Privacy Policy

Last Updated: September 2022

We respect the privacy rights of users of our web portal and recognise the importance of protecting the information collected from you. This Privacy Policy explains how we collect, use and disclose your Personal Information when you use our web portal. We will not use or share your information with anyone except as described in this Privacy Policy.

The Privacy Policy constitutes a binding and enforceable legal contract between you and us and our Associates. Therefore, kindly read them carefully. By logging into and using the web portal and our services (“Services”), you agree to the collection and use of your Personal Information in accordance with this Privacy Policy. If you do not agree to the Privacy Policy, please do not access and/or use the web portal or the Services.

Data Protection Principles
1. We will comply with data protection law. This means that the personal information (“Personal Information”) we hold about you must be:
  1. Used lawfully, fairly and in a transparent way;
  2. Collected only for valid purposes that we have explained to you clearly and not used in any way that is incompatible with these purposes;
  3. Relevant to the purposes we have told you about and limited to those purposes only;
  4. Accurate and kept up to date;
  5. Kept only for such time as is necessary for the purposes we have told you about; and
  6. Kept securely.
Collection of Personal Information
1. When you use the web portal and our Services or otherwise provide us with your details, we may collect and process a range of personal information about you, and which we may use to contact or identify you. Personal Information means any information about an individual from which the person can be identified. Personal Information includes but is not limited to your name, email address, phone number, correspondence address, date of birth and gender.
2. We collect this information in a variety of ways. For example, data is collected through the log-in and registration process when you access the web portal and use our Services. In some cases, we collect Personal Information about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.
3. Data is stored in a range of different places, including in your personnel file, in our HR systems and in other IT systems (including our email system).
4. When you access the web portal and use our Services, you generally do so anonymously but please see Clause 9 on log data and Clause 10 below on cookies.
5. Please ensure that all Personal Information you submit to us is complete, accurate true and correct, otherwise we may not be able to provide you with our Services.
6. You may access and update your Personal Information submitted to us at any time as described in Clause 19.
Use and Disclosure of Personal Information
1. The Personal Information that we collect from you will be processed, used or shared with third parties (including our Associates and third-party services) for the following purposes (collectively the “Purpose”):
  1. To provide and operate the Web Portal and/or grant you access to the Services;
  2. To manage and administer your Account and our relationship with you;
  3. To make decisions about recruitment processes and your suitability for positions required by our clientele;
  4. To maintain accurate and up-to-date employment records and contact details (including details of whom to contact in the event of an emergency), and records of your contractual and statutory rights;
  5. Check you are legally entitled to work in Singapore or elsewhere;
  6. Operate and keep a record of employee performance and related processes;
  7. Ensure effective general HR and business administration;
  8. Provide references on request for current or former employees;
  9. To notify you of any changes to the web portal and our Services that may affect you;
  10. To perform or comply with any matters expressly reserved in the Terms of Use;
  11. To comply with any request from any third party or any Order of Court or directive from authorities investigating any alleged offence, misdeeds and/or abuse or for the purposes of taking legal action; and
  12. To comply with applicable laws and regulations.
2. We may share or transfer your Personal Information in connection with or during negotiations of any merger, sale of company assets, financing or acquisition of all or a portion of its business to another company. In such circumstances the data will be subject to confidentiality arrangements. You will have the opportunity to opt out of such transfer if the new entity’s planned processing of your Personal Information differs materially from that set forth in this Privacy Policy.
3. We will not sell, share or disclose Personal Information with third parties except as described in this Privacy Policy.
4. We will only use your Personal Information for the Purpose unless we reasonably consider that we need to use it for another reason and that reason is compatible with the Purpose. If we need to use your Personal Information for an unrelated purpose, we will advise you of this and explain the legal basis which allows us to do so.
5. You should be aware that we may process your Personal Information without your knowledge or consent where this is required or permitted by law.
Use of Sensitive Personal Information
1. Some special categories of Personal Information, such as information about health or medical conditions, is processed to carry out employment law obligations (for example, in relation to employees with disabilities and for health and safety purposes).
2. Data used by us for these purposes is anonymised or is collected with your express consent, which can be withdrawn at any time. You are entirely free to decide whether or not to provide such data and there are no consequences of failing to do so.
Protection of Personal Information
1. We take the security of your Personal Information seriously. We have internal policies and controls in place to prevent your data being lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties. Details of these measures are available on request.
2. When we engage third parties to process Personal Information on our behalf, we do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
Third Party Services
1. As part of using our Services and third-party services available on the web portal, we, as well as third-party services, may require the collection, access and use of Personal Information pertaining to you including the activities or navigation undertaken by you through the web portal and/or the Services. Such third-party services providers shall include, but not be limited to:
  1. Our business associates and partners;
  2. Our agents and service providers; and
  3. Law enforcement agencies in connection with any investigation to help prevent unlawful activity.
2. You acknowledge and agree that our Privacy Policy and each such third-party services’ privacy policy govern such activities.
