Electronic Submission

I. Background

Under section 11(2) of the Electronic Transactions Ordinance (1 of 2000), the Permanent Secretary for Commerce, Industry and Technology (Communications and Technology) may, in relation to an ordinance (which includes an ordinance, a provision in an ordinance, a subsidiary legislation of an ordinance, or a provision in the subsidiary legislation of an ordinance), specify by notice (which is not subsidiary legislation) published in the Gazette -

  1. the manner and format in which information in the form of an electronic record is to be given, presented or retained for the purposes of that ordinance or a particular requirement or permission in that ordinance or a class or description of requirements or permissions in that ordinance; and
  2. the procedure and criteria for verification of the receipt of that information and for ensuring the integrity and confidentiality of the information.
II. Acceptance of Electronic Submission

In addition to the current practice, Immigration Department will accept electronic submission of the following in accordance with the manner and format specified in part III:

  1. provision of prescribed particulars of crew and passengers on the arrival or prior to the departure of an aircraft by its captain under the Immigration Ordinance (Cap. 115)
    e-mail address : eto_ap@immd.gov.hk
    (the name of the airline company, the flight number and the date must be provided)
  2. submission of prescribed particulars (i.e. name, nationality, passport number, place/date of issue of passport, expiry date of passport, place/date of birth, original port of embarkation, full permanent address, address in Hong Kong) of an alien within Hong Kong who has reached 16 under the Immigration Ordinance (Cap. 115)
    e-mail address : eto_ti@immd.gov.hk
    (the submission must be DIGITALLY SIGNED, please see paragraph III(5) for details)
  3. notification to claim that the ship / vehicle is not liable to forfeiture; notification of the intention to submit a moral claim to Chief Executive in relation to such forfeiture under the Immigration Ordinance (Cap. 115)
    e-mail address : eto_pd@immd.gov.hk
    (the name and contact phone number of the sender must be provided)
  4. making an appeal against a removal order made by Director of Immigration under the Immigration Ordinance (Cap. 115)
    e-mail address : eto_re@immd.gov.hk
    (the name and contact phone number of the sender must be provided)
  5. provision of information for establishing a person's permanent residence in Hong Kong under the Immigration Ordinance (Cap. 115)
    e-mail address : eto_roa@immd.gov.hk
    (the name and contact phone number of the sender must be provided)
  6. application for Medical Certificate of the Cause of Death (Form 18) by registered medical practitioner under the Births and Deaths Registration Ordinance (Cap. 174)
    e-mail address : eto_bdm@immd.gov.hk
    (the name and contact phone number of the registered medical practitioner must be provided)
  7. making a request to inspect marriage notice in a marriage registry under the Marriage Ordinance (Cap. 181)
    e-mail address : eto_bdm@immd.gov.hk
    (the name and contact phone number of the sender must be provided)
  8. making a request for the Certificate of Registrar of Marriage (Form 2) for marriage to be solemnized in church under the Marriage Ordinance (Cap. 181)
    e-mail address : eto_bdm@immd.gov.hk
    (the name and contact phone number of the sender as well as the proposed date/place of marriage must be provided)
  9. notification of change of personal particulars (e.g. address, marital status or dependent children etc.) previously registered in an application for a Hong Kong identity card under the Registration of Persons Regulation (Cap. 177 sub. leg. )
    e-mail address : eto_rop@immd.gov.hk
    (the application must include either one of the following COMPLETED application forms :
  10. Requests for information or records held by the Department may be made available for download from this Department web site on Internet
    http://www.immd.gov.hk/en/forms/forms/ati.html - Paper Form or
    http://www.immd.gov.hk/en/forms/forms/atie.html - Electronic Form ; e-mail address : eto_ti@immd.gov.hk
III. General Format, Manner and Procedure for the Submission of Electronic Information
  1. Electronic records which contain English characters only shall be coded in American Standard Code for Information Interchange (ASCII) or ISO 10646-1:2000.
  2. Electronic records which contain Chinese characters shall be coded as follows:
    1. Chinese characters shall be coded in Big-5 and English characters shall be coded in ASCII, and the set of Chinese characters is restricted to the characters defined in Big-5 or the characters included in the Hong Kong Supplementary Character Set (HKSCS) published by the Government in 2001; or
    2. Chinese and English characters shall be coded in ISO 10646-1:2000, the set of Chinese characters is restricted to the Chinese characters within the Chinese-Japanese-Korean (CJK) Unified Ideographs characters defined in the ISO 10646-1:2000 or the characters in the HKSCS published by the Government in 2001.
  3. Where electronic records are compressed, the following compression standards shall be followed: -
    1. Zip file (.zip); or
    2. GNU zip file (.gz)
  4. Electronic records shall be sent through electronic mail conforming to the Simple Mail Transfer Protocol (SMTP), and either Multipurpose Internet Mail Extension (MIME) or the Secure Multipurpose Internet Mail Extension (S/MIME) standard and with size not exceeding 5 MB.
