The Personal Data Agreement is a crucial document required when an organization (data user) engages another party (data processor) to process personal data on its behalf in Hong Kong. This agreement is essential for compliance with the Personal Data (Privacy) Ordinance (PDPO) and related guidelines issued by the Privacy Commissioner for Personal Data. It should be used whenever there is outsourcing of data processing activities, cloud service arrangements, or any third-party handling of personal data. The agreement covers critical aspects such as data security measures, breach notification procedures, cross-border transfers, and data subject rights. With Hong Kong's unique position as a global business hub and its specific data protection regime, this agreement must balance local compliance requirements while facilitating international business operations.
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1. Parties: Identification of the data user (controller) and data processor, including full legal names and registered addresses
2. Background: Context of the agreement, relationship between parties, and purpose of data processing activities
3. Definitions: Key terms used in the agreement, including those defined in the PDPO and additional contract-specific terms
4. Scope and Purpose of Data Processing: Detailed description of authorized data processing activities and permitted purposes
5. Data Protection Obligations: Compliance requirements with Hong Kong PDPO's six data protection principles
6. Security Measures: Technical and organizational measures required to protect personal data
7. Confidentiality: Obligations to maintain confidentiality of personal data and processing operations
8. Data Subject Rights: Procedures for handling data access and correction requests
9. Data Breach Notification: Requirements and procedures for reporting data breaches
10. Audit Rights: Rights of data user to audit compliance with agreement terms
11. Term and Termination: Duration of agreement and conditions for termination
12. Return or Destruction of Data: Obligations regarding personal data upon agreement termination
13. Governing Law and Jurisdiction: Specification of Hong Kong law and jurisdiction
1. Cross-border Data Transfers: Required when personal data will be transferred outside Hong Kong, including to Mainland China
2. Sub-processing: Include when the processor may engage sub-processors
3. Direct Marketing: Required when personal data will be used for direct marketing purposes
4. Special Categories of Data: Include when processing sensitive personal data
5. Data Protection Impact Assessment: Required for high-risk processing activities
6. Insurance Requirements: Include when specific insurance coverage is required for data protection
7. Service Levels: Include when specific performance metrics apply to data processing activities
1. Schedule 1: Categories of Personal Data: Detailed list of personal data types being processed
2. Schedule 2: Authorized Processing Activities: Specific processing operations and purposes
3. Schedule 3: Technical and Organizational Security Measures: Detailed security requirements and standards
4. Schedule 4: Approved Sub-processors: List of authorized sub-processors if applicable
5. Schedule 5: Data Transfer Mechanisms: Details of cross-border transfer arrangements if applicable
6. Schedule 6: Service Levels and Metrics: Performance standards and measurement criteria if applicable
7. Appendix A: Data Processing Impact Assessment: Documentation of risk assessment and mitigation measures
8. Appendix B: Security Breach Response Plan: Detailed procedures for handling data breaches
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