Data Protection Notice

Application of this notice

This notice applies to people engaged under a contract of service with PET or on behalf of PET’s clients, whether on a part-time, temporary or full-time basis, as well as interns and trainees where applicable.

Personal data

“Personal data” means data, whether true or not, about an employee who can be identified from that data or from that data together with other information to which PET has or is likely to have access.

Depending on the nature of the interaction, personal data may include:

1. name or alias, gender, NRIC/FIN or passport number, date of birth, nationality, and country and city of birth;
2. mailing address, telephone numbers, email address and other contact details;
3. employment and training history;
4. salary information and bank account details;
5. details of next-of-kin, spouse and other family members;
6. records of leave from work;
7. performance assessments and disciplinary records; and
8. additional information supplied as a job applicant.

Collection, use and disclosure

PET generally collects personal data that an individual knowingly and voluntarily provides in connection with employment or a job application, or that an authorised representative provides after the relevant purposes have been notified and consent obtained. PET may also collect or use personal data without consent where permitted or required by law.

PET will seek consent before collecting additional personal data or using personal data for a purpose that has not been notified, except where permitted or authorised by law.

Personal data may be collected, used and, where necessary, disclosed for:

1. obligations connected with employment, including remuneration and tax;
2. administrative and HR matters including payroll, access, leave, benefits, claims, expenses, investigations and HR policy;
3. managing or ending an employment relationship, investigating potential compliance issues and resolving grievances; and
4. compliance with applicable laws, customs and regulations.

Withdrawing consent

Consent remains valid until withdrawn in writing. Requests may be submitted to the Data Protection Officer using the details below. Withdrawal does not affect PET’s right to collect, use or disclose personal data without consent where permitted or required by law.

PET may need reasonable time to process a request and explain consequences that may affect the individual’s rights or PET’s ability to provide services. PET generally seeks to process such requests within 15 business days.

Access and correction

Requests for access to personal data, information about its use or disclosure, or correction of personal data may be submitted in writing or by email to the Data Protection Officer. A reasonable fee may be charged for an access request, and the fee will be disclosed before processing.

PET will respond as soon as reasonably possible, generally within 15 business days. If PET cannot respond to an access request within 30 days, PET will provide a written update within that period. Lawful exceptions may apply.

Protection of personal data

PET uses administrative, physical and technical measures intended to safeguard personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks. Measures may include data minimisation, authentication, role-based access, encryption, antivirus protection, software patching, secure media disposal, web-security controls, multi-factor authentication, and regular review or testing.

No internet transmission or electronic-storage method is completely secure. PET continually reviews and enhances its information-security measures, but security cannot be guaranteed.

Accuracy

PET generally relies on personal data provided by the individual or an authorised representative. Please inform the Data Protection Officer in writing or by email if information changes.

Retention

PET may retain personal data for as long as necessary for the purposes for which it was collected, or as required or permitted by applicable law. PET will cease retention, or remove the means by which data can be associated with an individual, when it is reasonable to assume retention no longer serves its original purpose and is not needed for legal or business purposes.

International transfers

PET generally processes personal data within Singapore, Malaysia and the United States. If personal data is transferred elsewhere, PET will take steps required by applicable law to ensure a standard of protection comparable to that provided under the relevant data-protection framework.

Data Protection Officer

Questions, feedback and requests may be directed to PET’s Data Protection Officer:

Telephone: +65 6618 3468
Email: petpayroll@pet-hr.com

Effect and changes

This notice applies together with other policies, notices, contractual clauses and consent clauses concerning collection, use and disclosure of personal data. PET may revise it from time to time. The date above indicates the latest published revision.