  5. Electronic records shall follow the following file format standards: -
    1. Plain text (TXT);
    2. Microsoft Rich Text Format (RTF);
    3. Hypertext Mark Up Language (HTML) Format; or
    4. Adobe Portable Document Format (PDF) v1.2, 1.3, 1.4, 1.5, or 1.6 (compatible to Acrobat version 3, 4, 5, 6 or 7).
  6. Graphics in electronic records shall follow the following graphic file formats: -
    1. Encapsulated PostScript Files ( EPSF ) ;
    2. Tag Image File Format (TIFF);
    3. Portable Network Graphics (PNG);
    4. Graphics Interchange Format (GIF); or
    5. Joint Photographic Experts Group (JPEG).
  7. Computer Aided Design (CAD) drawings in electronic records shall follow the following CAD file format: -
    1. Autodesk Drawing Exchange Format (DXF).
  8. An electronic record given, presented or served under a statutory provision must be signed with a digital signature if: -
    1. the provision expressly requires the signature of a person; or
    2. the provision requires the submission to be made in a specified form and the specified form has a signature requirement.
  9. A digital signature shall be attached to an electronic record in accordance with the Secure Multipurpose Internet Mail Extension (S/MIME) standard, the Public-Key Cryptography Standards (PKCS#7) or PDF v1.5/1.6.
  10. For an electronic record which comprises multiple electronic files and which has to be signed, each individual file shall be separately signed digitally.
  11. Electronic records given, presented or served shall not contain any computer instructions, including but not limited to: -
    1. computer viruses; and
    2. macros, scripts and fields that depend on the execution environment and the execution of which will cause changes to the electronic record itself or the information system displaying the electronic record.
  12. For submission of Government forms to Government, the Electronic Government Forms (in the form of a software) should be used to generate electronic records and, if required, to make digital signatures. The format of individual supporting document, if any, attached in an electronic record should comply with all the relevant requirements specified in this part, except paragraph 12.
IV. Purpose of Collection of Data
  1. Provision of prescribed particulars of crew and passengers on the arrival or prior to the departure of an aircraft by its captain under the Immigration Ordinance (Cap. 115)
    ( paragraph II(a) refers )
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      2. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      3. any other legitimate purposes as may be required, authorized or permitted by law.
    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph A(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided in section 18 and 22 and principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Airport) Operations Support
        Airport Section
        Hong Kong International Airport,
        Chek Lap Kok
        Tel. no.: 2182 1441
  2. Submission of prescribed particulars (i.e. name, nationality, passport number, place/date of issue of passport, expiry date of passport, place/date of birth, original port of embarkation, full permanent address, address in Hong Kong) of an alien within Hong Kong who has reached 16 under the Immigration Ordinance (Cap. 115)
    (paragraph II(b) refers)
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      2. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      3. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      4. any other legitimate purposes as may be required, authorized or permitted by law.
    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph B(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided in section 18 and 22 and principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Records Centre)
        Records Centre
        12/F Immigration Tower,
        7 Gloucester Road,
        Wanchai, Hong Kong
        Tel. no.: 2829 3401
  3. Notification to claim that the ship / vehicle is not liable to forfeiture; notification of the intention to submit a moral claim to Chief Executive in relation to such forfeiture under the Immigration Ordinance (Cap. 115)
    (paragraph II(c) refers)
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to process your application;
      2. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      3. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      4. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      5. any other legitimate purposes as may be required, authorized or permitted by law.

      The provision of personal data is voluntary. If you do not provide sufficient information, we may not be able to process your application.

    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph C(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided in section 18 and 22 and principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Prosecution)
        Prosecution Section
        4/F, Ma Tau Kok Road Government Offices,
        1 Ma Tau Kok Road
        Kowloon
        Tel. no.: 2712 1141
  4. Making an appeal against a removal order made by Director of Immigration under the Immigration Ordinance (Cap. 115)
    ( paragraph II(d) refers )
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to process your application;
      2. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      3. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      4. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      5. any other legitimate purposes as may be required, authorized or permitted by law.

