DATA PROTECTION NOTICE FOR JOB APPLICANTS
This Data Protection Notice (“Notice”) sets out the basis upon which The People Lab Pte.
Ltd. (“we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of job applicants in accordance with the Personal Data Protection Act (“PDPA”). This Policy applies to personal data in our possession or under our control, including personal data in the possession of organisations which we have engaged to collect, use, disclose or process
personal data for our purposes.
APPLICATION OF THIS NOTICE
1. This Notice applies to all persons who have applied for any such position with us ("job applicants").
PERSONAL DATA
2. As used in this Notice, "personal data" means data, whether true or not, about an employee or a job applicant who can be identified: (a) from that data; or (b) from that data and other information to which we have or are likely to have access.
3. Personal data which we may collect includes, without limitation, your:
(a) name or alias, gender, NRIC/FIN or passport number, date of birth,
nationality, and country and city of birth;
(b) mailing address, telephone numbers, email address and other contact
details;
(c) resume, educational qualifications, professional qualifications and
certifications and employment references;
(d) employment and training history;
(e) salary information and bank account details; and
(f) photographs.
4. Other terms used in this Notice shall have the meanings given to them in the PDPA
(where the context so permits).
COLLECTION, USE AND DISCLOSURE OF PERSONAL DATA
5. We generally collect personal data that (a) you knowingly and voluntarily provide in
the course of or in connection with your employment or job application with us, or via
a third party who has been duly authorised by you to disclose your personal data to
us (your “authorised representative”, which may include your job placement agent),
after (i) you (or your authorised representative) have been notified of the purposes for
which the data is collected, and (ii) you (or your authorised representative) have
provided written consent to the collection and usage of your personal data for those
purposes, or (b) collection and use of personal data without consent is permitted or
required by the PDPA or other laws. We shall seek your consent before collecting
any additional personal data and before using your personal data for a purpose
which has not been notified to you (except where permitted or authorised by law).
6. Your personal data will be collected and used by us for the following purposes and
we may disclose your personal data to third parties where necessary for the following
purposes:
(a) assessing and evaluating your suitability for employment in any current or
prospective position within the organisation;
(b) verifying your identity and the accuracy of your personal details and other
information provided;
(c) performing obligations under or in connection with your contract of
employment with us, including payment of remuneration and tax;
(d) all administrative and human resources related matters within our
organisation, including administering payroll, granting access to our premises
and computer systems, processing leave applications, administering your
insurance and other benefits, processing your claims and expenses,
investigating any acts or defaults (or suspected acts or defaults) and
developing human resource policies;
(e) managing and terminating our employment relationship with you, including
monitoring your internet access and your use of our intranet email to
investigate potential contraventions of our internal or external compliance
regulations, and resolving any employment related grievances;
(f) assessing and evaluating your suitability for employment/appointment or
continued employment/appointment in any position within our organisation;
(g) ensuring business continuity for our organisation in the event that your
employment with us is or will be terminated;
(h) performing obligations under or in connection with the provision of our goods
or services to our clients; and
(i) facilitating our compliance with any laws, customs and regulations which may
be applicable to us.
7. After the lapse of the opt-out period, you may notify us that you no longer wish to
consent to the purposes for which your consent was deemed by notification by
withdrawing your consent for the collection, use or disclosure of your personal data in
relation to those purposes.
WITHDRAWING CONSENT
8. The consent that you provide for the collection, use and disclosure of your personal
data will remain valid until such time it is being withdrawn by you in writing. As a job
applicant, you may withdraw consent and request us to stop collecting, using and/or
disclosing your personal data for any or all of the purposes listed above by submitting
your request in writing or via email to our Data Protection Officer at the contact
details provided below.
9. Upon receipt of your written request to withdraw your consent, we may require
reasonable time (depending on the complexity of the request and its impact on our
relationship with you) for your request to be processed and for us to notify you of the
consequences of us acceding to the same, including any legal consequences which
may affect your rights and liabilities to us. In general, we shall seek to process and
effect your request within seven (7) days of receiving it.
