Data Protection Notice

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This Data Protection Notice (“Notice”) sets out the basis upon which Willing Hearts CLG Ltd (“we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of volunteers in accordance with the Singapore 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.


1. This Notice applies to all volunteers working at or attached to us (collectively referred to as “volunteers”).

2. This Notice applies to personal data of all persons described above which are 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. As used in this Notice, “personal data” means data, whether true or not, about the person engaged in a service with us 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.

4, Personal data which we may collect in the context of volunteers includes, without limitation, your:

(a) Name(per NRIC/FIN)
(b) Chinese Name
(c) Date of Birth
(d) NRIC / FIN
(e) Age
(f) Gender
(g) Race
(h) Nationality
(i) Contact Mobile Number
(j) District Address
(k) Email
(l) Marital Status
(m) Religion
(n) Current Employment Status
(o) Criminal History
(p) Latest Education Information
(q) Name of Organisation/School:
(r) Name of Volunteer Coordinator:
(s) Designation:
(t) Medical Declaration:
(u) Emergency Contact Number
(v) Name of Emergency Contact
(w)Emergency Contact – Relationship
(x) Any personal data you have provided to us

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


6. We generally collect personal data that (a) you knowingly and voluntarily provide in the course of or in connection with your volunteering 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 the references you provided), 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).

7. You have choices regarding our collection, use or disclosure of your personal data. If you choose not to provide us with the personal data described in this notice, we may not be able to perform our obligations under or in connection with your volunteering with us or facilitate the purposes listed in section 8 below. You have the right to object to the processing of your personal data and withdraw your consent in the manner described in section 10 below. We may collect, disclose or use your personal data pursuant to an exception under the Personal Data Protection Act or other written law.

8. 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) performing obligations under or in connection with your volunteering with us;
(b) all administrative related matters within our organization, including administering your insurance for volunteering events (where applicable) and investigating any acts or defaults (or suspected acts or defaults);
(c) managing and terminating our volunteering relationship with you, including resolving any volunteering related grievances;
(d) assessing and evaluating your volunteering appointment or continued volunteering appointment in any position within our organization;
(e) ensuring business continuity for our organization in the event that your volunteering with us is or will be terminated;
(f) performing obligations under or in connection with the provision of our goods or services to our stakeholders;
(g) facilitating any proposed or confirmed merger, acquisition or business asset transaction involving any part of our organization, or corporate restructuring process; and
(h) facilitating our compliance with any laws and regulations which may be applicable to us.

Furthermore, if you choose to share personal data of other people (such as family information, emergency contact information, references) with us, it is your responsibility to inform such other people, whose personal data you provide, about the use of their personal data as set out in this Notice.

9. 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.


10. 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. You may withdraw consent and request us to stop collecting, using and/or disclosing your personal data by submitting your request in writing or via email to our Data Protection Officer at the contact details provided in section 29 below. 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.

11. 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 ten (10) business days of receiving it. Should we require more time to give effect to a withdrawal notice, we will inform you of the time frame by which the withdrawal of consent will take effect.


12. You have the right to know what personal data we hold about you, use or disclose. You may write in to us at the contact details provided in section 29 to find out how we have been using or disclosing your personal data over the past one year.

13. You are also entitled to have incorrect personal data about you corrected or update any of your personal data which we hold in accordance to section 21 below. You can also object to certain personal data about you being processed and request that processing of your personal data be limited.

14, Before we accede to your access or correction request, we may need to verify your identity by checking identification document, and the legitimacy of your request. 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. We are not obliged to provide you with access to records or decisions that the organization has created for evaluative purposes.

15. We will respond to your access or correction request as soon as reasonably possible, or within thirty (30) calendar days from the date we receive your request. If we are unable to do so within 30 calendar days, we will let you know and give you an estimate of how much longer we require.

16. There is no fee that will be charged for an access or correction request


17. 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, access control, password protection etc.

18. When we disclose your personal data to third parties, we will ensure that they provide sufficient guarantees to us to have implemented the necessary security measures to protect your personal data.

19. 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.

20. You should regard all information obtained during the course of the voluntary work as strictly confidential. Do not share and release any information without prior agreement and authorization from Willing Hearts (UEN No: T05SS0071J).


21. We will take reasonable steps to ensure that the personal data we collect about you is accurate, complete, not misleading and kept up-to-date. We generally rely on personal data provided by you (or your authorized representative). It is your responsibility to ensure, to the best of your knowledge, that the personal data you provide us with are accurate, complete and up-to-date.

22. 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 Volunteers department.


23. 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.

24. 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.

25. We dispose of or destroy such documents containing your personal data in a secure manner when the retention limit is reached and it is reasonable to assume that the permitted purpose is no longer being served by their retention.

26. For inactive volunteers, records to be kept for 5 years upon volunteer sign-up unless consent was withdrawn prior to the 5th year. It will be disposed of in a secure manner immediately after the said retention period.


27. We generally do not transfer your personal data to countries outside of Singapore. However, if we do so in line with the purposes listed in section 8 above, we will ensure that the standard of data protection in the recipient country is comparable to that of the Singapore Personal Data Protection Act. If this is not so, we will enter into an agreement with the receiving party to accord similar levels of data protection as those in Singapore.


28. In the event of 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.


29. If you have any questions or feedback regarding this Notice, or any complaint you have relating to how we manage your personal data, you may contact our Data Protection Officer (DPO) via this email address: [email protected]. Any query or complaint should include, at least, your name and contact information. We treat such queries and feedback seriously and will deal with them confidentially and within reasonable time.


30. This Notice applies in conjunction or may take precedent 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.

31. 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.

32. Your continued volunteering with us constitutes your acknowledgement and acceptance of such changes.


I have read and agree to the Data Protection Notice of Willing Hearts CLG Ltd (UEN No: 202228129C), and hereby give my consent to Willing Hearts CLG Ltd (UEN No: 202228129C) to collect, use and disclose my personal data for the purposes related to my volunteering.

Willing Hearts CLG Ltd.

No. 1 Lorong J Telok Kurau
Singapore 425792