Your Rights
1. As a data subject, you have a number of rights. You can:
  1. Access and obtain a copy of your data on request (known as a “data subject access request”);
  2. Require us to change incorrect or incomplete data;
  3. Request erasure of your Personal Information. This enables you to ask us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  4. Object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
  5. Ask us to suspend the processing of your Personal Information for a period of time if the Personal Information is inaccurate or there is a dispute about its accuracy or the reason for processing it.
2. If you would like to exercise any of these rights, or you have any questions about the privacy notice, please contact the Privacy Officer at hr@sheffieldintl.net.
Log data
1. We may also collect information that the mobile device, personal computer, laptop and/or tablet send whenever you use the web portal and our Services. This Log Data may include information such as your mobile device, personal computer, laptop and/or or tablet’s Internet Protocol ("IP") address, the pages of the web portal that you visit, the time and date of your visit, the time spent on those pages and other statistics.  
Cookies
1. Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to and stored in your mobile device, personal computer, laptop and/or tablet.
2. We use cookies to collect information to (a) improve and customise our Services and your experience; (b) allow you to access the web portal or use our Services without re-entering your UserID or password; and (c) to count visits and understand which areas and features of the web portal and/or our Services are most popular. You can instruct your mobile device, personal computer, laptop and/or tablet to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Services.  
Opting Out Of Marketing Communications
1. We may use your Personal Information to contact you with newsletters, promotional materials and other information about our Services.
2. You may opt out of receiving any, or all, of these marketing or promotional communications from us via the User Account Settings in the web portal.
3. Although opt-out requests are usually processed immediately, please allow up to fourteen (14) days for removal requests to be processed. Please note that even after you have opted out from receiving marketing messages from us, you will continue to receive information about transactions that occur on your Account.  
Compliance with Laws
1. We will disclose your Personal Information where required to do so by law or subpoena or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Services.
Law Enforcement
1. We cooperate with government and law enforcement authorities or private parties to enforce and comply with the law. We may disclose any information about you to government or law enforcement authorities or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims, legal process (including subpoenas), to protect our property and rights or the property and rights of a third party, the safety of the public or any person, to prevent or stop any illegal, unethical, or legally actionable activity, or to comply with the law.
Security
1. We use the industry standard 256-bit SSL (secure sockets layer) encryption technology when you provide us with your Personal Information.
2. You hereby acknowledge that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee the security or integrity of any Personal Information that is transferred from you or to you via the Internet.
International Transfer
1. Your information, including Personal Information, may be transferred to, and maintained on, computers located outside of your jurisdiction of residence where the data protection laws may differ than those from your jurisdiction.  
2. If You are located outside Singapore and choose to provide information to us, please note that we transfer the information, including Personal Information, to Singapore and process it there. However, where we are required to transfer your Personal Information to our business associates and partners or third parties located overseas for data processing, we take steps to ensure that the receiving jurisdiction has in place a standard of protection accorded to Personal Information that is comparable to the protection provided by us.
3. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to such transfer.  
Links To Other Sites
1. The web portal and our Services may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the privacy policy of every site you visit.  
2. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third-party sites.  
Monitoring
1. We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, fraud prevention and compliance.
Changes To This Privacy Policy
1. We reserve the right to amend, modify or otherwise update our Privacy Policy from time to time at our sole discretion, without prior notification. You are advised to review this Privacy Policy periodically for any changes.  
2. Changes to this Privacy Policy are effective when they are posted on the web portal.
3. Your continued use of the web portal or our Services constitutes acceptance of any updates or changes to the Privacy Policy as we may make and post from time to time. If you disagree with any changes to this Privacy Policy, do not access the web portal or our Services.
Updating Your Personal Information
1. You can update your Personal Information at any time by accessing your Account on the web portal.
2. We take steps to share the updates to your Personal Information with third parties and our business associates and partners with whom we have shared your Personal Information if Your Personal Information is still necessary for the Purpose.
Accessing Your Personal Information
1. If you would like to view the Personal Information we have on you or inquire about the ways in which your Personal Information has been or may have been used or disclosed by us within the past year, please contact the Privacy Officer at hr@sheffieldintl.net. We will respond to your request within thirty (30) days.
Retention of Personal Information
1. We will retain your Account information and your Personal Information as long as your Account is active; for as long as is necessary to fulfil the Purpose, including any legal, accounting or reporting requirements; as reasonably useful for commercial purposes or as necessary to comply with our legal obligations under any applicable laws or resolve disputes and to enforce any agreements that you may enter into with any of the Sheffield group of companies.
Contact Us
1. If you have any questions relating to your Personal Information or about this Privacy Policy, please contact our Privacy Officer at hr@sheffieldintl.net.
Governing Law
1. This Privacy Policy shall be governed in all respects by the laws of Singapore. You agree to submit any disputes arising out of or in connection with this Privacy Policy to the exclusive jurisdiction of the Singapore courts.