The purpose of this document (“Data Protection Policy”) is to inform you of how The Herpetological Society of Singapore (“HSS”) manages Personal Data which is subject to the Singapore Personal Data Protection Act (No.26 of 2012) (“the Act”). Please take a moment to read this Data Protection Policy so that you know an understand the purposes for which we collect, use and disclose your Personal Data. By interacting with us, submitting information to us, or signing up for any products and services offered by us, you agree and consent to HSS, as well as their respective representatives and/or agents (collectively referred to herein as “HSS”, “us, “we” or “our”) collecting , using, disclosing and sharing amongst themselves your Personal Data and disclosing such Personal Data to Entities’ authorized service providers and relevant third parties in the manner set forth in this Data Protection Policy.
This Data Protection Policy supplements but does not supersede nor replace any other consents you may have previously provided to HSS in respect of your Personal Data, and your consents herein are additional to any rights which any of the Entities may have at law to collect, use or disclose your Personal Data.
HSS may from time to time update this Data Protection Policy to ensure that this Data Protection Policy is consistent with our future developments, industry trends and/or changes in legal or regulatory requirements. Subject to your rights at law, you agree to be bounded by the prevailing terms of this Data Protection Policy as updated from time to time on our website www.herpsocsg.com. Please check back regularly for updated information on the handling of your Personal Data.
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. HSS will comply with the relevant requirements under the government’s data management policy.
PERSONAL DATA
1.1 In this Data Protection Policy, “Personal Data” refers to any 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, including data in our records as may be updated from time to time.
1.2 Examples of such Personal Data you may provide to us include (depending on the nature of your interaction with us) your name, nationality, NRIC, passport or other identification number, education details, employment details, telephone number(s), mailing address, email address, photographs and any other information relating to any individuals which you have provided us in any forms you may have submitted to us, or via other forms of interaction with you.
COLLECTION OF PERSONAL DATA
2.1 Generally, we collect Personal Data in the following ways:
a) when you submit any form be it online or hardcopy (such as registration, application, membership, consent, donation, or other forms relating to any of our products and services);
b) when you enter into any agreement or provide other documentation or information in respect of your interactions with us, or when you use our service;
c) when you interact with our officers, for example, via telephone calls, letters, face-to-face meetings, social media platforms and emails;
d) when you use our electronic services, or interact with us via any of our websites or use services on any of our websites;
e) when you request that we contact you or request that you be included in an email or other mailing list;
f) when you respond to our promotions, initiatives or to any request for additional Personal Data;
g) when you submit an employment, internship or volunteer application or when you provide documents or information including your resume and/or CV’s in connection with any appointment as an officer, representative or any other position;
h) when your images are captured by us via photographs or videos taken by us or our representatives when you attend our events;
i) when you are contacted by, and respond to, our marketing representatives;
j) when we receive references from business partners and third parties, for example, where you have been referred by them;
k) when you fill up surveys administered by us or our third party surveying service providers;
l) when we seek information from third parties about you in connection with the products and services you have applied for; and/or
m) when you submit your Personal Data to us for any other reason.
2.2 When you browse our websites, you generally do so anonymously. We do not, at our websites, automatically collect Personal Data unless you provide such information.
2.3 If you provide us with any Personal Data relating to a third party (e.g. information of your spouse, children, customers and/or employees), by submitting such information to us, you represent to us that you have obtained the consent of the third party to provide us with their Personal Data for the respective purposes.
2.4 You should ensure that all Personal Data submitted to us is complete, accurate, true and correct. Failure on your part to do so may result in our inability to provide you with the products and services you have requested.
2.5 HSS will take reasonable efforts to protect Personal Data in our possession or our control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks. However, we cannot completely guarantee the security of any Personal Data we may have collected from or about you and we cannot assume responsibility for any unauthorized use of your personal data by third parties which are attributable to factors beyond our control.
