Personal Information Collection Statement (PICS)

Please read this Personal Information Collection Statement ("PICS") carefully. This Statement explains how YK Pao School Hong Kong ("YKPSHK") collects, uses and transfers personal data provided through YKPSHK's digital platforms, including the Parent Portal, Student Portal, Staff Portal, school website, online forms and other digital services.

1. Collection of Personal Data

From time to time, it is necessary for prospective students, students, parents, guardians, staff members, applicants, alumni and other authorised users to provide personal data to YKPSHK for educational, administrative, employment and operational purposes.

The types of personal data collected may include names, contact details, identification information, family relationships, academic records, attendance records, health information, photographs, emergency contact information, employment information, documents, declarations, consents and information submitted through YKPSHK's digital platforms.

Personal data will be retained only for as long as necessary to fulfil the purposes for which it was collected, or as otherwise required or permitted by applicable law. When personal data is no longer required, YKPSHK will take reasonable steps to ensure that it is securely destroyed or anonymised.

2. Purposes of Collection

Personal data collected by YKPSHK may be used for one or more of the following purposes:

1. processing applications for admission, enrolment, employment, school programmes, activities and services;
2. maintaining student, parent, guardian, staff and applicant records;
3. administering teaching, learning, assessment, reporting, attendance, pastoral care, student wellbeing and safeguarding;
4. communicating with students, parents, guardians, staff members, applicants and other members of the school community;
5. administering school activities, events, trips, co-curricular programmes, transport, catering, library, health, medical and other support services;
6. processing online forms, permissions, declarations, consents, payments, requests and document submissions;
7. providing, managing and securing user accounts, authentication services and access to YKPSHK's information systems and digital services;
8. managing employment, payroll, benefits, professional development, performance and other human resources matters;
9. processing fees, payments, refunds, donations and other financial transactions;
10. maintaining the security, integrity and proper operation of YKPSHK's systems, facilities and services;
11. complying with legal, regulatory, accreditation, reporting and safeguarding requirements;
12. investigating incidents, complaints, misconduct, security events or breaches of YKPSHK policies; and
13. any other purposes directly related to the above.

3. Mandatory and Voluntary Provision of Personal Data

The provision of personal data may be mandatory or voluntary, depending on the purpose for which it is collected.

Where personal data is identified as mandatory, failure to provide the requested information may result in YKPSHK being unable to:

1. process an application or request;
2. enrol a student or provide educational services;
3. provide access to YKPSHK's systems or services;
4. maintain complete and accurate records;
5. provide appropriate health, safeguarding or student support;
6. administer employment or other contractual arrangements; or
7. comply with legal, regulatory or operational requirements.

Optional information will be identified where appropriate.

4. Disclosure and Transfer of Personal Data

Personal data held by YKPSHK will be treated as confidential. However, where necessary for the purposes stated in this PICS, personal data may be disclosed or transferred to:

1. governors, employees and authorised representatives of YKPSHK who require the information to perform their duties;
2. educational, administrative, technology, cloud, communication, payment, transport, catering, medical, insurance and other service providers engaged by YKPSHK;
3. examination boards, accreditation bodies, educational institutions and partner organisations;
4. government departments, statutory bodies, regulatory authorities, law enforcement agencies or courts where required or permitted by law;
5. medical professionals, emergency services or other persons where disclosure is necessary to protect the health, safety or wellbeing of an individual;
6. professional advisers, auditors, insurers, consultants and legal representatives;
7. banks, payment processors and financial service providers;
8. parents, guardians or authorised representatives of a student where appropriate;
9. other persons or organisations with the consent of the data subject or their authorised representative; and
10. any other person or organisation where disclosure is required or permitted by law.

5. Digital Platforms and Service Providers

Personal data may be collected, stored or processed through systems operated by YKPSHK or by authorised third-party service providers.

These systems may include student information systems, learning platforms, communication systems, cloud services, online forms, identity and authentication services, document management systems and other school-approved digital tools.

Such systems may be located in Hong Kong or other jurisdictions. Where personal data is processed or stored outside Hong Kong, YKPSHK will take reasonably practicable steps to ensure that appropriate safeguards are in place to protect personal data.

6. Official School Records

Personal data submitted through YKPSHK's digital platforms may form part of YKPSHK's official student, parent, guardian, staff, applicant or administrative records.

Users are responsible for providing information that is accurate, complete and up to date. YKPSHK should be informed promptly of any changes or inaccuracies.

7. Photographs, Audio, Video and Student Work

YKPSHK may collect, create and use photographs, audio recordings, video recordings, student work, names, achievements and records of school activities for:

1. educational and assessment purposes;
2. student identification and record-keeping;
3. safeguarding and security;
4. internal school communications;
5. documenting school activities and events;
6. school publications, displays, websites, social media or promotional materials; and
7. archival and historical purposes.

Where consent or permission is required, such materials will be used in accordance with the permissions provided by the relevant individual or, where applicable, their parent or guardian.

8. System and Security Records

When users access YKPSHK's digital platforms, YKPSHK may collect and retain system and security information, including:

1. login and logout records;
2. authentication information;
3. IP addresses;
4. browser and device information;
5. system audit logs;
6. actions performed within YKPSHK's systems;
7. uploaded files and submitted forms; and
8. records relating to access, security and technical support.

This information may be used for system administration, technical support, safeguarding, auditing, cybersecurity, incident investigation, fraud prevention and compliance with YKPSHK policies.

9. Direct Marketing

YKPSHK will not use personal data for direct marketing purposes without obtaining consent where required under the Personal Data (Privacy) Ordinance.

10. Changes to this Statement

YKPSHK may amend this PICS from time to time. The latest version will be published on YKPSHK's website or digital platforms.

If you have any queries about our policy and practices, please write to office@ykpaoschool.edu.hk

Updated July 2026