HOPEHOUSE
Personal data protection act (PDCA)
External policy

 

A. The Personal Data Protection Act

The Personal Data Protection Act (Act No. 26 of 2012) (“PDPA”) regulates the collection, use and disclosure of an individual’s personal data. The general rule laid out by the legislation is that personal data can only be collected, used and / or disclosed with the consent of the individual concerned.

The PDPA has been implemented in two stages. The Do Not Call (“DNC”) registry came into force on 2 January 2014. The remainder of the provisions, including those pertaining to the collection, use and disclosure of personal data, came into force on 2 July 2014.

B. Relevance of This External Policy

The PDPA applies to all organisations, including voluntary welfare organisations such as HopeHouse. It requires HopeHouse to put into place practices and policies to meet the prescribed data protection standards. HopeHouse is liable for all the acts committed by its employees and volunteers, unless reasonable steps have been taken by HopeHouse to prevent these persons from violating the Act.

This external policy therefore aims to inform the general public about how HopeHouse complies with the PDPA. It also provides a set of practical steps that people may take to gain access to, or make corrections to their personal data provided to HopeHouse. These steps also allow them to withdraw their consent to the collection, use or disclosure of their personal data.

C. Personal Data

In this Data Protection Policy (“Policy”) and under the PDPA, “personal data” refers to any data (whether true or not) about an individual who can be identified [1] from that data; or [2] from that data and other information to which we have or are likely to have access.

Examples of such personal data may include a person’s:

  • name, NRIC, passport or other identification number;
  • date of birth;
  • contact details such as telephone number(s), mailing address(es), and email address(es);
  • education details;
  • images, videos, and voice recordings;
  • employment and financial details; or
  • any other information relating to any individuals which may have been provided to HopeHouse, in any form.

In this Policy, “we”, “us”, “our” or “HopeHouse” refers to HopeHouse, “you”, “your” or “yours” refers to the persons to whom this Policy applies.

 

 EXternal guidelines

A. HOPEHOUSE’s Collection, Use, and Disclosure of Personal Data

HopeHouse is committed to adhering to its legal obligations under the PDPA. This means that HopeHouse will do its best to comply with the general rule laid out by the PDPA that personal data can only be collected, used and/or disclosed with the consent of an individual (subject to the exceptions and on the terms provided in the PDPA).

Note: The information in this Policy merely provides an overview of HopeHouse’s obligations under the PDPA. This Policy is not a representation by HopeHouse that is meant to create any private law obligation. HopeHouse’s precise legal obligations may be found in the PDPA, the Personal Data Protection Regulations 2014 and any other subsidiary regulations, notices or guidelines in force. HopeHouse may, from time to time, update this Policy to reflect any changes in legal or regulatory requirements.

 

B. Collection

In general, HopeHouse collects personal data when:

  • you submit any form (such as registration, application, casework, membership, consent, public permission, or donation forms);
  • you enter into any agreement with HopeHouse;
  • you provide other documentation or information in respect of your interactions and transactions with HopeHouse, or when you use HopeHouse’s services;
  • you interact with HopeHouse staff, volunteers, and other representatives (for example, via telephone calls, email, fax, letters, fax, and face-to-face meetings);
  • you request that HopeHouse contact you, or be included in an email or other mailing list kept by HopeHouse;
  • you respond to HopeHouse’s request for additional personal data through other initiatives;
  • you submit an employment or volunteer application, or when you provide documents or information including your resume and/or curriculum vitae in connection with any appointment;
  • HopeHouse takes your photographs or videos when you attend HopeHouse events;
  • HopeHouse seeks information about you and receives your personal data in connection with your relationship with HopeHouse (such as for rehabilitative services or employment applications), for example, from public agencies or the relevant authorities; and/or
  • you submit your personal data to HopeHouse for any other reason.

Accuracy: HopeHouse will take reasonable efforts to ensure that the personal data HopeHouse collects is accurate and complete. Please help HopeHouse by ensuring that all personal data you submit is complete and accurate. If you fail to do so, HopeHouse may be unable to provide you with the services that you have requested.

If HopeHouse is likely to use your personal data to make a decision that affects you, or if HopeHouse is likely to disclose your personal data to another organisation, HopeHouse will make reasonable efforts to ensure that personal data collected by or on behalf of us is accurate and complete.

Security: HopeHouse will protect the personal data by making reasonable security arrangements. However, HopeHouse cannot completely guarantee the security of your personal data.

 

C. Purposes OF Collection, Use and Disclosure of Personal Data

In general, HopeHouse may collect, use and disclose personal data for the following non-exhaustive list of purposes:

  • responding to, processing and handling complaints, queries, requests, feedback and suggestions;
  • assisting and contacting parties in relation to the services they have requested;
  • developing its customised and flexible programs for each of its residents;
  • contacting parties in relation to events HopeHouse is hosting;
  • research and advocacy purposes in relation to youths at risk;
  • HopeHouse’s internal record keeping purposes;
  • for counselling purposes;
  • for the processing of donations;
  • for use in HopeHouse publications, or to send out HopeHouse publications;
  • to provide information to the relevant funding agencies;
  • contacting volunteers regarding their tasks, or regarding future volunteering opportunities;
  • responding to, processing and handling complaints, queries, requests, feedback and suggestions; or
  • complying with any applicable rules, laws and regulations, codes of practice or guidelines or to assist in law enforcement and investigations by relevant authorities.

HopeHouse will seek your prior consent for any disclosure of your personal information in relation to these purposes and for any other purpose that is not listed above.

HopeHouse will retain your personal data for as long as the purpose(s) for which it was collected remain(s) valid, or for as long as necessary to comply with HopeHouse’s legal or business obligations.

D. Contacting HOPEHOUSE: Feedback, Complaints, Access and Correction of your Personal Data, and withdrawal of Consent

You may contact us if you:

  • have any questions or feedback about how HopeHouse handles personal data;
  • have any complaints about how HopeHouse has handled your personal data;
  • wish to obtain access or make corrections to your personal data that HopeHouse has; or
  • wish to withdraw your consent to HopeHouse’s use of your personal data,

Please identify yourself and indicate the personal data that the request concerns. HopeHouse will strive to respond to each request as soon as reasonably possible and as accurately and completely as necessary. However, please note that HopeHouse may refuse your request under certain circumstances as laid out under the PDPA.

Note on Withdrawal of Consent: If you withdraw your consent to the use of your personal data, depending on the nature of your request, HopeHouse may not be able to continue providing its services or performing its contractual obligations to you. Any withdrawal of consent may also result in the termination of any agreements or arrangements you have with HopeHouse and you being in breach of your contractual obligations or undertakings. HopeHouse reserves its legal rights and remedies in such an event.