal identifiers, may be used for audits and research relevant to medical education and curriculum planning by the College.
By using our services or joining the activities or events of the College, Data
Subjects are accepting the practices described in this Policy. The College may update this Policy from time to time, for any reason, with or without prior notification.

Transfer of Data


Personal data held by the Colleges are kept confidential but the College may
provide necessary data to:

1. The Hong Kong Academy of Medicine for CME/CPD registration of
Fellows/doctors according to requirements under the Hong Kong Academy of Medicine Ordinance (Cap. 419) and Bylaws, Medical Registration Ordinance (Cap. 161). Anonymized data in e-Portfolio including the training experience, without personal identifiers, may be transferred to HKAM for audits and research relevant to medical education.

2. Medical Council of Hong Kong for verification of Fellowship/CME/CPD status and specialty accreditation relating to Specialist Registration.

3. The Government or other authorities when required by law or by order of a court of Hong Kong.

Access and Correction of Personal Data


The right of reviewing, updating, correction or deletion of personally identifiable information under PDPO will be observed. Requests for reviewing, updating, correction or deletion of personally identifiable information shall be made in writing to the Secretariat Office of the College. A reasonable fee may be charged towards administrative expenses in complying with access requests.

Online Security


The online transaction processing is provided by online payment solution provider with up-to-standard encryption technology. All confidential information is automatically encrypted before it is transmitted, to protect the data from being read and interpreted by unauthorized person.

The online security of the HKCEM e-Portfolio was supported by the firewall in datacenter, the website is running under https encryption. (SHA256 RSA
Signature) with port control. The website is restricted to access by authorized personnel only. User password is encrypted.

Retention of Personal Data


Unless there is a regulatory legal requirement for us to keep your personal data for a specified period, the College only retains your personal data for as long as necessary to fulfill the purposes specified above for which the personal data were originally collected.

Information during EM training would be archived after anonymization and removal of personal identifiers, by 3 years after the trainee becomes a fellow.

Direct Marketing


Except to your indication as given when acknowledging this Policy or to the extent you have already opted out or in future opt out, the College may also use your name, mailing address, telephone number and email address for sending promotional materials to you and conducting direct marketing activities in relation to products and services provided by the Academy, its constituent colleges, other educational and business partners (including but not limited to the universities, institutions and providers of medical services / products).

If you do not wish to receive any promotional and direct marketing materials from the College, please contact us through one of the communication channels below.

Contact us by Post:
The Secretariat Office,
Hong Kong College of Emergency Medicine,
Rm 809, Hong Kong Academy of Medicine Jockey Club Building,
99 Wong Chuk Hang Road, Aberdeen, Hong Kong.

By Email:  enquiry@hkcem.org.hk 

By Fax:     +852 2554-2913

Endorsed by the College Council HKCEM on 24th August 2021