      The provision of personal data is voluntary. If you do not provide sufficient information, we may not be able to process your application.

    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph D(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided in section 18 and 22 and principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Removal)
        Removal Section
        Castle Peak Bay Immigration Centre,
        84 Castle Peak Road,
        Castle Peak Bay, Tuen Mun
        Tel. no.: 3693 8303
  5. Provision of information for establishing a person's permanent residence in Hong Kong under the Immigration Ordinance (Cap 115)
    ( paragraph II(e) refers )
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department, for one or more of the following purposes:

      1. to process your application;
      2. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration;
      3. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      4. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      5. any other legitimate purposes as may be required, authorized or permitted by law.

      The provision of personal data in the process of your application is voluntary. If you do not provide sufficient information, we may not be able to process your application.

    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph E(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided for in sections 18 and 22 and Principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:

      • Chief Immigration Officer (Right of Abode)
        Right of Abode Section
        Immigration Department
        25/F Immigration Tower
        7 Gloucester Road
        Wan Chai
        Hong Kong
        Tel. No. 2829 3983
  6. Notification of change of particulars previously registered in an application for a Hong Kong identity card under the Registration of Persons Regulation (Cap. 177 sub.leg.)
    ( paragraph II(i) refers )
    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to process our application for registration and application for an identity card under the Registration of Persons Ordinance and Regulations (Chapter 177);
      2. to provide a provisional list of jurors to the Registrar of the High Court under the Jury Ordinance (Chapter 3);
      3. to provide necessary information to the Registration and Electoral Office to update the electoral roll;
      4. to administer the Registration of Persons Ordinance and Regulations (Chapter 177) including disclosure of information as directed by Chief Secretary for Administration by virtue of regulation 24 of the Registration of Person Regulations;
      5. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      6. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      7. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      8. any other legitimate purposes as may be required, authorized or permitted by law.

      The provision of personal data is obligatory for registration under the Registration of Persons Regulations (Chapter 177) and under the Jury Ordinance (Chapter 3) respectively.

    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph F(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided for in sections 18 and 22 and Principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Registration of Persons) Support
        Registration of Persons (Support) Section
        21/F Immigration Tower,
        7 Gloucester Road,
        Wanchai, Hong Kong
        Tel. no.: 2829 3268
  1. Application for Medical Certificate of the Cause of Death (Form 18) by registered medical practitioner under the Births and Deaths Registration Ordinance (Cap. 174) ( paragraph II(f) refers )

    Making a request to inspect marriage notice in a marriage registry under the Marriage Ordinance (Cap 181) ( paragraph II(g) refers )

    Making a request for the Certificate of Registrar of Marriage (Form 2) for marriage to be solemnized in church under the Marriage Ordinance (Cap 181) ( paragraph II(h) refers )

    1. Purpose of Collection

      The personal data provided will be used by Immigration Department for one or more of the following purposes:-

      1. to process the death/marriage registration or related applications;
      2. to administer the Births and Deaths, Marriage Registration related ordinances;
      3. to administer/enforce relevant provisions of the Immigration Ordinance (Chapter 115) and Immigration Service Ordinance (Chapter 331), and to assist in the enforcement of any other Ordinances and Regulations by other government bureaux and departments through carrying out immigration control duties;
      4. to process other person's application for immigration facilities in which you are named as a sponsor or referee;
      5. for statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
      6. any other legitimate purposes as may be required, authorized or permitted by law.

      The provision of personal data by means of this application/request is voluntary. If you do not provide sufficient information, we may not be able to process your application/request.

    2. Classes of Transferees

      The personal data you provide may be disclosed to government bureaux, departments and other organizations for the purposes mentioned in the above paragraph G(1).

    3. Access to Personal Data

      You have a right to request access to and correction of your personal data as provided for in sections 18 and 22 and Principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. Your right of access includes the right to obtain a copy of your personal data provided in this e-mail subject to payment of a fee.

    4. Enquiries

      Enquiries concerning the personal data collected by means of this e-mail, including making of access and corrections, should be addressed to:-

      • Chief Immigration Officer (Births, Deaths and Marriage) Operations
        Births, Deaths and Marriage Registration (Operations) Section
        3rd Floor, Low Block
        Queensway Government Offices
        66 Queensway
        Hong Kong
        Tel. No. 2867 2781