Important Notices

While authorized persons (AP), registered structural engineers (RSE) and registered geotechnical engineers (RGE) are not prohibited from making statutory submissions under the Buildings Ordinance (BO) electronically to the Independent Checking Unit of the Office of the Permanent Secretary for Housing via Housing Electronic Plan Submission System when they are outside Hong Kong, they are required to ensure their duties under the BO, including but not limited to the duties under section 4 of the BO, are fulfilled.

If AP, RSE or RGE are not physically present in Hong Kong to take up such responsibilities and duties, they should nominate another AP, RSE or RGE, as the case may be, to act in his or her stead in accordance with regulation 23(2) of the Building (Administration) Regulations.

Last revision date: 30 September 2024

Terms and Conditions for the Use of

Housing Electronic Plan Submission System of Independent Checking Unit

The user (“the User”) must read carefully and clearly understand these Terms and Conditions before using the Housing Electronic Plan Submission System (“HePlan”) operated by the Independent Checking Unit (“ICU”) of the Office of the Permanent Secretary for Housing.

1.     General Rules

1.1   The HePlan is a service offered by ICU.  The registration of a HePlan account by the User and the use of the HePlan constitute the User’s agreement to all terms, conditions and notices contained in the HePlan.

1.2   ICU reserves the right to modify or vary the service hours of the HePlan without any prior notice as ICU considers necessary or appropriate, including temporary suspension of service (e.g. due to routine maintenance, upgrade or service outage).  The User should make allowance for sufficient time to make electronic submissions to avoid any possible risk of delay.

1.3   ICU has the right at any time and from time to time to expand, modify, reduce, suspend or discontinue the HePlan with or without prior notice.

1.4   The ICU is not liable to the User or any other person for any loss or damage whatsoever and howsoever arising out of or in connection with the use of the HePlan and its connected network and equipment, including without limitation the following situations: (i) any variation of the service hours of the HePlan as ICU considers necessary or appropriate; (ii) any suspension or delay, non-function, mal-function or any other fault or defect of operation of the HePlan and its connected network and equipment; (iii) any inaccuracy or deficiency arising out of or in connection with the transmission of data; (iv) communication between the User and any other person including the User’s collaborators, the owners of any land or building, other registered building professional, registered contractors etc.; and (v) communication between the User or any other users of the HePlan on behalf of the User and the ICU through the HePlan.

1.5   ICU reserves the right to amend, add, modify, delete or remove any part of these Terms and Conditions for any reason and at any time at ICU's sole discretion without notice.  The User should check these Terms and Conditions from time to time for any possible changes.  The User’s continuous use of the HePlan after changes of these Terms and Conditions will constitute the User’s acceptance of these Terms and Conditions as amended.

1.6   ICU also reserves the right to amend, add, modify, delete or remove any part of the content of the HePlan for any reason at any time without notice.  These Terms and Conditions will continue to apply.

1.7   Any disputes arising from the use of the HePlan will be subject to the decision of ICU which will be final.

2.      HePlan User Accounts

2.1   The User can create a HePlan account by clicking the “Register as Internet User” link in the HePlan and following the steps as provided therein.

2.2   If the User creates a HePlan account, an account activation notification will be sent to his/her email address as he/she has provided during the registration of the HePlan account. The User must use the account activation code(s) to activate his/her HePlan account in accordance with the procedure provided in the HePlan.

2.3   The User undertakes to provide true and accurate information as required for the registration as a user of the HePlan.

2.4  The User shall ensure the accuracy of HePlan profile data (including personal data) kept in his/her HePlan account; and that the ICU shall not be responsible/liable for any inaccuracy, mistake or false information (including personal data) so kept and/or submitted by the User.

2.5   The User consents to the use of personal data (regardless of whether such personal data is provided for registration as a user of the HePlan or was previously provided to ICU) by the Government including ICU, Buildings Department and other Government departments for data comparison during registration, account management and regular checking to confirm the User’s identity and eligibility for using the HePlan.

2.6    A holder of digital certificate issued by a recognised certification authority or “iAM Smart+” account (as referred to in the “iAM Smart” User Terms of Use available at https://www.iamsmart.gov.hk) may use his/her digital certificate or “iAM Smart+” account for authentication and digital signing purpose in the HePlan.

