1. Purpose of Data Collection
This Human Resource Information System (HRIS) collects, uses, and discloses personal data in accordance with the Personal Data Protection Act 2012 (PDPA) of Singapore. Personal data is collected for the purposes of managing the employment relationship between the organisation and its employees.
2. Types of Personal Data Collected
- Full name, NRIC/FIN number, date of birth, gender, nationality, and residential status
- Contact information including phone number, email address, and residential address
- Employment details such as employee number, department, designation, employment type, and dates
- Financial information including bank name, bank account number, and salary details
- CPF contribution details, leave records, attendance records, and payroll history
- Tax-related information for IR8A/AIS submissions to IRAS
3. Use of Personal Data
- Employment administration and human resource management
- Payroll processing and salary disbursement
- CPF contributions as required by the Central Provident Fund Act
- Tax filings (IR8A/AIS) to the Inland Revenue Authority of Singapore (IRAS)
- Statutory compliance under the Employment Act, CPF Act, and Income Tax Act
- Leave management, attendance tracking, and performance management
4. Disclosure to Third Parties
- Government authorities including IRAS, CPF Board, and the Ministry of Manpower (MOM)
- Banks and financial institutions for salary payment processing
- Insurance providers for employee benefit administration
- Cloud service providers who host this HRIS (data processing agreements are in place)
5. Data Retention
- Employment records: duration of employment plus 2 years after cessation
- Payroll and CPF records: at least 5 years as required by the Employment Act
- Tax records (IR8A/AIS): at least 5 years as required by IRAS
6. Access and Correction
You have the right to request access to and correction of your personal data. You may also withdraw consent, though this may affect the organisation's ability to continue your employment or provide certain benefits.
7. Data Protection Officer
Please contact your organisation's HR administrator or system administrator for DPO contact details.