Legal

Privacy Policy & Data Protection Notice

Effective date: 20 February 2025

This Data Protection Notice ("Notice") sets out the basis which CaritaHub ("we", "us" or "our") may collect, use, disclose or otherwise process personal data of our prospective service users, service users, service users' authorised representatives, and volunteers 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.

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. CaritaHub will comply with the relevant requirements under the government's data management policy.

Personal Data

As used in this Notice, "personal data" means data, whether true or not, about an individual (whether a prospective service user, service user, service user's authorised representative, volunteer or otherwise) 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 data which we may collect from you include:

  • Name and identification numbers (e.g. NRIC, FIN, work permit, birth certificate)
  • Contact information (residential address, email address, telephone number)
  • Nationality, gender, date of birth, marital status
  • Medical history
  • Photographs and other audio-visual information
  • Employment information
  • Financial information (e.g. credit card, debit card, or bank account details)

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 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 you have been notified of the purposes for which the data is collected and have provided written consent, 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).

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

  • Establishing or managing your relationship with us, including:
    • Prospective service users: processing and evaluating your application for our services
    • Service users: providing the services requested by you; and monitoring, evaluating and/or auditing of services provided
    • Authorised representatives: processing and evaluating the service user's application for our services
    • Volunteers: processing and evaluating your suitability to volunteer; and monitoring, evaluating and/or auditing of services you participated in
  • Providing you with information on our upcoming events or activities, where you have specifically requested to receive such information
  • Verifying your identity
  • Responding to, handling, and processing queries, requests, applications, complaints and feedback from you
  • Complying 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
  • Any other purposes for which you have provided the information
  • Transmitting to any unaffiliated third parties including our third party service providers and agents, and relevant governmental and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes
  • Any other incidental purposes related to or in connection with the above

We may disclose your personal data:

  • Where such disclosure is required for, or in connection with, the provision of the services requested by you
  • To third party service providers, agents and other organisations we have engaged to perform any of the purposes listed above
  • 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
  • To any other party to whom you have authorised us to disclose your personal data, or where necessary to undertake any action requested by you

The purposes listed above 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.

Withdrawing Your 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 or your authorised representative in writing. You may withdraw consent by submitting your request to our Data Protection Officer at the contact details provided below.

Please note the following when withdrawing consent:

  • We will process your request within fourteen (14) business days of receiving it
  • We will notify you of the consequences of withdrawal, including any legal consequences that may affect your rights and liabilities to us
  • We may not be able to continue providing services to you depending on the nature and scope of your request, and will notify you before completing the processing of your request
  • Withdrawing consent does not affect our right to continue to collect, use and disclose personal data where such collection, use and disclosure without consent is permitted or required under applicable laws

Access to and Correction of Personal Data

You may submit a written request to our Data Protection Officer for either of the following:

  • Access request — to obtain a copy of the personal data we hold about you, or information about the ways in which we use or disclose your personal data
  • Correction request — to correct or update any personal data we hold about you

When handling your request, please note:

  • A reasonable fee may be charged for access requests — we will inform you of any fee before processing
  • We will respond within fourteen (14) business days in general
  • If we are unable to respond within thirty (30) days, we will notify you in writing of the expected timeline
  • If we are unable to provide the requested data or make the correction, we will generally inform you of the reasons

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 measures including:

  • Up-to-date antivirus protection and technical safeguards
  • Use of privacy filters on devices handling personal data
  • Disclosure of personal data — internally and to authorised third party service providers — on a need-to-know basis only

Please note 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 our Data Protection Officer at the contact details provided below.

Retention of Personal Data

We retain your personal data only for as long as necessary. Specifically:

  • We 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
  • We will cease to retain your personal data — or remove the means by which it can be associated with you — as soon as it is reasonable to assume that retention no longer serves the original purpose and is 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 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.

Data Protection Officer

You may contact our Data Protection Officer if you have any enquiries or feedback on our personal data protection policies and procedures, or if you wish to make any request:

Email: hello@caritahub.com

Effect of Notice and Changes to Notice

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.

We may 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.

Effective date: 20 February 2025