2.7   The HePlan account of the User is for the sole and exclusive use by the User.  At no time and under no circumstances shall the User authorise any other person to use the Login Name, Password, digital certificate, “iAM Smart” account password or “iAM Smart+” account password to communicate with ICU on the User’s behalf in connection with the HePlan.

2.8   The User must keep confidential the Login name and password of the HePlan account of the User.  Other than the HePlan password input screen(s), the User would not be asked to provide the password of the HePlan account of the User.

2.9   Any access to the HePlan with the User’s Login Name, HePlan Password, digital certificate, “iAM Smart” account or “iAM Smart+” account shall be deemed to be the use of the HePlan by the User, unless the User could adduce evidence to prove the contrary.

2.10   The User may click the "User Profile" link in the HePlan and edit his/her HePlan profile data and the password of his/her HePlan account in accordance with the procedure provided.

2.11   In case the User forgets the password of his/her HePlan account, he/she can click the "Forgot Password" link in the HePlan login page and reset his/her password in accordance with the procedure provided.

2.12   The User may select to close the HePlan account by lodging a formal notification with ICU by email to heplan_icu_support@hd.gov.hk.

2.13   ICU may terminate or suspend the HePlan account of the User without giving any notice if the User breaches any of the Terms and Conditions or if it is noted that the HePlan account of the User has not been used or logged into for one year.  The User will be notified of the termination via the email account provided in the personal profile of the HePlan account of the User.  Upon suspension of the HePlan account, the User will not be able to log into the HePlan account. 

2.14   The User must log out his/her HePlan account and close all browser windows after use to prevent misuse of his/her HePlan account by third parties.

2.15  The User must refer to the information security best practices as stipulated in the "Infosec Website" of the HKSAR Government to keep his/her information, software and equipment secured from misuse by third parties.

3.     Points to Note for making Submissions/Applications under the Buildings Ordinance (Cap. 123)

3.1   The HePlan provides an alternative means, in addition to hard copy submission by hand or by post, for making applications/submissions under the Buildings Ordinance (Cap. 123) (“BO”). Before making the applications/submissions under the BO through the HePlan, the User is advised to read carefully the following points:

(a)    Submissions and applications under the BO by using the HePlan should conform to the prescribed format:

(i)    the submission should conform to the prescribed format, manner and procedure stipulated in the notice published in the Gazette under section 11(2) of the Electronic Transactions Ordinance (Cap. 553) (“ETO”);

(b)    For electronic submission/application, only one copy of the documents is needed to be attached to the electronic submission/application. Notwithstanding the submission/application is made in electronic format, ICU is still entitled under the Building (Administration) Regulations to request for additional hard copies of the documents in hard copy form if ICU considers necessary.

4.     Documents issued by ICU

4.1  ICU may, through the HePlan, issue documents including letters, permits, notices, orders, licences and certificates in the form of electronic records (hereinafter referred to as the “Electronic Documents”) to the User. Upon the User using the HePlan for making submissions or applications, the User is deemed to have agreed to designate the HePlan as the information system for the purposes of receiving the Electronic Documents under section 19 of the ETO.

4.2    It is the User’s responsibility to take timely actions required under the BO as stated in the Electronic Documents. Any default or failure on the User’s part to access the Electronic Documents through the HePlan shall not constitute a defence for failing to take timely actions as stated in the Electronic Documents.

4.3    ICU reserves the right to issue documents, including letters, permits, notices, orders, licences and certificates in hard copy form instead of in the form of electronic record if ICU considers necessary or appropriate, notwithstanding the relevant submission or application has been made in the form of electronic record. Any notice or document issued to the User in hard copy form at any time shall remain valid for all purposes.

