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Kinds of Personal Data Held

The Civil Service Bureau (CSB) holds employment-related personal data in relation to four broad categories of serving and former civil servants, as follows:

  • Officers posted to CSB, including records of personal and family particulars, education and qualifications, employment history, salary and allowances, terms and conditions of service, housing, medical records, leave and passages, training, investments, outside employment, appraisal report, promotion board assessments, conduct and discipline and retirement and pension.
  • Officers whose Head of Grade is the Permanent Secretary for the Civil Service/Head of the Civil Service College/ Deputy Secretary for the Civil Service /Director of General Grades, including records of personal and family particulars, education and qualifications, employment history, salary and allowances, terms and conditions of service, housing, medical records, leave and passages, training, investments, outside employment, appraisal reports, promotion board assessments, conduct and discipline and retirement and pension.
  • Directorate officers and officers on overseas agreement terms or posted to overseas offices, including records of personal and family particulars, employment history, training, salary and allowances, terms and conditions of service and offer of appointment, renewal or extension of agreements.
  • Officers in Bureaux/Departments, including records relating to recruitment, qualifications assessment, promotion/selection/appointment, employment of students, training, pensions, civil service examinations, leave and passages, relevant housing benefits, conduct and discipline, legal assistance, staff appraisal, awards, complaints, office bearers of civil service associations, unions and consultative councils.

The CSB also holds personal data of persons other than civil servants, including candidates with a valid result of the Common Recruitment Examination (for appointment to civil service posts at degree or professional level) and persons appointed to civil service related boards and committees (such as the Public Service Commission, Standing Commission on Civil Service Salaries and Conditions of Service, Pay Trend Survey Committee, Advisory Committee on Post-service Employment of Civil Servants, and Civil Service Training Advisory Board), non-civil service contract staff employed by CSB and persons who are on the List of Freelance Translators and in charge of companies put on the List of Translation Companies.