A) GENERAL DATA PROTECTION POLICY
Talenox Pte Ltd (“Talenox”, “we”, “us” and/or “our”) takes our responsibilities under
- Singapore’s Personal Data Protection Act 2012 (the “PDPA”),
- Malaysia's Personal Data Protection Act 2010,
- Hong Kong's Personal Data (Privacy) Ordinance,
- and European Union’s General Data Protection Regulation (the “GDPR”)
(collectively known as the "Data Protection Acts") seriously. We recognise the importance of safeguarding the personal data you have provided us and it is our responsibility to properly manage, protect and process your personal data.
This Data Protection Policy is designed to assist you in understanding how we collect, use, disclose and/or process the personal data you have provided to us, as well as to assist you in making an informed decision before providing us with any of your personal data.
If you, at any time, have any queries on this policy or any other queries in relation to how we may manage, protect and/or process your personal data, please do not hesitate to contact our Support Desk at firstname.lastname@example.org.
1. INTRODUCTION TO THE PDPA AND GDPR
1.1 “Personal Data” is defined under the Data Protection Acts to mean data, whether true or not, about an individual who can be identified from that data, or from that data another information to which an organization has or is likely to have access.
1.2 We will collect your personal data in accordance with the Data Protection Acts either directly from you or your authorised representatives, and/or through our third party service providers (e.g. partners, resellers). We will notify you of the purposes for which your personal data may be collected, used, disclosed and/or processed, as well as obtain your consent for the collection, use, disclosure and/or processing of your personal data for the intended purposes, unless an exception under the law permits us to collect and process your personal data without your consent.
2 PURPOSES FOR COLLECTION, USE, DISCLOSURE AND PROCESSING OF PERSONAL DATA
2.1 The personal data which we collect from you may be collected, used, disclosed and/or processed for various purposes, depending on the circumstances for which we may/will need to process your personal data, which include but are not limited to:
(a) Facilitating Talenox’s provision of the products and services which you use
(b) Communicating with you on your enquiries, and/or sending you marketing, advertising and promotional information and materials relating to products and/or services that we, our partners and/or third party organisations with whom we are collaborating, may be selling or marketing.
(c) Administrative matters on your product and/or service purchases and/or subscriptions, managing your accounts, processing your sign-ups/registrations for mailing lists, etc.
(d) Conducting market research and customer satisfaction surveys; and
(e) Any other purposes that we notify you of at the time of obtaining your consent. (collectively, the “Purposes”). As the purposes for which we may/will collect, use, disclose or process your personal data depend on the circumstances at hand, such purpose may not appear above. However, we will notify you of such other purpose at the time of obtaining your consent, unless processing of your personal data without your consent is permitted by law.
2.2 In order to conduct our business operations more smoothly and to fulfil the above-said Purposes, we may also be disclosing the personal data you have provided to us to our third party service providers, and/or our affiliates or related corporations, and/or other third parties whether sited in the country you reside or outside of your country of residence, for one or more of the above-stated Purposes. Such third party service providers, agents and/or affiliates or related corporations and/or other third parties would be processing your personal data either on our behalf or otherwise, for one or more of the above-stated Purposes.
2.3 When you connect our leave module to your Google account, we will only sync and store events that are created by us. For e.g. Leave applications applied will be sync to your calendar. The calendar events we created are stored in our server, just for the purposes of syncing or making updates when a leave application changes.
3. PERSONAL DATA YOU PROVIDE VOLUNTARILY
3.1 Account Information. You may give us permission to access your company details, employee information, payroll and leave management data so that we will be able to resolve technical issues on your behalf.
3.2 Billing Information. If you subscribe to any plan on Talenox, we will collect and store your credit card information and billing details. We store the last four digits of your credit card number, card type, name and the expiration date.
