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Privacy Policy

Effective date: 29 June 2026
Last updated: 29 June 2026

1. Introduction

The Association of Hong Kong Operating Room Nurses Limited (“HKORN”, “we”, “us” or “our”) respects the privacy of its members and users.

This Privacy Policy explains how we collect, use, store, protect and disclose personal data when you use:

  • the HKORN website at hkorn.org.hk and its related webpages;
  • the HKORN mobile application; and
  • related membership, communication, event, course, forum and support services operated by HKORN.

We handle personal data in accordance with the Personal Data (Privacy) Ordinance (Cap. 486 of the Laws of Hong Kong) and its applicable Data Protection Principles.

By using the website or mobile app, you acknowledge the practices described in this Privacy Policy.

2. Data User

For the purposes of the Personal Data (Privacy) Ordinance, the data user is:

The Association of Hong Kong Operating Room Nurses Limited

Email: contact@hkorn.org.hk

3. Personal Data We Collect

Depending on how you use our services, we may collect the following information.

3.1 Membership and account information

We may collect:

  • your name;
  • your membership number or membership status;
  • your email address;
  • your username or account identifier;
  • your password or securely protected login credentials;
  • your hospital, organisation, professional role or membership category, where applicable; and
  • records relating to the creation, administration, renewal, suspension or termination of your membership account.

Passwords should be stored in an encrypted or securely hashed form. We do not intend to store members’ passwords as readable plain text.

3.2 Information submitted through the website

When you contact us or submit information through the website, we may collect:

  • your name;
  • your email address;
  • the subject of your enquiry;
  • the contents of your message;
  • information submitted through a contact, registration, membership, event or course form; and
  • newsletter preferences, where applicable.

Please do not include patient information, confidential clinical information or sensitive personal data in a contact form, forum post or general enquiry unless HKORN has specifically requested it through an authorised and secure process.

3.3 Forum and member-content information

Where members are permitted to participate in forums or other member functions, we may collect and retain:

  • posts, replies and comments;
  • the date and time of a submission;
  • the account associated with a submission; and
  • moderation and administrative records.

Information posted in a member forum may be visible to other authorised members. Members should not post patient-identifiable information, confidential workplace information or another person’s personal data without proper authority.

3.4 Technical and usage information

When you use the website or mobile app, our systems or service providers may automatically process limited technical information, such as:

  • Internet Protocol address;
  • device type;
  • operating system;
  • browser type;
  • app version;
  • login date and time;
  • pages or features accessed;
  • error, crash and diagnostic information; and
  • security and access logs.

This information may be used to operate, secure, maintain and improve the website and mobile app.

We do not use this information to track members across unrelated websites or mobile applications for advertising purposes.

4. Information the Mobile App Does Not Collect

The HKORN mobile app:

  • does not process payments;
  • does not collect credit-card, bank-account or other payment information;
  • does not request access to or use the device camera;
  • does not take photographs;
  • does not request access to the user’s photo library;
  • does not upload photographs or videos from the user’s device;
  • does not collect precise GPS location;
  • does not collect health or fitness data from the user’s device;
  • does not access contacts stored on the device; and
  • does not use members’ personal data for third-party advertising or cross-app tracking.

The app may display photographs or other media already published or supplied by HKORN. Displaying such content does not mean that the app accesses or uploads photographs from a member’s device.

5. Purposes for Which We Use Personal Data

We may use personal data for the following purposes:

  • verifying a person’s identity and membership status;
  • creating and administering membership accounts;
  • enabling members to log in to the website and mobile app;
  • providing member-only information, resources and functions;
  • responding to questions, requests and technical-support enquiries;
  • administering membership applications and renewals;
  • managing courses, events, seminars, meetings and professional activities;
  • providing notices and information concerning HKORN’s activities;
  • enabling and moderating member forums;
  • maintaining the security and integrity of our systems;
  • preventing unauthorised access, misuse, fraud or other security incidents;
  • diagnosing technical problems and improving system performance;
  • maintaining administrative and membership records;
  • complying with legal, regulatory, audit or reporting requirements; and
  • establishing, exercising or defending legal rights.

We will not use personal data for a new purpose unrelated to the original purpose of collection unless we have obtained the individual’s prescribed consent or are otherwise permitted or required by law.

6. Mandatory and Optional Information

Information marked as mandatory must be provided so that we can create or administer an account, verify membership, respond to an enquiry or provide the relevant service.

Where required information is not provided, we may be unable to:

  • create or maintain the member’s account;
  • verify the member’s identity or membership;
  • permit access to member-only functions;
  • process an application or request; or
  • provide the requested service.

Optional information may be provided at the individual’s discretion.

7. Communications and Direct Marketing

We may send members administrative or service-related communications, including:

  • account and security notices;
  • password-reset messages;
  • membership notices;
  • event and course information;
  • meeting notices;
  • service updates; and
  • changes to our policies or services.

These messages are part of the administration of HKORN’s services and are not necessarily direct marketing.

Where HKORN intends to use personal data for direct marketing, we will comply with the applicable requirements of the Personal Data (Privacy) Ordinance and obtain the member’s consent or indication of no objection where required.

Members may ask us to stop sending optional promotional or newsletter communications by:

  • using the unsubscribe function contained in the communication, where available; or
  • emailing contact@hkorn.org.hk.

Opting out of optional promotional communications will not prevent HKORN from sending necessary membership, security, account or service notices.

8. Disclosure and Transfer of Personal Data

We do not sell or rent members’ personal data.

