Privacy Policy

Data Protection Notices

These Data Protection Notices (“Notice”) sets out the basis which Caritas Humanitarian Aid & Relief Initiatives Singapore (“CHARIS”, “we”, “us”, or “our”) may collect, use, disclose or otherwise process personal data of persons in accordance with the Personal Data Protection Act (“PDPA”) and all associated regulations and guidelines which may from time to time be issued by the Personal Data Protection Commission (PDPC) of Singapore. This Notice 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 otherwise process personal data for our purposes.

For Donors

Personal Data

1. As used in this Notice:
“person” means an individual who gifts us monetary or other goods for the purpose of supporting our cause via our website link (https://makehopehappen.charis-singapore.org/Campaign#) or sent to us via cheque/PayNow for donation made to any of our campaigns; and
“personal data” means 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.

2. The types of personal data we may collect from you are generally as follows:

a. Basic personal information: Name, Email Address and Contact Number

b. Special categories of personal information: Interest, Personal Declaration, Disaster Relief and Mission Volunteer History.

3. If you have made a donation via the GIRO Form, we may collect the following additional personal information:

a. Basic personal information: Mailing address
b. Special categories of personal information: Bank Account Number, Name of Bank and Branch of Bank, which parish you attend; and
c. Compliance data: government identifiers (such as the NRIC No., FIN and passport numbers)

4. Other terms used in this Notice shall have the meanings given to them in the Singapore Personal Data Protection Act (where the context so permits).

Collection, Use and Disclosure of Personal Data

5. We generally do not collect your personal data unless (a) it is provided to us voluntarily by you directly or via a third party who has been duly authorised by you to disclose your personal data to us (your “authorised representative”) 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).

6. We may collect, disclose or use your personal data pursuant to an exception under the Personal Data Protection Act or other written law such as during the following situations:

a. To respond to an emergency that threatens your life, health and safety or of another individual; and
b. Necessary in the national interest, for any investigation or proceedings.

7. We may collect and use your personal data for any or all of the following purposes:

a. Processing your donations;
b. To process your tax deduction;
c. Providing you with information on our upcoming events or activities, where you have specifically requested to receive such information;
d. Verifying your identity and the accuracy of your personal details and other information provided;
e. Responding to, handling, and processing queries, requests, applications, complaints and feedback from you;
f. Complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any government and/or regulatory authority; and
g. Transmitting to any unaffiliated third parties, including our third-party service providers and agents, and relevant government and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes.

8. You have the right of choice regarding the collection, usage and disclosure of your personal data. If you choose not to provide us with any of your personal data requested, you may do so by informing the DPO at dpo@charis-singapore.org. Whilst we respect your decision, please note that depending on the nature and extent of your request, we may not be in a position to accept your donation. We shall, in such circumstances, notify you before continuing to process your request. Should we not be able to respond to your request within thirty (30) days after receiving your 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 carry out your request, 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).

9. We may disclose your personal data:

a. with your consent, where such disclosure is required for performing obligations in the course of or in connection with our provision of the services requested by you;
b. to comply with any applicable laws, regulations, codes of practice, guidelines, rules or requests by public agencies, or to assist in law enforcement and investigations;
c. with your consent, to third party service providers, agents and other organisations we have engaged to perform any of the functions listed in Paragraph Error! Reference source not found. above for us. Any third parties engaged by us will be contractually bound to keep all personal data confidential; or
d. any other party to whom you authorised us to disclose your personal data to, or where necessary, to undertake any action requested by you.

10. If you choose not to provide us with your personal data for the purposes listed in paragraphs Error! Reference source not found. and 8, you may submit a request in writing or via email to our Data Protection Officer at the contact details provided below or indicate in the personal data collection form submitted to us (if any). Whilst we respect your decision, please note that depending on the nature and extent of your request, we may not be in a position to continue our relationship with you (as the case may be). We shall, in such circumstances, notify you before continuing to process your request. Should we not be able to respond to your request within thirty (30) days after receiving your 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 carry out your request, 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).

11. The purposes listed in Paragraph 7 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).

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For Volunteers

Personal Data

1. As used in this Notice:
“person” means an individual who has voluntarily undertaken or expressed a willingness to undertake a service with us for reasons other than remuneration; and
“personal data” means 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.

2. The types of personal data we may collect from you are generally as follows:

2.1 Basic personal information: Name, Email, Contact Number; and
2.2 Special categories of personal information: Emergency Contact Name, Emergency Contact Number, Emergency Contact Email, Date of Birth, Gender, Address, Disaster Relief and Mission Volunteer History, Area of Interest, affiliation with other organisations, skills and certifications.