PURPOSES FOR THE COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL DATA
3.1 Generally, HSS collects, uses and discloses your Personal Data for the following purposes:
a) responding to your queries, feedback, complaints and requests;
b) verifying your identity;
c) managing the administrative and business operations of HSS and complying with internal policies and procedures;
d) matching any Personal Data held which relates to you for any of the purposes listed herein;
e) requesting feedback or participation in surveys, as well as conducting market research and/or analysis for statistical, profiling or other purposes for us to review, develop and improve the quality of our products and services;
f) preventing, detecting and investigating crime and analyzing and managing commercial risks;
g) managing the safety and security of our events and services;
h) monitoring or recording phone calls and customer-facing interactions for quality assurance, employee training and performance evaluation and identity verification purposes;
i) in connection with any claims, actions or proceedings (including but not limited to drafting and reviewing documents, transaction documentation, obtaining legal advice, and facilitating dispute resolution), and/or protecting and enforcing our contractual and legal rights and obligations;
j) conducting investigations relating to disputes, billing or fraud;
k) assisting and contacting parties in relation to the services and products they have requested;
l) contacting parties in relation to events HSS is hosting;
m) research and advocacy purposes in relation to wildlife and conservation issues;
n) for use in HSS publications and publicity material, or to send out HSS publications and publicity material;
o) HSS internal record keeping purposes;
p) meeting or complying with any applicable rules, laws, regulations, codes of practice or guidelines issued by any legal or regulatory bodies which are binding on HSS (including but not limited to responding to regulatory complaints, disclosing to regulatory bodies and conducting audit checks, due diligence and investigations); and/or
q) purposes which are reasonably related to the aforesaid.
3.2 In addition, HSS collects, uses and discloses your Personal Data for the following purposes:
a) if you have signed up for our walks, courses, events, memberships or programmes:
- assessing and processing any applications or requests made by you for any walks, courses, events, memberships and programmes offered by us (including verifying your qualifications);
- creating and maintaining student, member, or participant profiles for internal records and reference;
- providing customer service and support;
- customer invoicing and collection;
- administering debt recovery and debt management;
- administering and conducting information sessions, courses, events and programmes (including facilitating registration, recording attendance, processing payment for events and contacting you for administrative purposes);
- generating publicity materials for our courses, events, programmes and walks; and/or
- purposes which are reasonably related to the aforesaid.
b) if you are a HSS member;
- facilitating appointment to the committee;
- facilitating local transport arrangements and overseas travel arrangements;
- registering for relevant permits issued by the National Parks Board;
- administrative matters including updating your personal particulars with the relevant registers; and/or
- purposes which are reasonably related to the aforesaid.
c) if you have been nominated for any of our awards:
- processing your applications (including but not limited to profiling you to match you for workshops, shortlisting award winners, and verifying your entry);
- evaluating your suitability for the awards (including but not limited to media profiling, conducting interviews, conducting internal meetings, and conducting on-site audits);
- facilitating the awards (including but not limited to contacting you to invite you to award presentation ceremonies, publishing awards citation booklets for use at ceremonies, and mailing award certificates to you); and/or
- purposes which are reasonably related to the aforesaid.
d) if you are an employee or a member or prospective member of HSS:
- processing the membership application and assessing the suitability for membership;
- recording meeting minutes and your attendance at our seminars or meetings;
- providing member service and support;
- business continuity and logistical management (including but not limited to emergency contact planning); and/or
- purposes which are reasonably related to the aforesaid.
e) if you submit an application to us as a candidate for employment or internship:
- conducting interviews;
- processing your application (including but not limited to pre-recruitment checks involving your qualifications and facilitating interviews);
- obtaining employee references and for background screening;
- assessing your suitability for the position applied for; and/or
- purposes which are reasonably related to the aforesaid.
f) if you are an employee, officer or owner of an external service provider or vendor outsourced or prospected by HSS:
- managing project tenders and quotations, processing orders or managing the supply of goods and services;
- processing and payment of vendor invoices and bills;
- managing business operations; and/or
- purposes which are reasonably related to the aforesaid.
