Individual schools/departments/units in the University may have the need and are holding personal data locally in their respective offices/sites. While the formal governance structure provides the framework for policies and co-ordination, the assurance of compliance is necessarily distributed and is shared by every unit that deals with personal data.

Personal data kept/used locally at the school/department/unit are typically acquired through:

• extraction/download of such data from central databases, with permission from the relevant Central Data User office(s);
• contact channels available to and specific to the school/department/unit.

Irrespective of the source of data, schools/departments/units dealing with such data should adhere to the principles of the Ordinance. The head of the concerned school/department/unit should ensure that an effective mechanism is in place for such purpose and also ensure that its school / department / unit will not do anything that would be inconsistent with such directions and/or guidance as may be given by the Data Privacy Officer from time to time.

List of Major Users of Personal Data