3. Other terms used in this Notice shall have the meanings given to them in the Singapore Personal Data Protection Act (where the context so permits).

Collection, Use and Disclosure of Personal Data

4. We generally do not collect your personal data unless (a) it is provided to us voluntarily by you directly or via a third party who has been duly authorised by you to disclose your personal data to us (your “authorised representative”) 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).

5. We may collect, disclose or use your personal data pursuant to an exception under the Personal Data Protection Act or other written law such as during the following situations:

a. To respond to an emergency that threatens your life, health and safety or of another individual; and
b. Necessary in the national interest, for any investigation or proceedings.

6. Depending on your classification as a Volunteer, we may collect and use your personal data for any or all of the following purposes:

a. Processing and evaluation your suitability to volunteer; and
b. Monitoring, evaluating and/or auditing of services you participated in.
c. Providing you with information on our upcoming events or activities, where you have specifically requested to receive such information;
d. Verifying your identity and the accuracy of your personal details and other information provided;
e. Responding to, handling, and processing queries, requests, applications, complaints and feedback from you;
f. Complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any government and/or regulatory authority; and
g. Transmitting to any unaffiliated third parties, including our third-party service providers and agents, and relevant government and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes.

7. We may disclose your personal data:

8. If you choose not to provide us with your personal data for the purposes listed in paragraphs Error! Reference source not found. and 7, you may submit a request in writing or via email to our Data Protection Officer at the contact details provided below or indicate in the personal data collection form submitted to us (if any). Whilst we respect your decision, please note that depending on the nature and extent of your request, we may not be in a position to continue our relationship with you (as the case may be). We shall, in such circumstances, notify you before continuing to process your request. Should we not be able to respond to your request within thirty (30) days after receiving your 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 carry out your request, 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).

9. The purposes listed in Paragraph 6 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).

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For Job Applicants

This Notice applies to all persons who have applied for any employment, contract, internship or traineeship position with us (“applicant”). Terms used in this Notice shall have the meanings given to them in the PDPA (where the context so permits)

Personal Data

1. In this Notice, “personal data” means data, whether true or not, about 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.

2. Personal data which we may collect from job applicants includes, without limitation, your:

a. Name;
b. Email Address, Contact Details;
c. Work history, Educational Qualification; and
d. Reason(s) for leaving previous employment, Previous Salary Drawn.

3. 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

4. We generally collect personal data that (a) has been provided to us voluntarily by you 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).

5. We may collect, disclose or use your personal data pursuant to an exception under the Personal Data Protection Act or other written law such as during the following situations:

a. To respond to an emergency that threatens your life, health and safety or of another individual; and
b. Necessary in the national interest, for any investigation or proceedings.

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 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. communicating with you regarding the status of your application and prospective positions;
d. all administrative and human resources related matters within our organisation, in the case where your application is successful; and
e. assisting in law enforcement and investigations conducted by any governmental and/or regulatory authority.

7. We may disclose your personal data:

a. with your consent, where such disclosure is required in connection with the purposes listed above;
b. to comply with any applicable laws, regulations, codes of practice, guidelines or rules (e.g. in an emergency or when we receive a subpoena to disclose your personal data); or
c. with your consent, to third party service providers, agents and other organisations we have engaged to perform any of the functions listed in Paragraph 2 above for us. Any third parties engaged by us will be contractually bound to keep all personal data confidential.

8. You have the right of choice regarding the collection, usage and disclosure of your personal data. If you choose not to provide us with any of your personal data requested in this form, you may do so by indicating in the relevant field. Whilst we respect your decision, 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 continuing to process your job application. Should we not be able to respond to your request within thirty (30) days after receiving your 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 carry out your request, 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).

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Personal Data Protection Policy

Introduction
1. Caritas Humanitarian Aid & Relief Initiatives (Singapore) Ltd. (collectively referred to herein as “CHARIS”, “we”, “us”, “our”) is committed to protecting the privacy of individuals who provide personal information to us, including those information provided through our websites within charis-singapore.org domains.
2. This Data Protection Notice (“Notice”) sets out the basis which CHARIS may collect, use, disclose or otherwise process personal data of our prospective Service Users (including but not limited to users of our electronic platforms, donors, beneficiaries, participants and volunteers in our events and activities, and Service Users’ representatives) in accordance with the Personal Data Protection Act (“PDPA”). This Notice 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.
3. Collection, use, disclosure or otherwise processing of personal data of our service users on behalf of government ministries or statutory boards will be in accordance with guidelines set out in the government’s data management policy. CHARIS will comply with the relevant requirements under the government’s data management policy.

