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Recruitment Privacy Notice

Recruitment Privacy Notice Template for Singapore

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Key Requirements PROMPT example:

Recruitment Privacy Notice

"I need a Recruitment Privacy Notice for our Singapore-based tech startup that handles international job applications and uses AI-powered screening tools, with specific provisions for GDPR compliance as we recruit heavily from Europe."

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What is a Recruitment Privacy Notice?

The Recruitment Privacy Notice is essential for organizations operating in Singapore that collect personal data from job applicants. This document ensures compliance with the Personal Data Protection Act 2012 and related regulations while maintaining transparency in recruitment processes. It outlines the types of personal data collected, purposes of collection, storage methods, retention periods, and applicants' rights. The notice is particularly crucial given Singapore's strict data protection requirements and the increasing focus on privacy rights in employment contexts.

What sections should be included in a Recruitment Privacy Notice?

1. Introduction: Purpose of the privacy notice and scope of application

2. Types of Personal Data Collected: Comprehensive list of personal data categories collected during recruitment process

3. Purpose of Collection and Use: Detailed explanation of how and why personal data will be collected, used and processed

4. Legal Basis for Processing: Explanation of the legal grounds under PDPA for collecting and processing personal data

5. Data Storage and Security Measures: Information about how personal data is protected, stored, and secured

6. Data Retention Period: Details about how long recruitment data will be retained and criteria for retention periods

7. Your Rights as a Candidate: Information about rights to access, correct, withdraw consent, and other PDPA rights

8. Contact Information: Details of how to contact the organization and its Data Protection Officer

What sections are optional to include in a Recruitment Privacy Notice?

1. International Data Transfers: Information about cross-border data transfers and safeguards in place when sending data outside Singapore

2. Automated Decision Making: Details about any automated processing or decision-making in the recruitment process

3. Special Categories of Personal Data: Additional information about collection and handling of sensitive personal data

4. Background Checks: Information about any background screening processes and associated data collection

What schedules should be included in a Recruitment Privacy Notice?

1. Schedule 1 - Categories of Personal Data: Detailed list of all types of personal data that may be collected during recruitment

2. Schedule 2 - Third Party Recipients: List of third parties who may receive or process the personal data

3. Schedule 3 - Data Retention Schedule: Detailed retention periods for different categories of recruitment data

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
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Industries

PDPA 2012: Singapore's Personal Data Protection Act 2012 - Primary legislation governing the collection, use, disclosure and care of personal data

Personal Data Protection Regulations 2021: Updated regulations supplementing the PDPA with specific requirements and procedures

Employment Act (Chapter 91): Singapore's main labor law that provides the basic terms and working conditions for employees

PDPA Advisory Guidelines - Employment: Specific guidelines on how PDPA applies in the employment context, including recruitment processes

Guide to Notification of Purpose: Guidelines on how to properly notify individuals about the collection, use and disclosure of their personal data

PDPA Key Concepts Guidelines: Guidelines explaining fundamental concepts and obligations under the PDPA

Consent Obligation: PDPA requirement to obtain valid consent before collecting, using or disclosing personal data

Purpose Limitation Obligation: PDPA requirement to collect, use or disclose personal data only for purposes that are reasonable and have been notified to the individual

Notification Obligation: PDPA requirement to inform individuals of the purpose for collecting, using and disclosing their personal data

Access and Correction Obligation: PDPA requirement to provide individuals with access to their personal data and to correct it upon request

Protection Obligation: PDPA requirement to protect personal data with reasonable security arrangements

Retention Limitation Obligation: PDPA requirement to cease retention of personal data when no longer necessary for legal or business purposes

Transfer Limitation Obligation: PDPA requirement ensuring personal data transferred overseas has comparable protection standards

Openness Obligation: PDPA requirement to implement and make information available about data protection policies and practices

GDPR Considerations: EU General Data Protection Regulation requirements if handling EU candidate data

Cross-border Transfer Requirements: Specific requirements for transferring personal data across national borders during recruitment

Industry Guidelines: Sector-specific guidelines and best practices for handling recruitment data in particular industries

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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