Data Protection Policy For Job Applicants

APPLICATION OF THIS POLICY

1. This Policy applies to all persons who have applied for any job position with us (“job applicants”).

PERSONAL DATA

2. As used in this Policy, “personal data” means data, whether true or not, about an 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. As a Job applicant, personal data which we may collect in the context of your employment with us If you are a job applicant, personal data which we may collect includes, without limitation, your:

• full name or alias, gender, year of birth, marital status, driving license, nationality, citizenship and type of permit holder;
• mailing address, mobile numbers, email address and other contact details;
• resume, educational qualifications, professional qualifications and certifications and employment references;
• employment and training history;
• work-related health issues and disabilities; and
• any additional information provided to us by you

Other terms used in this Policy shall have the meanings given to them in the PDPA (where the context so   permits).

COLLECTION, USE AND DISCLOSURE OF PERSONAL DATA

4. We generally collect personal data that (a) you knowingly and voluntarily provide in the course of or in connection with your employment 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).

5. As a job applicant, your personal data will be collected, used and may disclosed by us for the following purposes:

• assessing and evaluating your suitability for employment in any current or prospective position within the organisation;
• verifying your identity and the accuracy of your personal details and other information provided;
• complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any governmental and/or regulatory authority; and
• transmitting to any unaffiliated third parties including our third party service providers and agents, and relevant governmental and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes.

6. The purposes listed in the above clauses may continue to apply even in situations where your relationship with us (for example, pursuant to a contract) has been terminated or altered in any way, for a reasonable period thereafter (including, where applicable, a period to enable us to enforce our rights under any contract with you).

7. We may collect, use and disclose individual personal data pursuant to an exception under the PDPA law such as assisting in law enforcement and investigations conducted by any governmental and/or regulatory authority.

WITHDRAWING CONSENT

8. Individuals have choices regarding our collection, use or disclosure of your personal data. If you choose not to provide us with the personal data described in this notice, we may not be able to perform our obligations as stated in this notice. You have the right to object to the processing of your personal data and withdraw your consent in the manner described in this section.

9. 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 via email. You may withdraw consent and request us to stop collecting and/or using and/or disclosing your personal data for any or all of the purposes listed above by submitting your request in writing via email to our Data Protection Officer at the contact details provided below.

10. 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 10 working days after receiving the request.

11. 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 request. We shall, in such circumstances, notify you before completing the processing of your request. Should you decide to cancel your withdrawal of consent, please inform us in writing via email.

12. 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

13. 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 via email to our Data Protection Officer at the contact details provided below.

14. 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.

15. We will respond to your access request as soon as reasonably possible. Should we not be able to respond to your access request within 30 days after receiving your access request, we will inform you in writing via email within 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 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).

16. We will respond to your correction request as soon as reasonably possible. Should we not be able to correct the correction request within 30 days after receiving your request, we will inform you in writing via email on the time by which we will be able to correct your correction request. If we are unable 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).

17. 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.

18. We will not provide information under the access requirement for:-

(a) opinion data kept solely for an evaluative purpose;

(b) any examination, examination scripts and, prior to the release of examination results, examination results;

(c) the personal data of the beneficiaries of a private trust kept solely for the purpose of administering the trust;

(d) personal data kept by an arbitral institution or a mediation centre solely for the purposes of arbitration or mediation proceedings administered by the arbitral institution or mediation centre;

(e) documents related to a prosecution if all proceedings related to the prosecution have not been completed;

(f) personal Data subject to legal privilege;

(g) personal Data which, if disclosed, would reveal confidential commercial information that could, in the opinion of a reasonable person, harm the competitive position of the organisation;

(h) personal Data collected, used or disclosed without consent pursuant to the exemptions in the PDPA, for the purposes of an investigation if the investigation and associated proceedings and appeals have not been completed;

(i) the personal data was collected or created by a mediator or arbitrator in the conduct of a mediation or arbitration for which he was appointed to act —

>> under a collective agreement under the Industrial Relations Act (Cap. 136) or by agreement between the parties to the mediation or arbitration;

>> under any written law; or

>> by a court, arbitral institution or mediation centre.

(j) any request: –

>> That would unreasonably interfere with the operations of the organisation because of the repetitious or systematic nature of the requests;

>> If the burden or expense of providing access would be unreasonable to the organisation or disproportionate to the individual’s interests;

>> For information that does not exist or cannot be found;

>> For information that is trivial; and

>> That is otherwise frivolous or vexatious.

(k) personal Data or other information shall not be provided to an individual if the provision of that Personal Data or information could reasonably be expected to:

>> Threaten the safety or physical or mental health of an individual other than the individual who made the request;

>> Cause immediate or grave harm to the safety or to the physical or mental health of the individual who made the request;

>> Reveal Personal Data about another individual;

>> Reveal the identity of an individual who has provided Personal Data about another individual and the individual providing the Personal Data does not consent to the disclosure of his/her identity; or be contrary to national interest.

(l) If Personal Data has been disclosed to a prescribed law enforcement agency without the consent of the individual or pursuant to the exemptions in the PDPA, we shall not be required to inform the individual of such disclosure.

19. Correction request will not be approve in respect of:

(a) opinion data kept solely for an evaluative purpose;

(b) examinations conducted by educational institutions, including examination scripts and, prior to the release of examination results;

(c) personal data of beneficiaries of a private trust used exclusively for trust administration;

(d) personal data held by arbitral institutions or mediation centers solely for arbitration or mediation proceedings; or

(e) documents related to a prosecution if all proceedings have not concluded.

PROTECTION OF PERSONAL DATA

20. 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 up-to-date antivirus and firewall protection, encryption and the use of privacy filters to secure all storage and transmission of personal data by us, and disclosing personal data both internally and to our authorised third party service providers and agents only on a need-to-know basis.

21. 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

22. 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 via email at the contact details provided below.

RETENTION OF PERSONAL DATA

23. We may retain your personal data for 2 months to fulfil the purposes for which they were collected, or in consideration for future job opportunity purpose.

24. 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

25. 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.

DATA PROTECTION OFFICER

26. You may contact our Data Protection Officer if you have any enquiries or feedback on our personal data protection policies and procedures; or if you wish to make any request, in the following manner:

• Contact Person: Data Protection Officer
• Email: dpo@kkle.com.sg

EFFECT OF POLICY AND CHANGES TO POLICY

27. This Policy 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.

28. We may revise this Policy 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.