HK Well UK (CIC) Privacy Notice
What is this privacy notice?
1. This privacy notice is for those who are interested in attending events/activities and/or requesting support from Hong Kong Well UK (HKWUK). HKWUK is a CIC committed to the protection of your rights under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This notice will inform you of your rights and provide information about how we hold and use your personal data.
What is personal data?
2. This is information, which indirectly or directly allows you to be identified via circumstances or specific details. It may include data such as names, emails, addresses and other personal data.
How do we process your data?
3. In compliance with the GDPR, HKWUK makes the following commitments about the processing of your data:
- Information will not be processed beyond what is necessary for HK Well UK services and supports
- Data about you will be kept up-to-date and records amended to address factual inaccuracies as soon as possible.
- We will store information securely, with the use of sufficient measures to protect your data from unauthorized access, loss or misuse.
- We will destroy data that is no longer required in a safe and appropriate manner.
4. We will use your personal data for the following purposes:
- to collate details of those wishing to attend our activities and services, to facilitate your attendance on the online talks, in person activities or counselling services
- to inform you about information and updates relevant to events and services
- to record data relating to participants in order to audit compliance with requirements for specific activities with children, young people and vulnerable adults.
What is the lawful basis for processing your personal data?
5. Processing is necessary for the legitimate interests of HK Well UK (CIC) in accordance with GDPR policy and practice. Processing is carried out by a not-for-profit body with a political, philosophical, or trade union aim provided: the processing relates only to those who have regular contact with it in connection with those purposes
- there is no disclosure to a third party without consent.
How will your personal data be shared?
6. Your data will be held securely and only shared for the purposes above within HK Well UK (CIC). You will be informed if any further sharing of information is deemed necessary and your consent for this will be obtained, where appropriate.
How long do we keep your personal data?
7. Records of those who have attended the events/activities/services will be retained for the period of their engagement in any capacity within HKWUK.
What are your rights and your personal data
8. You have the following rights with respect to your personal data in relation to data held about you relating to safeguarding:
- the right to request that HKWUK corrects any personal data if it is found to be inaccurate or out of date;
- the right to request that the data controller provides you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable;
- the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- the right to object to the processing of personal data; and
- the right to lodge a complaint with the Information Commissioner’s Office.
Storage and use of images
9. HKWUK takes images for a variety of reasons in support of our services, for example, to be used for publicity, or as a record of a public event. As photographs of people are considered personal data, we will ask for your consent to how we use your image – as well as your name, email and telephone contact number.
10. We use images in a variety of ways. Your image will only be used specifically for the purposes as shown on the photographic consent form you sign when the image/s are taken. Depending on the permissions you have chosen on the consent form, your data (image) could be used on printed publications, digital promotion (social media/video) or press releases.
11. Your name, telephone and email details are collected in case we need to contact regarding the use of your image.
12. Images containing personal information (images of people) are stored securely within HKWUK’s archive system. Your data will be stored for a maximum of one year, unless agreed otherwise. After that point your image and the associated form information will be deleted unless agreed otherwise.
13. Your image will only be used specifically for the purposes as shown on the photographic consent form you sign when the image/s are taken. Depending on the permissions you have chosen on the consent form, your data (image) could be used on printed publications, digital promotion (social media/video) or press releases.
14. For information on access, portability, withdrawal of consent, correction of your images within HKWUK, please refer to paragraph 8.
Who are relevant contacts ?
15. The Trustees of HKWUK are the Data Controller who cover routine data processing activities.
For data processing relating to safeguarding, complaints and discipline, the Data Controller is HKWUK. If you wish to make a subject access request concerning data held about you relating to safeguarding, complaints and discipline, it should be sent to the Data Protection Officer below:
Name: KAN YU
Email: safeguarding@hongkongwell.uk
16. Further our GDPR policy, please visit our website: https://hongkongwell.uk/data-protection-policy/
17. If you have any queries about data processing relating to HK Well UK (CIC), please contact our Safeguarding Officer at safeguarding@hongkongwell.uk
18. For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office:
Website: https://ico.org.uk/
Phone helpline: 0303 123 1113
Email: casework@ico.org.uk
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(Updated as at 14 November 2025)