5.     Representations and Warranties

5.1    As a condition of using the HePlan, the User agrees and undertakes not to use the HePlan to:

(a)   upload, post, e-mail, otherwise transmit or post links to any contents which are defamatory, offensive, unlawful, obscene, abusive, harmful, pornographic, threatening, tortuous, or otherwise objectionable;

(b)   upload, post, e-mail, otherwise transmit or post links to any information or software which contains any computer viruses, worms, Trojan horses or any other harmful computer codes, programs or files;

(c)     access, use, break into, or attempt to access, use or break into any other parts of the HePlan and/or data areas which the User has not been authorised to use;

(d)    access, collect or store personally identifiable information about other Users; and

(e)   upload, post, e-mail, otherwise transmit or post links to any promotional material, unauthorised advertising, chain letters, pyramid schemes or any unsolicited commercial communication.

5.2    The User will be held liable for any damage caused to the HePlan or to any of its electronic facility or data.  The User should be aware that it is unlawful to intentionally cause damage to the HePlan or to any of its electronic facility or data through the knowing transmission of any program, information, code or command.

5.3    ICU provides security to protect the HePlan.  The User is responsible for ensuring that the User’s own computer or mobile device is secure, including taking all reasonable steps to:

(a)     prevent unauthorised access to the User’s own computer system, mobile device or user account for access to the HePlan by any other person; and

(b)   ensure the User’s own computer system, mobile device and data are free of computer viruses, worms, Trojan horses, any other harmful computer codes, programs or files and all other forms of corruption.

5.4    There are e-forms or input fields required to be completed in the HePlan.  The User warrants and certifies that:

(a)     the information contained in the e-form or input fields submitted by the User are accurate and complete in all respects; and

(b)    where the information is provided by a third party other than the User, the form accurately represents the information provided by that third party.

6.     Privacy Policy Statement

6.1   All personal data submitted through the Housing Electronic Plan Submission System (“HePlan”) are handled by the Independent Checking Unit (“ICU”) in accordance with the relevant provisions of the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”). Please refer to the Privacy Policy Statement of the HePlan for further details.

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7.      Intellectual Property Rights Notice

7.1   The User acknowledges that all rights, title and interest in and relating to the HePlan and all the Intellectual Property Rights in the HePlan and all web pages, designs, text, images, graphics, data, files, logos, software and other materials in the HePlan or materials generated by or transmitted from the HePlan (“HePlan Material”) are owned by the Independent Checking Unit, Office of the Permanent Secretary for Housing and/or the respective owner(s) of the Intellectual Property Rights therein.  The User is responsible to ensure (i) he/she owns the Intellectual Property Rights in the respective HePlan Material that the User submitted/uploaded to the HePlan and a licence will be granted for the use of such materials by ICU and any other parties that ICU considers necessary for the purpose of processing the User’s application or submission (“the Relevant Parties”); or (ii) he/she has properly obtained the licence/consent from the owner(s) of the Intellectual Property Rights concerned for the use of such materials by the User, ICU and the Relevant Parties.

7.2   Provided that the User uses the HePlan and the HePlan Material in accordance with these Terms and Conditions, the User is permitted to print, download, store, copy, distribute, display and send to others a copy or copies and/or extracts of the HePlan Material in relation to the User’s submission or application for the use in connection with making submissions or applications to the HePlan, matters relating to construction of any building or the carrying out of building works or street works, and the compliance with the BO or any other enactment only.

7.3   Except as expressly authorised by these Terms and Conditions, the User may not, in any form or means, use, copy, reproduce, modify, store, adapt, distribute, display, perform, publish or license (including by electronic means), sell or otherwise commercially exploit, any of the HePlan Material, information, content, things, documents, materials, products or services made available or obtained from any part of the HePlan without the prior written permission from ICU.

7.4     Unauthorised printing, downloading, storing, copying, distribution, public display and making available to the public copies of copyright works are acts of infringement of copyright.  The permission given by ICU to the User to do the acts referred to in paragraph 7.2 is not transferable and no other use of the HePlan Material may be made without first obtaining ICU’s written permission.

7.5    The User is granted a personal, non-transferable, revocable and non-exclusive right and licence to use the object code of HePlan Digital Signing Tool software or any other software tools provided in the HePlan (“the Software Tools”) to access the HePlan and/or use the HePlan on computer(s) or device(s) provided that:
(a)    The User shall not and shall not allow any third party to copy, create a derivative work of, modify, reverse engineer, reverse assemble, or otherwise to discover any source code, sell, sub-license, assign or otherwise transfer any right in the Software Tools; and

(b)     The User agrees not to modify the Software Tools in any form or manner, or to use modified versions of the Software Tools to obtain unauthorised access to the HePlan.