4. SPECIFIC ISSUES FOR THE DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES
4.1 We respect the confidentiality of the personal data you have provided to us.
4.2 In that regard, we will not disclose your personal data to third parties without first obtaining your consent permitting us to do so. However, please note that we may disclose your personal data to third parties without first obtaining your consent in certain situations, including, without limitation, the following:
(a) cases in which the disclosure is required or authorised based on the applicable laws and/or regulations;
(b) cases in which the purpose of such disclosure is clearly in your interests, and if consent cannot be obtained in a timely way;
(c) cases in which the disclosure is necessary to respond to an emergency that threatens the life, health or safety of yourself or another individual;
(d) cases in which the disclosure is necessary for any investigation or proceedings;
(e) cases in which the personal data is disclosed to any officer of a prescribed law enforcement agency, upon production of written authorisation signed by the head or director of that law enforcement agency or a person of a similar rank, certifying that the personal data is necessary for the purposes of the functions or duties of the officer;
(f) cases in which the disclosure is to a public agency and such disclosure is necessary in the public interest; and/or
(g) where such disclosure without your consent is permitted by the Data Protection Acts or by law.
4.3 The instances listed above at paragraph [4.2] are not intended to be exhaustive. For more information on the exceptions, you are encouraged to peruse the Second, Third and Fourth Schedules of the PDPA which is publicly available at http://statutes.agc.gov.sg for Singapore and the schedules of other Data Protection Acts if they are available.
4.4 Where we disclose your personal data to third parties with your consent, we will employ our best efforts to require such third parties to protect your personal data.
5. REQUEST FOR ACCESS AND/OR CORRECTION OF PERSONAL DATA
5.1 You may request to access and/or correct the personal data currently in our possession or control by submitting a written request to us. We will need enough information from you in order to ascertain your identity as well as the nature of your request, so as to be able to deal with your request. Hence, please submit your written request to email@example.com.
5.2 For a request to access personal data, once we have sufficient information from you to deal with the request, we will seek to provide you with the relevant personal data within 30 days. Where we are unable to respond to you within the said 30 days, we will notify you of the soonest possible time within which we can provide you with the information requested. Note that each of the Data Protection Acts exempts certain types of personal data from being subject to your access request.
5.3 For a request to correct personal data, once we have sufficient information from you to deal with the request, we will:
(a) correct your personal data within 30 days. Where we are unable to do so within the said 30 days, we will notify you of the soonest practicable time within which we can make the correction. Note that the PDPA exempts certain types of personal data from being subject to your correction request as well as provides for situation(s) when correction need not be made by us despite your request; and
(b) subject to paragraph [5.4], we will send the corrected personal data to every other organisation to which the personal data was disclosed by Talenox within a year before the date the correction was made, unless that other organisation does not need the corrected personal data for any legal or business purpose.
5.4 Notwithstanding paragraph [5.3(b)], we may, if you so consent, send the corrected personal data only to specific organisations to which the personal data was disclosed by us within a year before the date the correction was made.
5.5 When you connect with your Google account for leave, we only request limited access enough for us to connect and update your calendar.
6. REQUEST TO WITHDRAW CONSENT
6.1 You may withdraw your consent for the collection, use and/or disclosure of your personal data in our possession or under our control by submitting your request to firstname.lastname@example.org.
6.2 We will process your request within a reasonable time from such a request for withdrawal of consent being made, and will thereafter not collect, use and/or disclose your personal data in the manner stated in your request.
6.3 However, your withdrawal of consent could result in certain legal consequences arising from such withdrawal. In this regard, depending on the extent of your withdrawal of consent for us to process your personal data, it may mean that we will not be able to continue with your existing relationship with us.
6.4 You can disconnect your Google account at anytime, and we will destroy all calendar events that we have created, without accessing any of your personal data.
