TERMS AND CONDITIONS

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Terms and conditions for Hong Kong’s Healthiest Workplace Survey by AIA Vitality.
Participation in Hong Kong’s Healthiest Workplace Survey by AIA Vitality is subject to these terms and conditions, as may be amended from time to time. To view the most up-to-date terms and conditions, check the Hong Kong’s Healthiest Workplace by AIA Vitality website.

1. AIA Vitality Healthiest Workplace

  1. Hong Kong’s Healthiest Workplace by AIA Vitality is a collaboration between AIA and Vitality. RAND Europe CIC (RAND) is the survey’s academic partner. RAND is responsible for designing the survey, running the competition and analysis with the local university advising on the localisation aspects of the questionnaire.
  2. By registering for Hong Kong’s Healthiest Workplace by AIA Vitality, the organisation’s CEO or HR Director accepts the terms and conditions relating to this initiative. By taking part in the Employee Health Assessment, employees accept the terms and conditions relating to this initiative.
  3. Through Hong Kong’s Healthiest Workplace by AIA Vitality, we hope to gain a better understanding of the health risks faced by Hong Kong organisations on a long-term basis, with specific emphasis on the productivity impact of chronic diseases of lifestyle, as well as to understand how the workplace can be used to change employee lifestyle behaviour. We will also look at the availability of wellness facilities in the workplace and how often employees engage in healthy behaviour and activities.
  4. For Hong Kong / Macau employers, the aim of Hong Kong’s Healthiest Workplace by AIA Vitality is to create awareness around their employees’ health, health risks and the overall health risks by specific lifestyle determinants or wellness indicators. Hong Kong’s Healthiest Workplace by AIA Vitality will provide tailored recommendations to improve the health risk profile of an organisation’s employee population.

2. How employers can enter

  1. Organisations must register before 31 May 2018 by completing the online registration form.
  2. Participation is free. Hong Kong’s Healthiest Workplace by AIA Vitality reserves the right to limit participation and close the registration process before the published end date.

3. Participation

  1. Organisations will be asked to complete an online Organisational Health Assessment which will ask for details including workforce demographics, and health and wellbeing initiatives that take place within the organisation.
  2. Participating employees will complete an Employee Health Assessment which will ask questions about their general health, lifestyle behaviours, mental health status, and their work environment. To be eligible for participation, employees must be at least 18 years of age.

4. Criteria for entry

  1. The organisation’s CEO or HR director accepts the terms and conditions relating to Hong Kong’s Healthiest Workplace by AIA Vitality when they register to take part in the initiative.
  2. Participating organisations must have a minimum of 20 employees with email access to take part in this initiative.
  3. Employees will be asked to confirm their full work email address to verify their participation.
  4. By exception only, those employees without a valid work email address may be permitted to use a personal email account.
  5. To ensure statistical significance of the results, each organisation must attain a minimum employee participation rate related to its overall population. The participation rate will be confirmed after registration. Participating organisations will also be asked to confirm the number of individuals that the survey has been distributed to. Only by exception will we allow business units of organisations and companies to take part independently.
  6. Participating organisations must agree to their representatives being interviewed, videoed and/or photographed. If an organisation is assessed to be an overall winner of Hong Kong’s Healthiest Workplace by AIA Vitality or as a winner in any of the awards categories, AIA or a third party publication nominated by AIA, may publish its story in print and online.
  7. AIA may publish the name of any organisation that achieves a Top 3 place in the overall Hong Kong’s Healthiest Workplace by AIA Vitality competition or in its individual categories. No table or index will be published beyond these placing, but AIA retains the right to name all organisations that participate.
  8. The Employee Health Assessment should be sent to full-time and part-time employees. It is at the discretion of the participating organisation whether to send to short term contracted and temporary staff.

5. Responsibilities of the participating organisation

The organisation representative should:

  1. Complete the Organisational Health Assessment which will include questions about employee demographics, wellness facilities and how the organisation is investing in the health of its employees.
  2. Ensure that all employees are able to access the online questionnaire.
  3. Email employees to notify them of the organisation’s participation in the initiative. A template will be provided that outlines:
    1. The importance of participation
    2. Explicit guarantees around confidentiality of data for those employees who participate
  4. Encourage employees to complete the Employee Health Assessment.
  5. Help to set up interviews with the appropriate organisation spokesperson and arrange photo opportunities in the event that the organisation is one of the Top 3 organisations in Hong Kong’s Healthiest Workplace by AIA Vitality or any sub-award category.
  6. Make every effort to attend any awards function or nominate an appropriate person to attend in their place.