7.6    For the avoidance of doubt, the permission given in paragraph 7.2 above does not extend to any contents on other websites linked to the HePlan.  If the User intends to reproduce, distribute or otherwise use any contents on any such websites, the User shall obtain all necessary authorisation or permission from the owners of the Intellectual Property Rights concerned.

7.7    In these Terms and Conditions, “Intellectual Property Rights” means patents, trade marks, service marks, trade names, design rights, copyright, domain names, database rights, rights in know-how, new inventions, designs or processes and other intellectual property rights whether now known or created in future (of whatever nature and wherever arising) and in each case whether registered or unregistered and including applications for the grant of any such rights.

8.      Payment of Fees on Submission of Plans

8.1   There is no change in payment of fees on submission of plans. Please refer to Practice Notes for Authorized Persons, Registered Structural Engineers and Registered Geotechnical Engineers (PNAP) APP-55 for details.

9.      Disclaimers

9.1    The HePlan and materials in the HePlan relating to information and services are provided on an “as is” and “as available” basis, without any warrant of any kind, whether express or implied.

9.2    The use of the HePlan is absolutely at the sole risk of the User.  Under no circumstances, including, but not limited to negligence, will ICU be liable for any direct, indirect, incidental, special or consequential loss or damage arising out of or in connection with the use of the HePlan by the User, even if ICU has been informed of the possibility of such loss or damage.

9.3     No representation, information or advice obtained by the User from ICU through or from the HePlan shall create any warranty or other obligation on ICU’s part if it has not been expressly stated in these Terms and Conditions.

9.4     ICU expressly disclaims all warranties, conditions and other terms of any kind, whether express or implied, including, but not limited to any implied terms of satisfactory quality, merchantability, fitness for a particular purpose, accuracy, non-infringement, compatibility, and any term as to the provision of the HePlan to a standard or reasonable care and skill or as to non-infringement of any Intellectual Property Rights or any other right to the fullest extent permitted by applicable law.

9.5     ICU makes no warranty, express or implied, nor does it assume any legal liability or responsibility:

(a)     that the HePlan or the quality of any services or information through the HePlan will meet the User’s requirements or expectation;

(b)    that the HePlan, the server or any files or any software available for downloading through the HePlan are free of computer viruses or any other harmful components, defects, errors, infection, Trojan horses or any other script, program or code with contaminating or damaging properties;

(c)     that the User’s access to the HePlan will be uninterrupted, timely, secure, reliable or error-free (including access to any linked websites);

(d)     that any defects in the HePlan will be corrected;

(e)     that the information, contents, things, documents and materials that may be obtained from the use of the HePlan will be reliable or accurate and the User should refer to the relevant statutory provisions, in particular all status or time shown in the HePlan in relation to submissions/applications are provided for reference only and the relevant statutory provisions apply;

(f)     for any delays, failures, mis or non-delivery of the provision of the HePlan, errors, defects, inaccuracies, omissions, interruptions, deletions, computer viruses or communication line failures; and

(g)    for any destruction, damage, theft, or unauthorised access to the User’s own computer system, device or network.

9.6   All contents, things, documents and materials, both text and non-text, submitted or uploaded to the HePlan by the User will be used or shared by ICU with other Government departments, or other organisations and other parties that ICU considers necessary.  No advance notice will be given to the User for such use or sharing.  The User agrees, consents to and grants a royalty-free, non-exclusive, sub-licensable, transferrable, irrevocable, unrestricted and worldwide licence to ICU, other Government departments, other organisations and other parties that ICU considers necessary, to use (including to do any of the acts restricted by the copyright under the Copyright Ordinance (Cap. 528)) such contents, things, documents and materials submitted to or uploaded to the HePlan by the User for the purpose of processing the submission or application and any other purpose incidental thereto.

9.7    The User should seek legal or professional advice when considering how the law applies to the relevant buildings or building works.

9.8    The material on the HePlan may include views or recommendations of third parties that do not necessarily reflect the views of ICU or indicate its commitment to a particular course of action.