7. ADMINISTRATION AND MANAGEMENT OF PERSONAL DATA
7.1 We will take reasonable efforts to ensure that your personal data is accurate and complete, if your personal data is likely to be used by Talenox to make a decision that affects you, or disclosed to another organisation. However, this means that you must also update us of any changes in your personal data that you had initially provided us with. We will not be responsible for relying on inaccurate or incomplete personal data arising from your not updating us of any changes in your personal data that you had initially provided us with.
7.2 We will also put in place reasonable security arrangements to ensure that your personal data is adequately protected and secured. Appropriate security arrangements will be taken to prevent any unauthorised access, collection, use, disclosure, copying, modification, leakage, loss, damage and/or alteration of your personal data. However, we cannot assume responsibility for any unauthorised use of your personal data by third parties which are wholly attributable to factors beyond our control.
7.3 We retain the personal data stored in Talenox for so long as reasonably necessary to fulfil the purposes for which the data was collected, to perform our contractual and legal obligations and for any applicable statute of limitations periods for the purposes of bringing and defending claims.
7.4 We will also put in place measures such that your personal data in our possession or under our control is destroyed and/or anonymised as soon as it is reasonable to assume that
(i) the purpose for which that personal data was collected is no longer being served by the retention of such personal data; and
(ii) retention is no longer necessary for any other legal or business purposes.
(iii) The only data retained by us will be that which is from a compliance and legal standpoint, such as invoices, subscription information, audit logs and etc.
7.5 Where your personal data is to be transferred out of your country of residence, we will comply with the he Data Protection Acts of of the specific country in doing so. In this regard, this includes us obtaining your consent unless an exception under the Data Protection Acts or law applies, and taking appropriate steps to ascertain that the foreign recipient organisation of the personal data is bound by legally enforceable obligations to provide to the transferred personal data a standard of protection that is at least comparable to the protection under the Act. This may include us entering into an appropriate contract with the foreign recipient organisation dealing with the personal data transfer or permitting the personal data transfer without such a contract if the Data Protection Acts or law permits us to.
7.6 When you connect your Google account to sync leave applications, we only store the calendar events we created on your calendar. it will consist of leave applications or any custom holidays you created on our platform.
8. RIGHTS AND CHOICES
8.1 If you decide at any time that you no longer wish to receive such marketing communications from us, please follow the unsubscribe instructions provided in any of the communications. You may also opt out from receiving commercial email from us by sending your request to us by email at email@example.com. Please be aware that, even after you opt out from receiving commercial messages from us, you will continue to receive administrative messages from us regarding the Service.
8.2 To update your preferences, to ask us to remove your information from our mailing lists, to delete your account or to submit a request to exercise your rights under applicable law, please send your request to us by email at firstname.lastname@example.org.
9. COMPLAINT PROCESS
9.1 If you have any complaint or grievance about how we are handling your personal data or about how we are complying with the Data Protection Acts, we welcome you to contact us with your complaint or grievance.
9.2 Please contact us with your complaint or grievance via e-mail: email@example.com.
9.3 We will certainly strive to deal with any complaint or grievance that you may have speedily and fairly.
10. UPDATES ON DATA PROTECTION POLICY
10.1 As part of our efforts to ensure that we properly manage, protect and process your personal data, we will be reviewing our policies, procedures and processes from time to time.
10.2 We reserve the right to amend the terms of this Data Protection Policy a tour absolute discretion. Any amended Data Protection Policy will be posted on our website and can be viewed at www.talenox.com.
10.3 You are encouraged to visit the above website from time to time to ensure that you are well informed of our latest policies in relation to personal data protection.
B) COOKIES POLICY
(a) to improve your user experience on this website;
(b) to remember your preferences;
(c) to help us understand how this website is performing;
(d) to monitor traffic to the website;
(e) to enable this website to function properly; (collectively the “Purposes”)
4. Personal data (if any) that we collect from you through cookies may be passed to our third party service providers, whether located in Singapore or elsewhere, for one or more of the Purposes, for managing and/or administering our website, or for the purpose of data hosting/storage/backup.