Notice of BOC Group Life Assurance Company Limited to Tied Agents concerning the Personal Data (Privacy) Ordinance

Please read this Notice before you provide any personal data to us. In order to comply with the provisions of the Personal Data (Privacy) Ordinance and other related ordinances, and for the purpose of protecting personal privacy, we have specifically prepared this Notice which sets out our basic policies regarding the collection, storage, use and security of the personal data of tied agents. If you wish to understand our Privacy Policy Statement in detail, you may visit relevant document using this hyperlink http://www.boclife.com.hk/en/privacy-policy.html.

1. Types of personal data held by us regarding tied agents and the purposes of use of such data 

• BOC Group Life Assurance Company Limited (referred to as “the Company”, “our”, ”we”, or “us”) may collect certain personal information from you when you apply to be an insurance agent with us, including without limitation your name, identity card number, passport number, date of birth, photograph(s), contact information, financial and account information, academic and professional qualifications, compensation, and employment history (“Personal Information”). We may also collect Personal Information about you from third parties such as other insurance companies or agents, educational institutions, government agencies, medical personnel, credit reporting agencies, investigation agencies, courts or public records.
• The types of personal data held by us regarding tied agents include: the basic personal data, curriculum vitae, information about allowances and benefits, internal and external training records or information, job promotions and work experience at our company and the BOC Group, appraisals, attendance information, reward and disciplinary record, etc. of the data subject, and other personal data collected for purposes related to the fulfillment of our relationship with tied agents and human resources management functions (Post-termination included), compliance, debt collection which may occurred.
• The purpose of us collecting the personal data in above is for the fulfillment of our relationship with the tied agents and human resources management functions (Post-termination included).
• We will from time to time review the use of personal data of tied agents held by us so as to ensure that such use does not violate the original purpose.

2. Persons/organizations having the right to use the personal data (Post-termination included)

• In order to cooperate with human resources management’s work, we will, depending on the actual circumstances, make available information about your rewards and penalties internally within the Company, and transfer such information to relevant entities of BOC Group Life Assurance Limited (including places outside Hong Kong).
• In order to satisfy the requirements of relevant ordinances and regulations, we will also transfer your personal data to relevant government departments and regulatory bodies.
• To comply with the compliance requirement of the company, we may use and transfer your personal data to third party service provider.
• For the purpose of debt collection which may occurred, we may use and transfer your personal data to third party service provider .
• For purposes related to the fulfillment of our relationship with tied agents and human resources management functions, your personal data will also be provided to some external organizations/persons providing services to the Company.  
• To facilitate the need of insurance license registration, we may transfer your personal data to our cooperating business partner(s) for license application with that business partner.
• To comply with the relevant requirements on Continuous Professional Development (“CPD”) for licensed insurance intermediaries, we may transfer your personal data to third party service provider for the purpose of managing and recording CPD activities.

3. Responsibility to provide personal data

• When you provide personal data to us, please ensure that the personal data provided are complete, correct and accurate.
• If you do not provide the personal data we need with respect to tied agents, we will not be able to commence various human resources management tasks for you, and the tied agent relationship between you and us may also be affected.
• Should any personal data provided by you become inaccurate or obsolete, you are obliged to inform us as soon as possible. We shall not be responsible for any mistaken outcomes or any consequences as a result of personal data being inaccurate when you provided it to us, or your failure to promptly seek to correct any obsolete data.

4. Security policy concerning personal data

• We will take practicable steps to ensure that the personal data that we collect and hold are accurate.
• Unless otherwise provided herein, or your consent has been obtained and the requirements of relevant ordinances and regulations are satisfied, your personal data will not be used for any purpose that is not related to the tied agent relationship between you and us or any human resources management functions.
• We will provide suitable training and guidance and take practicable steps to increase the awareness of staff towards the protection of personal data and to ensure that the personal data held by us will be protected without being subject to unauthorized or accidental access, use or deletion.
• Pursuant to our data retention policy, all personal data of unsuccessful applicants will be destroyed within twelve (12) months following the close of the recruitment process.  All application letters will be held in strict confidence, and the personal data provided by the applicants will only be used for recruitment purposes.
• Before we transfer your personal data to an external third party, we would ensure they have proper data security facility in place. Proper safeguard will be in place when your personal data is being transferred.

5. Access and correction rights

• You have the right to enquire whether we hold any personal data relating to you, and request access to such data (if any). 
• If you think that the personal data held by us is not correct, you can request us to make correction.
• According to the Personal Data (Privacy) Ordinance, we have the right to charge a reasonable fee for handling any request for access to personal data. 
• Subject to the provisions of the Personal Data (Privacy) Ordinance, we will comply with your requests for access to or correction of your personal data.
• Any application for access to or correction of data, or any questions on our personal data policy and practice regarding tied agents, may be directed to:

I acknowledge that I have read the Notice of BOC Group Life Assurance Company Limited to Tied Agents concerning the Personal Data (Privacy) Ordinance (“the Notice”), I understand BOC Group Life Assurance Company Limited’s policy on the protection of personal data and my rights to access and correct my personal data. I further acknowledge and consent that my personal data may be disclosed to, or held, used, transferred, and processed in accordance to the Notice.