Guidelines of Creating An Online Form

If you are going to do a survey, a questionnaire or collect any data for analysis, study, or research, you may think of using an online form for your data collection.  Please beware of personal data leakage or violation of privacy by collecting too much personal data or using a less-secured platform.

The following are some guidelines that you should be aware when collecting data:

1. Avoid collecting any personal or sensitive data if they are not required.
2. If deemed necessary, it is NOT advisable to use below methods for collecting personal data and carrying out official projects.
   1. Avoid using personal device.
   2. Avoid using social media channels / platforms to collect personal data, such as WhatsApp, WeChat, Facebook, etc.
   3. Avoid using public cloud online form, e.g. Google Form or Vendor Solution, while your data collection includes:
      1. University ID / HKID
      2. Other personal identifier, e.g. email address / contact number / home address.
3. Make sure the data collected are protected, e.g. by encryption, and not accessible by unauthorized parties.

If you are looking for an online form solution:

1. It is highly recommended to use a secured platform, e.g., ITSC CUWebForm, while collecting the sensitive information including the above mentioned personal data.
2. Collect only minimal amount of personal data if deemed necessary.
3. In your form, include :
   • the Privacy Policy Statement (PPS), illustrating your handling of the data collected, and
   • the Personal Information Collection (PIC) Statement or a non-disclosure agreement, stating your purpose of data collection.
4. Follow the University’s Guidelines in Protection of Personal Data (Privacy) when collecting and handling personal data.

Reference

• The University’s Guidelines in Protection of Personal Data (Privacy): http://www.cuhk.edu.hk/policy/pdo/en
• ITSC Privacy Policy in Collecting, Holding and Using of Personal Data: ITSC Privacy Policy in Collecting, Holding and Using of Personal Data (PPS)

Published on:  Nov 2018

Last Updated on:  Feb 2024