9.9   ICU has provided links to other websites for the User’s convenience.  This does not mean that ICU endorses any of the materials contained in those websites, nor does it mean that ICU guarantees the accuracy, reliability or completeness of the content of the materials contained in those websites.  Also, it does not mean that ICU endorses any associated organisations, products or services found in those websites.

9.10   The absence of a link in the HePlan should not be regarded as a criticism or comment by ICU on the provider or content of that website.

10.       Limitation of Liability

10.1    ICU will not be held liable for any damage caused to the User’s computer system or loss of data resulting from or is related to the download of any material, file or software from the HePlan.

10.2   The User assumes all risks associated with the use of the HePlan.  The User expressly acknowledges and agrees that ICU shall not be liable for any direct, indirect, special, incidental, consequential or exemplary damages, including but not limited to, damages for loss of profits, use, data, goodwill, or other intangible losses arising out of or in connection with the use of the HePlan by the User, resulting from:

(a)      any information, data or services obtained or messages received or transactions entered into through or from the HePlan;

(b)      statements or conduct of any third party on the HePlan;

(c)      the use or the inability to use the HePlan;

(d)      the inability to gain access to the whole or part of the HePlan;

(e)      unauthorised access to or alteration of the User’s transmissions or data by any person other than the User;

(f)       the use of any material, file or software downloaded or obtained from the HePlan;

(g)      any cause mentioned in paragraph 9.5 above; and

(h)      any other matter whatsoever in connection with the HePlan.

11.     Severability

11.1    Each of the provisions of these Terms and Conditions is severable and distinct from the others and, if at any time one or more of such provisions is/are or becomes/become illegal, invalid or unenforceable in any respect under the laws of any jurisdiction, the legality, validity and enforceability of the remaining provisions shall not be affected in any way.

12.      Non-Waiver

12.1   No act, delay, omission or failure to exercise any right or provision of these Terms and Conditions by ICU shall affect ICU’s rights, powers and remedies under these Terms and Conditions or any further or other exercise of such rights, powers or remedies.  The rights, powers and remedies under this Terms and Conditions are in addition to and without prejudice to any rights, powers and remedies provided by law.

13.      Governing Law

13.1    These Terms and Conditions for the use of the HePlan (which may be amended by ICU from time to time) shall be governed by and construed according to the laws of the Hong Kong Special Administrative Region.  Any disputes between the parties arising out of these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of the Hong Kong Special Administrative Region.  

14.      Enquiry

14.1   ICU also encourages the User to contact the ICU Administrator at heplan_icu_support@hd.gov.hk or hotline at 3162 0406, if there are any enquiries about the HePlan.

15.      Chinese Text

15.1   If there is any inconsistency or ambiguity between the English version and the Chinese version of these Terms and Conditions, the English version shall prevail.

Last revision date : 30 September 2024

Privacy Policy Statement for

Housing Electronic Plan Submission System (HePlan)

provided by Independent Checking Unit

Statement of Policy

All personal data submitted through the Housing Electronic Plan Submission System (“HePlan”) are handled by the Independent Checking Unit (“ICU”) in accordance with the relevant provisions of the Personal Data (Privacy) Ordinance (Cap. 486) (“PDPO”).

When ICU collects personal data from individuals, ICU will provide them with a Personal Information Collection Statement (“PICS”) in an appropriate format and manner.

ICU is not responsible for the privacy practices of other websites to which the HePlan are linked.

Statement of practice

A) Information Collected When Visiting the HePlan

A cookie is a small amount of data created in a computer or mobile device (hereinafter collectively referred as “computer”) when a person visits a website on the computer. It often includes an anonymous unique identifier. A cookie can be used to identify a computer. However, it is not used to collect any personal information. In other words, it does not have the function of identifying the identity of an individual user of the website.

Cookies are used by ICU to collect, among others, statistics about the number of visits to the HePlan by the user (“User”) and the User’s preference of websites and online services offered by the HePlan.

The User may choose to accept or reject cookies. If the User rejects the cookies, the User will not be able to use some of the functions of the HePlan, such as saving the User’s preferences in using the HePlan and accessing some online services on the HePlan.

