105 / 192
Situation
Appropriate Steps
• mark mail “private and confidential” if
intended for the eyes of the addressee only
• make sure a dedicated fax machine, if
available, is used at the receiving end
• notify the recipient of the incoming fax in
advance
• double-check the accuracy of the fax number
before dialing
Service of
legal
documents
1
• deliver documents in sealed envelopes marked
“private and confidential” and, where
appropriate, “to be opened by addressee
only”
• do not leave documents in common areas or
places to which any passers-by may have
access
• do not leave documents with unrelated parties
such as neighbours or caretakers
• do not show the documents to unrelated
parties such as caretakers or passers-by
• ensure correctness of the address for service
• do not disclose contents of documents to
unrelated parties for the purpose of obtaining
an acknowledgement receipt of the
documents
(The above suggested steps are subject to any
statutory requirements that may apply to the
mode of service of particular documents.)
When handling personal data stored electronically, data users may consider implementing the
following security measures:
Situation
Appropriate Steps
Governance
• consider adopting privacy by design and
privacy management programme to oversee
data protection at corporate level
• establish formal data protection and security
organisation including defining roles and
responsibility of individuals involved
• integrate data protection and security into the
human resource process including
employment contract terms and ongoing data
1
See Law Society circulars 98-293 (issued on 2 November 1998) and 08-417 (issued on 21 July 2008).