3.3 Furthermore, where permitted under the Act, HSS may also collect, use and disclose your Personal Data for the following:
a) providing or marketing services, products and benefits to you, including but not limited to special events and promotions from HSS;
b) matching Personal Data with other data collected for other purposes and from other sources (including third parties) in connection with the provision, marketing or offering of products and services by HSS;
c) administering and organizing contests, promotional events, competitions and marketing campaigns and personalizing your experience with HSS;
d) conducting market research, analytics and surveys to enable us to understand and determine customer preferences and demographics for us to offer you products and services as well as special offers and marketing programmes which may be relevant to your preferences and profile; and/or
e) any other purposes reasonably related to the aforesaid.
3.4 If you have provided your Singapore telephone number(s) or email address and have indicated that you consent to receiving marketing or promotional information via your Singapore telephone number(s) or email address, then from time to time, HSS may contact you using such Singapore telephone number(s) or email address (including via voice calls, text, fax, email, or other means) with information about our products or services.
3.5 In relation to particular products and services or in your interactions with us, we may also have specifically notified you of other purposes for which we collect, use or disclose your Personal Data. If so, we will collect, use and disclose your Personal Data for these additional purposes as well, unless we have specifically notified you otherwise.
DISCLOSURE OF PERSONAL DATA
4.1 HSS will take reasonable steps to protect your Personal Data against unauthorized disclosure. Subject to the provisions of any applicable law, your Personal Data may be disclosed, for the purposes listed above (where applicable), to the following entities or parties, whether they are located overseas or in Singapore:
a) companies providing services relating to marketing, publicity and consultancy to HSS;
b) recruitment and screening agencies;
c) educational institutions;
d) airline companies;
e) co-organizers and organizing committees for our awards
f) local media companies;
g) agents, contractors or third party service providers who provide operational services to HSS, such as courier services, telecommunications, information technology, payment, printing, billing, payroll, processing, technical services, training, market research, call centre, security, employee recognition or other services to HSS;
h) our partners or collaborators in our walks, courses, events and programmes (including but not limited to training institutions and their trainers);
i) any business partner, investor, assignee or transferee (actual or prospective) to facilitate business asset transactions (which may extend to any merger, acquisition or asset sale) involving any of the Entities;
j) external banks, credit card companies and their respective service providers;
k) our professional advisers such as consultants, auditors and lawyers;
l) relevant government ministries, regulators, statutory boards or authorities (including but not limited to the Monetary Authority of Singapore, the Singapore Workforce Development Authority, and the Infor-communications Medical Development Authority of Singapore) or law enforcement agencies to comply with any laws, rules, guidelines and regulations or schemes imposed by any governmental authority; and
m) any other party whom you authorize us to disclose your Personal Data to.
THIRD PARTY SITES
5.1 Our website may contain links to other websites operated by third parties. We are not responsible for the data protection or privacy practices of websites operated by third parties that are linked to our website. We encourage you to learn about the data protection policies of such third party websites. Some of these third party websites may be co-branded with our logo or trademark, even though they are not operated or maintained by us. Once you have left our website, you should check the applicable data protection policy of the third party website to determine how they will handle any information they collect from you.
CONTACTING US – FEEDBACK, WITHDRAWAL OF CONSENT, ACCESS AND CORRECTION OF YOUR PERSONAL DATA
6.1 If you:
a) have any questions or feedback relating to your Personal Data or our Data Protection Policy,
b) would like to withdraw your consent to any use of your Personal Data as set out in this Data Protection Policy; or
c) would like to obtain access and make corrections to your Personal Data records, you can contact our Data Protection Officer (“DPO”) via the following channels:
- Email: shivaram.rasu@gmail.com
- Phone number: +65 9734 1186
6.2 HSS may refuse your request under certain circumstances as laid out under the PDPA
6.3 If you withdraw your consent to any or all use of your Personal Data, depending on the nature of your request, HSS may not be in a position to administer or continue providing any services or contractual relationship in place, which in turn may also result in the termination of any agreements with HSS, and your being in breach of your contractual obligations or undertakings. HSS’s legal rights and remedies in such event are expressly reserved.
GOVERNING LAW
7.1 This Data Protection Policy and your use of this website shall be governed in all respects by the laws of Singapore
Herpetological Society of Singapore 