Personal Data
1. As used in this Notice: “personal data” means data, whether true or not, about a Service User, 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.
2. Depending on the nature of your interaction with us, some examples of personal data which we may collect from you include name, contact information such as residential address, email address or telephone number, nationality, gender, date of birth, marital status, medical history, photographs and other audio-visual information, employment information, financial information such as credit card numbers, debit card numbers or bank account information and 3rd party personal data.
3. 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
1. We generally do not collect your personal data unless (a) it is provided to us voluntarily by you directly or via a third party who has been duly authorised by you to disclose your personal data to us (your “authorised representative”) 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).
2. We may collect and use your personal data for any or all of the following purposes:
3. IP Addresses
4. Cookies
  1. What do we use Cookies for?
  2. What are my options in relation to the use of Cookies?
  3. Can you disable Cookies?
5. Third Party Websites
6. We may disclose your personal data:
7. The purposes listed in the above clauses may continue to apply even in situations where your relationship with us 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).
Withdrawing Your Consent
1. 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 or your authorised representative in writing. You or your authorised representative 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 via email or otherwise in writing to our Data Protection Officer at the contact details provided below. If you are unable to submit your request in writing or if you require any assistance with the submission of your request, you can ask to speak to or meet with our Data Protection Officer.
2. 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 your request within fourteen (14) business days of receiving it.
3. Whilst we respect your decision to withdraw your consent, please note that depending on the nature and scope of your request, we may not be in a position to continue providing our goods or services to you and 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 the manner described in clause 4.1 above.
4. 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.

Access to and Correction of Personal Data
1. 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 about you, you may submit your request via email or otherwise in writing, to our Data Protection Officer at the contact details provided below. If you require assistance with the submission of your request, you can ask to speak to or meet with our Data Protection Officer.
2. 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.
3. We will respond to your request as soon as reasonably possible. In general, our response will be within ten (14) business days. Should we not be able to respond to your request within thirty (30) days after receiving your 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).

Protection of Personal Data
1. 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 disclosing personal data internally, our Member Organisation and to our authorised third party service providers and agents only on a need-to-know basis.
2. 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
1. 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 editing your profile on makehopehappen.charis-singapore.org or by informing our Data Protection Officer at the contact details provided below.

Retention of Personal Data
1. We may retain your personal data for as long as it is necessary to fulfil the purpose for which it was collected, or as required or permitted by applicable laws.
2. 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 purpose for which the personal data was collected, and is no longer necessary for legal or business purposes.

Transfer of Personal Data Outside of Singapore
1. 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 we 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.

Remove and Deletion of Personally Identifiable Data
1. If you wish to make a deletion request for personally identifiable data which we hold about you, you may submit your request via email or otherwise in writing, to our Data Protection Officer at the contact details provided below. If you require assistance with the submission of your request, you can ask to speak to or meet with our Data Protection Officer.
2. Please note that a reasonable fee may be charged for a deletion request. If so, we will inform you of the fee before processing your request.
3. We will respond to your request as soon as reasonably possible. In general, our response will be within ten (14) business days. Should we not be able to respond to your request within thirty (30) days after receiving your 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 remove any data 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).
4. Whilst we respect your rights to remove or delete all your personally identifiable data from our system, please note that we may not be in a position to continue providing our goods or services to you and we shall, in such circumstances, notify you before completing the processing of your request. Should you decide to cancel your deletion request, please inform us in the manner described in clause 4.1 above.

Data Protection Officer
1. You may contact our Data Protection Officer via dpo@charis-singapore.org if you have any enquiries or feedback on our personal data protection policies and procedures, or if you wish to make any request.

Data Breach Notification
1. In the event a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data, we shall promptly assess the impact and if appropriate, report this breach within 3 calendar days to the Personal Data Protection Commission (PDPC). We will notify you when the data breach is likely to result in significant harm to you after our notification to PDPC. We may also notify other relevant regulatory agencies, where required.

Effect of Notice and Changes to Notice
1. This Notice 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 data by us. This privacy statement does not apply to websites of third parties that are connected to this website by means of web links.
2. We reserved the right to revise this Notice 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 use of our services constitutes your acknowledgement and acceptance of such changes.

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