JavaScript are vital components in the HePlan. If the User disables JavaScript, the User will not be able to access the HePlan or use the HePlan services.

B) Provision of Personal Data

Kind of Personal Data Collected

For different purposes and at different times, the User may be invited to provide personal data to ICU through HePlan. Personal information may include name, HKID number, telephone number, correspondence address or email address. To use the HePlan, there may be some personal data which the User would have to provide. Personal information including personal information previously provided to ICU by the User will also be used for data comparison during registration and activation of the HePlan account of the User and account management and regular checking to confirm the User’s identity and eligibility for using HePlan in relation to the provision of electronic services of HePlan.

ICU will specify the collection purpose and intended usage of the User’s personal data collected. The User will be informed of the means to request access to or correction of the personal data provided.

Purposes of Collecting Personal Data

Personal data relating to the use of the HePlan are collected for the following purposes:

        a. Registration, activation, management of the HePlan personal account of the User and regular checking to confirm the User’s identity and eligibility for using the HePlan;

        b. processing relevant submissions and applications under the Buildings Ordinance (Cap. 123) (“BO”);

        c. facilitating communication between the User/applicant and ICU or other Government departments or other organisations or other parties that ICU considers necessary;

       d. sending documents including letters, permits, notices, orders, licences and certificates to the User where the User is deemed to have agreed to designate the HePlan as the information system for receiving documents;

       e. compiling data for statistics purpose; and

       f. sending guidelines and other information to the User.

Disclosure of Personal Data

The personal data submitted or uploaded to the HePlan may be disclosed or transferred by ICU to other Government departments, organisations, and other parties under the Centralised Processing System1 that ICU considers necessary to be used for the following purposes in relation to the BO, and no prior notice will be given:

       a. the processing of submissions and applications under the BO; and

       b. facilitating communication between the User/applicant and ICU or other Government departments, other organisations or other parties that ICU considers necessary.

C) Outsourcing Arrangements

The HePlan is developed and maintained by a local third-party service provider, and is operated and administered by the staff of ICU. The third-party service provider does not have access to the personal data stored in the information technology (“IT”) system except when it carries out trouble-shooting of the HePlan at ICU’s office under the supervision of ICU’s staff. The third-party service provider is bound by a contractual duty to keep confidential any personal data they come into contact with in relation to the development and maintenance of the HePlan and to protect such personal data against unauthorised access, use and retention.

D) Protection Measures

ICU endeavours to take appropriate steps to protect the personal data held against loss, unauthorised access, use, modification or disclosure.

E) Retention

ICU maintains and executes retention policies to ensure that personal data are not kept longer than is necessary for the fulfilment of the purposes for which the personal data are or are to be used. Different retention periods apply to the various kinds of personal data collected and held by ICU.

F) Data Access and Correction

The User has the right of access to and right to request correction of the personal data as provided under the PDPO. If the User maintains a personal profile in the User’s HePlan account, the User may access and correct the information/data kept in the personal profile by logging into the User’s HePlan account and clicking the “User Profile” in the HePlan account.

If the User’s HePlan account is terminated by ICU and personal data kept in the personal profile of the User’s HePlan account are retained by the Government, the User may request access to or correction of the personal data, by sending a data access request to “Independent Checking Unit” at “8/F, Lung Cheung Office Block, 138 Lung Cheung Road, Wong Tai Sin, Kowloon”. ICU has the right to charge a reasonable fee for processing any data access request.

G) Enquiries

Any enquiries regarding personal data privacy policy and practice may be addressed to the “Independent Checking Unit” at “8/F, Lung Cheung Office Block, 138 Lung Cheung Road, Wong Tai Sin, Kowloon”.

ICU keeps its privacy policy statement under constant review. This statement was last updated on 30 September 2024.

If there is any inconsistency or ambiguity between the English version and the Chinese version of this Privacy Policy Statement for the HePlan, the English version shall prevail.

Last revision date: 30 September 2024

1 Users may refer to Practice Notes for Authorized Persons, Registered Structural Engineers and Registered Geotechnical Engineers ADM-2 for details of the other Government departments, other organisations and other parties under the Centralised Processing System.