Employee Declaration Form Template for Hong Kong

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Key Requirements PROMPT example:

Employee Declaration Form

I need an Employee Declaration Form for our Hong Kong fintech startup that's particularly focused on cryptocurrency trading, with enhanced conflict of interest and outside business activity declarations, to be implemented by March 2025.

Document background

The Employee Declaration Form is a fundamental document in Hong Kong's employment documentation framework, typically completed at the commencement of employment or during significant employment status changes. It serves multiple purposes including regulatory compliance, risk management, and establishment of clear employment records. The form encompasses declarations required under various Hong Kong ordinances, including employment, personal data protection, and immigration laws. It collects crucial information about an employee's personal details, work eligibility, potential conflicts of interest, and acknowledgment of company policies. This document is particularly important in Hong Kong's highly regulated business environment, where accurate employee declarations are essential for legal compliance and proper workforce management.

Suggested Sections

1. Employee Information: Basic personal details including full name, HKID/passport number, contact information

2. Employment Details: Current position, department, employee number, and employment start date

3. Personal Data Collection Statement: Statement complying with PDPO requirements regarding data collection and usage

4. Tax Status Declaration: Declaration of tax residency and MPF participation status

5. Work Eligibility Declaration: Confirmation of legal right to work in Hong Kong

6. Conflict of Interest Declaration: Declaration of any existing or potential conflicts of interest

7. Confidentiality Declaration: Acknowledgment of confidentiality obligations regarding company information

8. Declaration of Truth: Statement confirming all provided information is true and accurate

9. Acknowledgment and Signature: Space for employee signature, date, and witness details

Optional Sections

1. Health Declaration: Optional section for declaring any relevant medical conditions, used when position has specific physical requirements

2. Professional Qualifications: Declaration of professional certifications and qualifications, used for regulated positions or professional roles

3. Previous Employment: Declaration of previous employers and reason for leaving, used for sensitive or senior positions

4. Criminal Record Declaration: Declaration of any criminal convictions, used for regulated industries or sensitive positions

5. Financial Interests Declaration: Declaration of financial interests in other businesses, used for senior management or regulated positions

Suggested Schedules

1. Schedule 1 - Supporting Document Checklist: List of required supporting documents to be submitted with the declaration form

2. Schedule 2 - Code of Conduct Summary: Summary of key company policies and code of conduct being acknowledged

3. Appendix A - Data Privacy Notice: Detailed privacy notice explaining how personal data will be used and protected

4. Appendix B - Declaration Guidelines: Guidance notes for completing specific sections of the declaration form

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Education

Professional Services

Construction

Hospitality

Transportation

Real Estate

Media and Entertainment

Telecommunications

Energy

Non-Profit Organizations

Government Services

Insurance

Trading and Logistics

Relevant Teams

Human Resources

Legal

Compliance

Corporate Secretarial

Risk Management

Operations

Administration

Employee Relations

Talent Acquisition

Personnel Management

Relevant Roles

Human Resources Director

HR Manager

Compliance Officer

Legal Counsel

Company Secretary

HR Administrator

Recruitment Manager

Employee Relations Manager

HR Business Partner

Onboarding Specialist

Personnel Officer

HR Operations Manager

Talent Acquisition Manager

HR Coordinator

Employment Law Specialist

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Let's create your Employee Declaration Form

Authors

Alex Denne

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