10. Whilst we respect your decision to withdraw your consent, please note that
depending on the nature and extent of your request, we may not be in a position to
process your job application (as the case may be). We shall, in such circumstances,
notify you before completing the processing of your request (as outlined above).
Should you decide to cancel your withdrawal of consent, please inform us in writing
in the manner described in clause 7 above.
11. Please note that withdrawing consent does not affect our right to continue to collect,
use and disclose personal data where such collection, use and disclose without
consent is permitted or required under applicable laws.
ACCESS TO AND CORRECTION OF PERSONAL DATA
12. If you wish to make (a) an access request for access to a copy of the personal data
which we hold about you or information about the ways in which we use or disclose
your personal data, or (b) a correction request to correct or update any of your
personal data which we hold, you may submit your request in writing or via email to
our Data Protection Officer at the contact details provided below.
13. Please note that a reasonable fee may be charged for an access request. If so, we
will inform you of the fee before processing your request.
14. We will respond to your request as soon as reasonably possible. In general, our
response will be within seven (7) business days. Should we not be able to respond to
your access request within thirty (30) days after receiving your access request, we
will inform you in writing within thirty (30) days of the time by which we will be able to
respond to your request. If we are unable to provide you with any personal data or to
make a correction requested by you, we shall generally inform you of the reasons
why we are unable to do so (except where we are not required to do so under the
PDPA).
15. Please note that depending on the request that is being made, we will only need to
provide you with access to the personal data contained in the documents requested,
and not to the entire documents themselves. In those cases, it may be appropriate
for us to simply provide you with confirmation of the personal data that our
organisation has on record, if the record of your personal data forms a negligible part
of the document.
PROTECTION OF PERSONAL DATA
16. To safeguard your personal data from unauthorised access, collection, use,
disclosure, copying, modification, disposal or similar risks, we have introduced
appropriate administrative, physical and technical measures such as minimised
collection of personal data, authentication and access controls (such as good
password practices, need-to-basis for data disclosure, etc.), up-to-date antivirus
protection, regular patching of operating system and other software, and securely
erase storage media in devices before disposal.
17. You should be aware, however, that no method of transmission over the Internet or
method of electronic storage is completely secure. While security cannot be
guaranteed, we strive to protect the security of your information and are constantly
reviewing and enhancing our information security measures.
ACCURACY OF PERSONAL DATA
18. We generally rely on personal data provided by you (or your authorised
representative). In order to ensure that your personal data is current, complete and
accurate, please update us if there are changes to your personal data by informing
our Data Protection Officer in writing or via email at the contact details provided
below.
RETENTION OF PERSONAL DATA
19. We may retain your personal data for as long as it is necessary to fulfil the purposes
for which they were collected, or as required or permitted by applicable laws.
20. We will cease to retain your personal data, or remove the means by which the data
can be associated with you, as soon as it is reasonable to assume that such
retention no longer serves the purposes for which the personal data were collected,
and are no longer necessary for legal or business purposes.
TRANSFERS OF PERSONAL DATA OUTSIDE OF SINGAPORE
21. We generally do not transfer your personal data to countries outside of Singapore.
However, if we do so, we will obtain your consent for the transfer to be made and will
take steps to ensure that your personal data continues to receive a standard of
protection that is at least comparable to that provided under the PDPA.
EFFECT OF NOTICE AND CHANGES TO NOTICE
22. This Notice applies in conjunction with any other policies, notices, contractual
clauses and consent clauses that apply in relation to the collection, use and
disclosure of your personal data by us.
23. We may revise this Notice from time to time without any prior notice. You may
determine if any such revision has taken place by referring to the date on which this
Notice was last updated. Your continued employment and participation in our
recruitment process constitute your acknowledgement and acceptance of such
changes.