Personal Data Protection Policy

Effective date: 1 September 2024
Last updated: 1 September 2024

This Personal Data Protection Policy (this “Policy”) sets out the ways in which the Henry Park Primary School Alumni Association (the “Association”, “we”, “us”, or “our”) collects, uses, discloses and processes Personal Information of its members (“you”).

By becoming a member of the Association, you agree to the terms of this Policy, as updated from time to time. We will update this Policy to ensure that it is consistent with any changes in accordance with the applicable data protection laws. You are encouraged to periodically review this Policy to be informed of how we protect your Personal Information.

This Policy applies to Personal Information in our possession or under our control, including Personal Information in the possession of organisations which we have engaged to collect, use, disclose or process Personal Information for the Purposes.

Collection, Use and Disclosure of Personal Information

We generally do not collect your Personal Information unless:

it is provided to us voluntarily by you or a third party duly authorised by you (your “authorised representative”) after you (or your authorised representative) have (a) been notified of the Purposes, and (b) provided written consent to the collection and usage of your Personal Information for such Purposes; or
collection and use of your Personal Information without consent is permitted or required under the Singapore Personal Data Protection Act 2012 (“PDPA”) or other applicable laws and regulations.

We will seek your consent before collecting any additional Personal Information and before using your Personal Information for a purpose which has not been notified to you (unless such use is permitted or authorised under applicable laws and regulations).

Types of Personal Information

“Personal Information” refers to any data, whether true or not, about an individual 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.

Depending on the nature of your interaction with us, some examples of Personal Information which we may collect from you include:

Contact information: full name, phone number, email address, residential address, national identity registration card (NRIC) number, gender, date of birth, marital status, photograph, education history and qualifications, and employment information;
Payment information: payment method, billing information, and credit card number; and
Other information: areas of interest in relation to volunteers activities, details of your interactions with us, including messages, questions, comments, feedback or suggestions, and transaction history.

Use of Personal Information

We may use the Personal Information we collect from you for any of the following purposes:

Perform our obligations in the course of or in connection with our provision of the goods and/or services requested by you.
Verify your identity.
Create, administer and maintain the alumni and membership database for the Association, including the Association’s searchable alumni members’ directory.
Manage your membership and/or relationship with us.
Organise members’ gatherings, events and activities.
Communicate with you, including to provide information on the Association’s initiatives, invitations to the Association’s events, and requests for support, participation or feedback via email.
Provide you with updates and information on the Association’s internal reporting and/or accounting.
Process your payments, credit transactions, and/or donations.
Contact you in connection with government, audit and other regulatory purposes.
Comply 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.
where you are a volunteer, processing and evaluating your suitability to volunteer, and monitoring, evaluating and/or auditing of services you participated in.
Any other purposes which we will notify you at the time of obtaining your consent.

(collectively, the “Purposes”).

We may share your Personal Information with our third party service providers, agents and/or our affiliates or related corporations, and/or other third parties whether situated in Singapore or outside of Singapore, for one or more of the above-stated Purposes or where such disclosure is required for performing obligations in the course of or in connection with our provision of the goods and services requested by you. Such third party service providers, agents and/or affiliates or related corporations and/or other third parties would only be processing your Personal Information on our behalf for one or more of the above-stated Purposes. By providing us with your Personal Information, you consent to our sharing your Personal Information with these third parties and the processing of your Personal Information by these third parties.

We may also contact you by any means of communication for which you have given us contact details, including but not limited to email, telephone, and post, for the purpose of getting your feedback or for providing you with information which we believe could be of interest to you.

Please note that the Purposes 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 a contract with you).

Security of your Personal Information

To safeguard your Personal Information from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have introduced appropriate administrative, physical and technical measures such as protecting your Personal Information on computer servers in a controlled and secure environment and access controls (e.g., access to data is granted on a need-to-know basis).

We will not share your Personal Information with third parties without your consent unless required by law or a court order to do so.

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 Personal Information and are constantly reviewing and enhancing our information security measures.

Withdrawing Consent

The consent that you provide for the collection, use and disclosure of your Personal Information will remain valid until you withdraw your consent in writing. You may withdraw consent and request us to stop collecting, using and/or disclosing your Personal Information 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.

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 will seek to process your request within 30 days of receiving it.

Whilst we respect your decision to withdraw your consent, please be aware that depending on the nature and scope of your request, we may not be in a position to continue providing our goods and/or services to you and we will, in such circumstances, inform you before completing the processing of your request.

As such, please note that the collection and use of certain Personal Information is necessary to maintain your membership and/or for processing transactions. You may, however, opt out of our collection and/or use of your Personal Information for other purposes such as opting out of receiving our marketing and promotional materials. If you opt out of our marketing and promotional materials, you will no longer receive any communications from us in relation to these marketing and promotional offers, but you will continue to receive communications from us in connection with your membership obligations and rights. Should you decide to cancel your withdrawal of consent, please inform us in writing or via email to our Data Protection Officer at the contact details provided below.

Please note that withdrawing consent does not affect our right to continue to collect, use and disclose Personal Information where such collection, use and disclose without consent is permitted or required under applicable laws and regulations.

Access to and Correction of your Personal Information

We rely on you to ensure that your Personal Information is current, complete and accurate. Please let us know of any changes to your Personal Information or if you would like to make a correction request to correct or update any of your Personal Information which we hold about you. You may also make an access request for access to a copy of the Personal Information which we hold about you or information about the ways in which we use or disclose your Personal Information.

You may submit your request in writing or via email to our Data Protection Officer at the contact details provided below. We may charge you a reasonable fee for an access request. If so, we will inform you of the fee before processing your request.

We will respond to your request as soon as reasonably possible. In general, we will respond within 30 days. Should we not be able to respond to your request within 30 days after receiving your request, we will inform you ahead of that time in writing. If we are unable to provide you with any Personal Information or to make a correction requested by you, we will inform you of the reasons why we are unable to do so (except where we are not required to do so under the PDPA).

Retention of Personal Information

We may retain your Personal Information for as long as it is necessary to fulfil the purpose for which it was collected, or as required or permitted by applicable laws.

We will cease to retain your Personal Information as soon as it is reasonable to assume that such retention no longer serves the purpose for which your Personal Information was collected, and is no longer necessary for legal or business purposes.

Transfer of Personal Information Outside of Singapore

We generally do not transfer your Personal Information to countries outside of Singapore. However, if we do so, we will obtain your consent for the transfer to be made and we will take steps to ensure that your Personal Information continues to receive a standard of protection that is at least comparable to that provided under the PDPA.

Link to Other Websites

Our website contains links to external websites. If you click on a link to any of these external websites, you do so at your own risk. We cannot and do not accept any responsibility or liability for their privacy policies and practices. This Policy does not cover these external websites, and we encourage you to read and understand these privacy policies and practices before sharing your Personal Information with them.

Contact Information

If you have any questions or feedback relating to this Policy, or if you wish to make any requests, please contact us at:

Email: contact@hppsalumni.sg

Addressee: Data Protection Officer

This Policy applies in conjunction with any other notices, contractual clauses and consent clauses that apply in relation to the collection, use and disclosure of your Personal Information by us.