Data privacy is important to eeVoices Limited (hereafter refer as “eeVoices”). This policy clarifies the collection, handling and protection of data provided to us by users of our services or third parties.
I. Our Policy
When eeVoices is engaged to provide pre-employment/employment background check services and employee survey services to our clients, our clients are the Data Controller and eeVoices is the Data Processor.
II. Data Collection
Individuals with information held or collected by eeVoices as part of service offerings to clients (hereafter refer as “Data Subject”) are notified as to why the information is collected, how it may be used and to whom data may be provided. The data collected will only be used solely for the purpose of the collection.
a) Consent and Authorization: In the provision of services to clients, Data Subject about whom data is collected or held have provided consent and signed approvals prior to its collection or use.
b) Information Collected from Data Subject or Clients for Employment Background Check: In order to provide the background check service, relevant personal data of the Data Subject, including but not limited to name, date of birth, contact details, current and past addresses, employment history and information, education history, referees, ID number and other personal identifiers, and different supporting documents may be collected permitted by the local laws and regulations. eeVoices always acts under the instruction of our clients who will determine what personal data is collected and processed in order to provide the services. For more information about the details of what information is being collected and the specific purposes of collection, Data Subject is recommended to speak with their prospective employer/employer.
c) Information Collected in the Employment Background Check Process: The personal data processed and obtained will be determined and subject to the requirements of the clients’ business and position needs authorized by the Data Subject. This may include information such as employment and education records, civil litigation records, court records, criminal records, credit history, bankruptcy records, directorship records, or open source information. eeVoices will only process such service with the Data Subject’s authorization set out in the authorization and consent forms.
III. Data Transfer
a) Data Centre Location: The data collected via this website, email or physical copies will be transferred to eeVoices’ data centre in Hong Kong.
b) Data Transfer within eeVoices’ Subsidiaries, Affiliated Companies and Offices: Data Subject’s data may be transferred within eeVoices’ subsidiaries, affiliated companies and offices to complete the entire background check process.
c) Data Transfer to Third Parties: Data Subject’s information may be provided to third parties for the purposes of fulfilling the specific services only. Third parties may include employers, education institutions, professional bodies, government agencies (e.g., police, courts, insolvency offices, credit bureau and company registries), local agencies or vendors, data providers and eeVoices’ designated representatives who would assist in to complete the specific services.
d) Cross-Border Data Transfer Outside of the European Economic Area: For Data Subject in the European Economic Area, by using eeVoices’ employment background service, you understand that your personal data will be transferred out of the European Economic Area to eeVoices’ Hong Kong data centre as well as other countries relevant to perform the background check service. You understand that Hong Kong has not received a determination issued by the European Commission with an adequate level of protection for personal data.
IV. Data Access and Correction
Data Subject may formally submit a data access and correction request to enquiry@eeVoices.com to gain access to their personal information held by eeVoices. eeVoices will work on such request to provide a digital copy or other formats required by the local privacy laws within the timeline set out by the local laws and regulations.
V. Data Protection and Security
Information collected for our services will be kept in strict confidence and properly protected by eeVoices with proper guidelines, security, and data privacy policies. eeVoices maintains security systems, access control and periodic internal audit processes to ensure that data stored at our systems and premises is fully protected from unauthorized access. All eeVoices employees are required to gain clear understanding of the data privacy policies at eeVoices and comply with the corresponding procedures. Periodic data privacy training and briefing are provided for eeVoices employees.
eeVoices maintains security systems to ensure that data stored on our sites is fully protected from unauthorized access.
To help protect the confidentiality of personal and payment information in our database, eeVoices follows strict security measures including:
• Restricting access using secured access codes and passwords.
• Use of private dedicated lines and facilities for communications.
• The use of 128-encryption technology and Secure Socket Layer (SSL) protocol and certification.
These procedures and other protocols enable us to protect and secure transactions and information. Please contact our webmaster at enquiry@eeVoices.com if you have any queries or questions or call our offices directly.
VI.Retention of Personal Information, Consent Withdrawal and Data Deletion Request
Personal information is stored in our databases for only as long as necessary to fulfill the purposes for which it was collected permitted by the local privacy laws.
Data Subject may withdraw their consent and authorization at any time during the background check process. eeVoices will destroy all information and personal data collected according to the timeline required by the local privacy laws.
Data Subject may request to delete their personal data held at our database by submitting a formal request to enquiry@eeVoices.com and eeVoices will destroy the information and personal data collected in the service process according to the timeline required by the local privacy laws.
VII. Privacy & Security for Website Visitors
Any personal or organizational information provided voluntarily by visitors to this site will be used only for the purpose for which it has been provided and no other purpose, unless required by law or where consent has been provided. We do derive data of a non-personal nature from visitors by use of “cookies” and this data is aggregated to understand traffic patterns and assess the site’s effectiveness only. Your privacy is important to us and your information will not be shared with third parties unless specifically authorized. We do not sell email lists as we hate spam as much as you do.
VIII. Advertising Information
Any contact information submitted by Data Subject to eeVoices for pre-employment/employment background check services and employee survey services will not receive any advertising information and Data Subject’s information collected for the service will only be used solely for the purpose of the collection.
eeVoices does not sell mailing lists or exchange services in return for the use of personal information. Clients, vendors and business prospects may receive periodic mails or emails from eeVoices with information on new services and changes in service. To opt-out, contact eeVoices in writing or by email at enquiry@eeVoices.com or you can opt-out on the email advertisements.
eeVoices does not sell or advertise the personal information of job applicants, employees or data report subjects.
If you have any questions with respect to our privacy policies or disclaimer and legal notice, please contact our us at the below:
• Data Protection Officer, Leo Law, enquiry@eeVoices.com
• EU Representative, Peter Cheung, petercheung@eeVoicescheck.com
eeVoices is one of the leading employment screening and analytics firms in Hong Kong, Singapore, China and other Asia Pacific regions.
15/F, Nexxus Building, 41 Connaught Road Central, Hong Kong