We may disclose or provide access to personal data only where reasonably necessary to:

  • authorised HKORN officers, council members, employees, administrators or volunteers who need the information to perform their duties;
  • website hosting, cloud hosting, email, authentication, database, technical-support, cybersecurity and app-service providers;
  • event, course or administrative service providers acting on our instructions;
  • professional advisers, auditors or insurers;
  • government, regulatory, law-enforcement or judicial authorities where required or permitted by law; or
  • another party where disclosure is necessary to protect the rights, safety or property of HKORN, its members or other persons.

Service providers are expected to process personal data only for the services they provide to HKORN and to apply appropriate confidentiality and security safeguards.

Some service providers may process or store information outside Hong Kong. Where this occurs, we will take reasonably practicable steps to ensure that the information receives an appropriate level of protection.

9. Third-Party Services and Links

The website or mobile app may contain links to external websites, event-registration services, embedded documents, app stores or other third-party services.

Those third parties operate independently and may have their own privacy policies and data-handling practices. This Privacy Policy does not govern personal data collected directly by an external service.

Members should review the privacy policy of an external service before submitting personal data to it.

10. Cookies and Similar Technologies

The website may use cookies or similar technologies that are necessary for:

  • member login and authentication;
  • maintaining a user session;
  • security;
  • remembering user preferences;
  • preventing misuse; and
  • supporting essential website functions.

The website may also use limited measurement or diagnostic technologies to understand system performance and resolve technical problems.

Users may configure their browser to block or delete cookies. However, blocking essential cookies may prevent login or cause member-only features to function incorrectly.

HKORN does not use cookies or mobile technologies for cross-site or cross-app advertising tracking.

11. Data Security

We take reasonably practicable measures to protect personal data against unauthorised or accidental access, processing, erasure, loss, alteration or disclosure.

These measures may include:

  • access controls;
  • password protection;
  • secure password hashing;
  • encrypted transmission;
  • restricted administrative access;
  • system monitoring;
  • software updates;
  • backups;
  • staff or administrator confidentiality requirements; and
  • security procedures for service providers.

Members are responsible for keeping their login credentials confidential. Members should:

  • use a strong and unique password;
  • not share their password with another person;
  • log out after using a shared device; and
  • notify HKORN promptly if they suspect unauthorised access to their account.

No internet transmission or electronic storage system can be guaranteed to be completely secure. We cannot guarantee absolute security, but we will take reasonably practicable steps to protect personal data.

12. Data Retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including membership administration, account security, dispute resolution, record-keeping and compliance with legal obligations.

Retention periods may differ according to the type of information. For example:

  • active account information may be retained while the membership or account remains active;
  • security logs may be retained for a limited period for system protection and investigation;
  • correspondence may be retained for follow-up and administrative records;
  • forum records may be retained for continuity, moderation and record-keeping; and
  • information required by law may be retained for the applicable statutory period.

When personal data is no longer required, we will take reasonably practicable steps to delete, anonymise or securely dispose of it.

13. Account Closure and Deletion

Members may request closure or deletion of their account through the account settings, where this function is available, or by contacting HKORN.

Before processing a deletion request, we may take reasonable steps to verify the requester’s identity.

Following account deletion, we will delete or anonymise personal data associated with the account unless retention is:

  • required by law;
  • reasonably necessary for membership, governance, audit or record-keeping obligations;
  • necessary for resolving a dispute;
  • necessary for preventing fraud or misuse; or
  • necessary for establishing, exercising or defending legal rights.

Deleting an app from a device does not automatically delete the member’s HKORN account or information stored on HKORN’s systems.

14. Access and Correction Rights

Under the Personal Data (Privacy) Ordinance, an individual has the right to:

  • request confirmation of whether HKORN holds personal data about that individual;
  • request access to such personal data; and
  • request correction of inaccurate personal data.

Requests should be made in writing to:

Data Protection Contact
The Association of Hong Kong Operating Room Nurses Limited
Email: contact@hkorn.org.hk

HKORN may request information reasonably necessary to verify the requester’s identity.

We may charge a fee for processing a data-access request where permitted by law. Any such fee will not be excessive.

15. Children’s Privacy

The website and mobile app are intended for HKORN members and persons participating in HKORN’s professional activities. They are not directed at children.

We do not knowingly collect personal data directly from children through the mobile app. If we discover that personal data has been collected from a child without appropriate authority, we will take reasonable steps to remove it.

16. Data Breaches and Security Incidents

Where HKORN becomes aware of a personal-data security incident, we will assess the nature and potential impact of the incident and take appropriate containment, investigation and remedial measures.

Where appropriate, HKORN may notify affected individuals, service providers, the Office of the Privacy Commissioner for Personal Data or other relevant authorities.

17. Changes to This Privacy Policy

We may update this Privacy Policy when our services, technologies, service providers or legal obligations change.

The updated policy will be published on the HKORN website and, where appropriate, made available through the mobile app. The “Last updated” date at the beginning of the policy will indicate when it was most recently revised.

Material changes may also be communicated to members through the website, mobile app or email.

18. Contact Us

Questions, privacy enquiries, account-deletion requests and requests for access to or correction of personal data may be sent to:

The Association of Hong Kong Operating Room Nurses Limited
Email: contact@hkorn.org.hk
Website: www.hkorn.org.hk

The Association of Hong Kong Operating Room Nurses (HKORN)

The Association aims to promote professional knowledge, skills and standards of members through professional educational activities relating Perioperative Nursing and Operating Room practices.
 

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