This Data Protection Notice (“Notice”) sets out the basis upon which Autism Association (Singapore) [“AA(S)”, “we”, “us” or “our”] may collect, use, disclose or otherwise process personal data of professional service provider 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
This Notice applies to all persons engaged in
a. a contract of service including staff on secondment, interns and trainees working at or attached to us;
b. a contract for service with us including service contractors and other engaged individuals,
(the persons in (a) and (b) above, whether on a part-time or full-time basis, and all such persons hereinafter collectively referred to as “Employee”).
PERSONAL DATA
As used in this Policy, “personal data” means data, whether true or not, about an employee 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.
I In this notice, references to the term “employment” shall be construed to include employment, freelance and contract service arrangements, and internships (as may be applicable) with us.
Personal data which we may collect in the context of your employment with us includes, without limitation, your:
1. Full 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 your next-of-kin, spouse and other family members;
6. work-related health issues and disabilities;
7. records on leave of absence from work;
8. photographs and other audio-visual information;
9. medical, performance assessments and disciplinary record; and
10. any additional information provided to us by you voluntarily.
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
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).
Your personal data will be collected and used by us for the following purposes and may be disclosed to authorised third parties where necessary for the following purposes:
1. performing obligations under or in connection with your contract of employment with us, including payment of remuneration and tax;
2. 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;
3. considering and processing applications for continuing skill development and training, including (without limitation) organising training and staff development programmes;
4. Providing resources and assistance in connection with the performance of duties or trainings (including without limitation making work-related travel arrangements on your behalf);
5. 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;
6. conducting disciplinary and security proceedings and/or arrangements;
7. carrying out background checks, investigation and screening activities in accordance with legal or regulatory obligations that may be required by the Singapore law or implemented by AA(S);
8. producing statistics for internal and/or statutory reporting and/or record keeping requirements and performing AA(S)’s policy/process reviews;
9. assessing and evaluating your suitability for employment/appointment or continued employment/appointment in any position within AA(S).
10. responding to requests for information from embassies, public agencies, ministries, statutory boards or similar authorities;
11. ensuring business continuity for AA(S) in the event that your employment with us is or will be terminated;
12. facilitating AA(S)’s compliance with any laws, customs and regulations which may be applicable to AA(S);
13. publishing in internal AA(S)’s publications and broadcast such as newsletters and email;
14. processing your application, registration or event sign-up;
15. supporting and/or dealing with your works, trainings, competitions, health, medical needs, safety and welfare requirements such as but not limited to employee support services, counselling and health services;
16. administering and/or managing activities organised and/or held by AA(S). Please note that photographs(s) or video images of you may be taken during such activities and used, disclosed, processed and published in materials such as newsletters or other publications, or any materials/books and you agree to the same;
17. performing obligations under or in connection with the provision of our services to our clients/students;
18. contacting you via different modes such as phone/voice call, short text message, email and /or postal mail for AA(S)’s related matters such as but not limited to AA(S)’s events, training arrangement, and communicating with you in the event of public transport disruptions, emergencies or other extraneous circumstances such as national disasters, health pandemics, fire drills, evacuation drills and etc.;
19. conducting publicity and/or the development of promotional materials to showcase and market your achievements as an affiliate of AA(S), publishing your image and/or personal data on public media platforms. You hereby grant AA(S) permissions to use your name, photograph, video images, personal story and information you provide to AA(S) in the association’s promotional materials;
20. facilitating any proposed or confirmed merger, acquisition or business asset transaction involving any part of our association, or corporate restructuring process; and
21. any other purpose reasonably related to the aforesaid purposes.
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).
If you provide any other’s individual personal data other than your own personal data to us, you should obtain the consent for collection, use and disclosure from the individual before disclosing the personal data to us.
WITHDRAWING CONSENT
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. You may withdraw consent and request AA(S) 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
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, if necessary, 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 your request within ten (10) business days of receiving it. However, if we are unable to complete your request within the timeline, we will inform you within the 10 business days.
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.
Please note that withdrawal of 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 OF PERSONAL DATA
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 at
We will respond to your access request as soon as reasonably possible. Should we not be able to respond to your access request within thirty (30) business days after receiving your access request, we will inform you in writing within thirty (30) business 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).
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 association has on record, if the record of your personal data forms a negligible part of the document.
CORRECTION OF PERSONAL DATA
If you wish to make a correction request to correct or update any of your personal data which we hold, you may submit your request via email to
We will respond to your correction request as soon as reasonably possible. Should we not be able to correct the correction request within 30 business 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).
Correction requests will not be approved in respect to:
1. opinion data kept solely for an evaluative purpose;
2. any examination conducted by an education institution, examination scripts and, prior to the release of examination results, examination results;
3. the personal data of the beneficiaries of a private trust kept solely for the purpose of administering the trust;
4. 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; or
5. a document related to a prosecution if all proceedings related to the prosecution have not been completed.
PROTECTION OF PERSONAL DATA
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 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.
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
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 us via email at
RETENTION OF PERSONAL DATA
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.
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
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 POLICY AND CHANGES TO POLICY
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.
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.
