Privacy

Privacy Notice


Last updated 8 Oct 2020


This Privacy Notice tells you how we, Mathgic, will collect and use your personal data to provide our service optimised for collaborative learning. 

What’s covered by this Privacy Notice?

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Why does Mathgic need to collect and store personal data?

Mathgic needs to collect personal data for correspondence purposes and/or to allow us to provide you our service(s). We are committed to ensuring that the information we collect and use is appropriate for this purpose. Mathgic is a company which values its users’ data protection and privacy rights and we have no interest in collecting data beyond what we need to make our service(s) work for you.

In general we collect personal data relating to you for specific purposes, with the nature of the data collected depending on your interaction with Mathgic. We are committed to transparency in this.

Will Mathgic share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Mathgic in the course of dealing with you. We do this because there are some services, such as our video conferencing facility, which will not work unless we are able to make these transfers. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to deliver the service they provide on our- and of course, your-behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Mathgic procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, or if it is necessary to comply with an employment contract, unless we are legally required to do otherwise. 

How will Mathgic use the personal data it collects about me?

Mathgic will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Mathgic maintains a register of its data processes which includes a record of the data retention policy for each type of data collected and is committed to only ever trying to process the minimum amount of data needed. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Can I find out the personal data that the organisation holds about me?

Mathgic at your request, can confirm what information we hold about you and how it is processed. If Mathgic does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data.
  • Contact details of our data protection officer in the EU, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Mathgic or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information. These will rely on measures approved by the EU Commission.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Mathgic accepts a request made through our account while the person making the request is logged in. In certain circumstances Mathgic could ask for additional information and the following forms of ID when information on your personal data is requested:

  • A copy of a Hong Kong ID Card

Disclosure

Mathgic will pass on your personal data to certain third parties. 

Retention period

Mathgic will processes different forms of personal data for as long as is necessary and proportionate for the purpose for which it has been supplied and will store the personal data for the shortest amount of time possible, taking into account legal and service requirements. For further details on the retention period for any particular type of data, please contact info@mathgic.hk. 

Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • right of access – you have the right to request a copy of the information that we hold about you.
  • right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

Where Mathgic are your Data Controller, you may make a request directly to the Data Protection Officer using the email address info@mathgic.hk.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Mathgic (or third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the Mathgic’s data protection Officer.