6. Outcomes

  1. Employees who submit completed Health Assessments will each receive a Personal Health Report detailing their risk categories and their "Vitality Age" - a tool used to measure the overall health status of an individual.
  2. In October 2018, qualifying organisations will receive an Organisational Health Report which will provide them with a holistic view of their employees’ wellbeing, as well as unique benchmarking information that can be used to inform future HR and People strategies.
  3. The Organisation Health Report, Personal Health Report and Vitality Age (the “Reports”) are provided by RAND Europe CIC on the basis of the information submitted to RAND Europe CIC through the Organisation Health Assessment and Employee Health Assessment. The Reports are not reviewed by medical professionals and are strictly for information purposes only. The Reports do not represent a medical assessment and no reliance can or should be placed on it for these purposes. We disclaim all liability and responsibility arising from any reliance placed on the Reports to the maximum extent permitted by law. The Reports are not intended to and cannot replace qualified medical advice and should not be used for self-diagnosis or treatment. We do not warrant or guarantee that the Reports will be available at all times. We are not liable or responsible for any errors in information submitted in any Employee Health Assessment or Organisation Health Assessment.
  4. The Top 3 organisations in each category will be published both online and in print.
  5. Winning and highly commended organisations (the Top 3 in all award categories) will be recognised at an awards event. These organisations will be permitted to publicise their achievement.

7. Confidentiality and Data Protection

  1. The sponsors and all participating entities of Hong Kong’s Healthiest Workplace by AIA Vitality are particularly concerned with data protection. They are fully committed to compliance with all applicable laws and regulations concerning data protection, including the Personal Data (Privacy) Ordinance, Cap. 486 of the Laws of Hong Kong and Act 8/2005 Personal Data Protection Act of the Laws of Macau, and have a legal duty to protect any information collected from organisations or employees. They follow a number of procedures that enable them to meet their obligations and responsibilities under such applicable laws and regulations concerning data protection, including the Personal Data (Privacy) Ordinance, Cap. 486 of the Laws of Hong Kong and Act 8/2005 Personal Data Protection Act of the Laws of Macau. As the principal contractor running and analysing the Hong Kong’s Healthiest Workplace by AIA Vitality surveys, RAND Europe CIC has a data protection policy in place, and requires its staff to sign a statement that they have read and understood this, as well as requiring them to complete annual information security awareness training and sign non-disclosure agreements.
  2. Organisations’ employee information, Organisational Health Assessment, and Employee Health Assessment responses will be held by RAND Europe CIC and its data collection partner, Survey Sampling UK Limited (SSI). SSI operates within the Market Research Society code of conduct. Any personal details will not be shared with any other party than RAND Europe CIC and SSI. All data will be held strictly in accordance with all applicable laws and regulations concerning data protection, including the Personal Data (Privacy) Ordinance, Cap. 486 of the Laws of Hong Kong and Act 8/2005 Personal Data Protection Act of the Laws of Macau.
  3. All information submitted through the assessments will be used only for research purposes. Responses will be kept confidential and will not in any way be used to identify individuals. Any electronic transmission of individually identifiable data will be encrypted.
  4. The provision of your personal data is voluntary. You may choose not to provide us with the requested data, but failure to do so may inhibit our ability to provide survey report to you and aggregated report to employers.
  5. The Organisational Health Report will display employee responses in a consolidated format so that individual responses cannot be matched to personal identifiers such as names, residential addresses, email addresses or dates of birth.
  6. AIA, sponsors and employers will only receive the survey results in an anonymous and consolidated format and will not have access to any personal employee data.
  7. By entering Hong Kong’s Healthiest Workplace by AIA Vitality, organisations and their employees agree and give consent to RAND Europe CIC and SSI holding and analysing sensitive personal and health information.
  8. All communication from Hong Kong’s Healthiest Workplace by AIA Vitality to employees will deal only with the research initiative.
  9. Findings derived from aggregating all responses will be made publicly available via reports and research articles.
  10. Participating organisations and employees consent to the use of cookies on the survey websites.
  11. AIA reserves the right to use data from repeat participants to compare aggregated data across years. This will only be done for participants who agree to this in the relevant section of the Employee Health Assessment.
  12. Where permitted by law, your personal data may be provided to any of the above mentioned parties who may be located in Hong Kong or outside of Hong Kong. Your information may be transferred to, stored, and processed in Hong Kong or any other jurisdictions where the aforementioned parties is located, or jurisdictions where a third party contractor is located or from which the third party contractor provides us services. By providing us with your personal information or using our services or our website or applications, you consent to the transfer of such information outside your jurisdiction to our facilities or to those third parties with whom we share it as described above.
  13. Access Rights to Personal Data

    You have the right to:

    1. verify whether RAND Europe CIC and SSI holds any personal data about you and to access any such data;
    2. require RAND Europe CIC and SSI to correct any personal data relating to you which is inaccurate; and

    Requests for access, correction or other queries relating to your personal data should be addressed to:

    The Data Protection Officer

    RAND Europe CIC and SSI have the right to charge costs which are directly related to and necessary for the processing of any personal data access request.

8. Ending your participation in the initiative

  1. Organisations and employees can stop participating at any time, without any benefit or disadvantage. We will send organisations an Organisational Health Report only if they complete the Organisational Health Assessment and achieve the minimum employee response rate.
  2. We reserve the right to end the initiative at any time.

9. Questions or comments

  1. Your CEO or HR director has approved your organisation’s participation in this initiative. Contact your HR if you have any questions.
  2. You can also email hk.healthiestworkplace@aia.com
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