This Data Protection Notice (“Notice”) sets out the basis upon which Toppan Next Pte. Ltd. and its subsidiaries (“we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of job applicants 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.

 

 

1. This Notice applies to all persons who have applied for any such position with us (“job applicants”).

 

 

2. As used in this Notice, “personal data” means data, whether true or not, about an employee or a job applicant 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. 

 

3. Personal data which we may collect includes, without limitation, your:

 

(a) name or alias, gender, last 4 characters of you NRIC/FIN or passport number, date of birth, nationality, and country and city of birth;

(b) mailing address, telephone numbers, email address and other contact details;

(c) resume, educational qualifications, professional qualifications and certifications and employment references;

(d) employment and training history;

(e) salary information and bank account details;

(f) details of your next-of-kin, spouse and other family members;

(g) work-related health issues and disabilities;

(h) photographs; and

(i) Information related to background screening, such as criminal records, bankruptcy and litigation etc..

(j) Next of Kin or family member’s information, you are required to obtain consent from the relevant party before submitting their information.

 

4. Other terms used in this Notice shall have the meanings given to them in the PDPA (where the context so permits).

 

 

5. 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, usage and disclosure of your personal data for those purposes, or (b) collection, usage and disclosure 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).

 

Whilst we respect your decision to not provide your consent, please note that depending on the nature and extent of the situation, we may not be in a position to process your job application (as the case may be).

 

6. Your personal data will be collected and used by us for the following purposes and we may disclose your personal data to third parties which is consistent with the purposes which you have given consent and where necessary for the following purposes: 

 

(a) assessing and evaluating your suitability for employment in any current or prospective position within the organisation; 

(b) verifying your identity and the accuracy of your personal details and other information provided; 

(c) performing obligations under or in connection with your contract of employment with us, including payment of remuneration and tax; 

(d) 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; 

(e) 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; 

(f) assessing and evaluating your suitability for employment/appointment or continued employment/appointment in any position within our organisation; 

(g) ensuring business continuity for our organisation in the event that your employment with us is or will be terminated; 

(h) performing obligations under or in connection with the provision of our goods or services to our clients; 

(i) facilitating any proposed or confirmed merger, acquisition or business asset transaction involving any part of our organisation, or corporate restructuring process; and 

(j) facilitating our compliance with any laws, customs and regulations which may be applicable to us. 

 

7. The purposes listed in the above clauses may continue to apply even in situations where your relationship with us (for example, pursuant to your employment contract should you be hired) 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). 

 

8. After the lapse of the opt-out period, you may notify us that you no longer wish to consent to the purposes for which your consent was deemed by notification by withdrawing your consent for the collection, use or disclosure of your personal data in relation to those purposes.

 

 

9. In compliance with the PDPA, we may collect, use or disclose your personal data without your consent for the legitimate interests of Toppan Next Pte. Ltd. or another person. In relying on the legitimate interests exception of the PDPA, Toppan Next Pte. Ltd. will assess the likely adverse effects on the individual and determine that the legitimate interests outweigh any adverse effect. 

 

10. In line with the legitimate interests’ exception, we will collect, use or disclose your personal data for the following purposes:

 

a. Fraud detection and prevention;

b. Detection and prevention of misuse of services;

c. Network analysis to prevent fraud and financial crime, and perform credit analysis; and

d. Collection and use of personal data on company-issued devices to prevent data loss.

e. Respond to an emergency that threatens the life, health and safety of individual

 

The purposes listed in the above clause 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.

 

 

11. 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.  As a job applicant, you may withdraw consent and request us 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 our Data Protection Officer at the contact details provided below.

 

12. 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 shall seek to process and effect your request within ten (10) days of receiving it.

 

13. 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 job application (as the case may be). We shall, in such circumstances, notify you before completing the processing of your request (as outlined above). Should you decide to cancel your withdrawal of consent, please contact our DPO in writing in the manner described in clause 27 below.  

 

14. Please note that withdrawing 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.

 

 

15. 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 or via email to our Data Protection Officer at the contact details provided below. 

 

16. Please note that a reasonable fee may be charged for an access request. If so, we will inform you of the fee before processing your request. 

 

17. We will respond to your request as soon as reasonably possible. In general, our response will be within fifteen (15) business days. Should we not be able to respond to your access request within thirty (30) days after receiving your access request, we will inform you in writing within thirty (30) 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).

 

18. 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 organisation has on record, if the record of your personal data forms a negligible part of the document.  

 

19. If you consent, we will also disclose the corrected personal data to relevant organizations.

 

20. In case your request has been rejected by us in written, you may still contact our DPO if you are not satisfied with the refusal.

 

 

21. 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 minimised collection of personal data, authentication and access controls (such as good password practices, need-to-basis for data disclosure, etc.), encryption of data, up-to-date antivirus protection, regular patching of operating system and other software, securely erase storage media in devices before disposal, web security measures against risks, and security review and testing performed regularly.

 

22. 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.

 

 

23. 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 our Data Protection Officer in writing or via email at the contact details provided below.

 

RETENTION OF PERSONAL DATA 

 

24. 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. 

 

25. 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.

 

 

26. 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.

 

 

27. You may contact our Data Protection Officer if you have any enquiries, complaints, disputes or feedback on our personal data protection policies and procedures; or if you wish to make any request, in the following manner: 

 

Email Address  : dpo@toppannext.com

 

EFFECT OF NOTICE AND CHANGES TO NOTICE 

 

28. This Notice 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.

 

29. We may revise this Notice from time to time without any prior notice. You are advised to check our website at www.toppannext.com for the latest version. Your continued employment and participation in our recruitment process constitute your acknowledgement and acceptance of such changes. 

 

Effective from 8 December 2023