We at 7oaks Preschool, “7oaks”, respect the privacy and confidentiality of all personal data belonging to our clients, customers, associates, partners, visitors, and other individuals with whom we had interacted with in the course of providing our products and services. We are committed to implementing policies, practices and processes that safeguards the collection, use and disclosure of your personal data, in compliance with the Singapore Personal Data Protection Act (PDPA) 2012.
The purpose of this Data Protection Notice is to inform and assist you in understanding how we collect, use, disclose, process, protect and retain your personal data that is in our possession.
1. How We Collect Your Personal Data
Personal data refers to any information about an individual that can be identified (a) from that data itself (e.g. NRIC No., FIN No.), or (b) from that data when combined with other information (e.g. Full Name + Full Address).
We collect your personal data when you, or your child:
- Attend our exhibitions, events, roadshows or seminars
- Engage or interact with our staff or associates
- Enquire about our services (includes referral by ECDA)
- Sign up as a client for our services (includes application to ECDA for subsidies)
- Request to be contacted when enquiring on our services or be included in our mailing list
- Provide feedback to us on our services or quality of service
- Communicate with us via emails, written correspondences or through our website
- Visit our centres
- Permit us to use your or your child’s personal data for media exposure
- Submit an application, registration or other forms relating to any of our products or services
- Submit your CV to recruitment firms or job portals, which are in turn forwarded to or retrieved by us
- Complete and submit a job application form in response to our recruitment advertisements
- Specific purposes expressed in written form
2. Types of Personal Data We Collect About You
The types of personal data we collect about you, or your child include:
- Personal contact information (Name, Address, Phone No., Email Address)
- Personal details (Name, NRIC No./FIN No./Passport No., Gender, Date of Birth, Race & Nationality, Photo or Video image, Academic history/qualifications, Medical history/reports, Employment history/records)
- Financial information (Credit/Debit Card Details, Bank Account Details)
- Transactional data (Name, Company/Organisation, Designation, Residential Address, Preferences, Credit Transactions)
- Job Applicant’s educational and professional qualifications
- Job applicant’s professional and work experience
3. How We Use Your Personal Data
We use the personal data you provide us for one or more of the following purposes:
- Send information, updates and promotional materials on our services and events
- Managing your client account/case with us (including processing of payment, Little Lives platform account, waitlist)
- Process contract/enrolment renewals
- Obtain opinions, comments or feedback about our services or quality of service
- Respond to queries and feedback, and provide customer service and support
- Investigate complaints, claims and disputes
- Manage and improve our business and operations to serve you better or enhance client experience
- Analyse website visits and event marketing strategies
- Process job applications, recruitment and selection
- Fulfil legal or risk management requirements
- Media exposure (includes marketing campaigns)
- Request by regulators, medical bodies, or any other authorities if required
4. Who We Disclose Your Personal Data To
We disclose some of the personal data you provide us to the following entities or organisations outside 7oaks in order to fulfil our services to you:
- Oaks Plus Limited (managing company)
- Persatuan Pemudi Islam Singapura (PPIS) shared services
- IT / technical support vendors and service providers
- Regulatory bodies and other public agencies (e.g. ECDA, MSF)
Where required to do so by law, we may disclose personal data about you to the relevant authorities or to law enforcement agencies.
5. How We Manage the Collection, Use and Disclosure of Your Personal Data
5.1 Obtaining Consent
Before we collect, use or disclose your personal data, we will notify you of the purpose why we are doing so. We will obtain written confirmation from you on your expressed consent. We will not collect more personal data than is necessary for the stated purpose. We will seek fresh consent from you if the original purpose for the collection, use or disclosure of your personal data has changed.
Deemed Consent by Conduct: Under certain circumstances, we may assume deemed consent by conduct from you when you voluntarily provide your personal data for the stated purpose, e.g. when you submit a job application form to PPIS’ HR Department.
Deemed Consent by Contractual Necessity: We rely on deemed consent by contractual necessity in the following circumstances, which are also reasonably necessary for us to disclose to another organisation (“Downstream Organisations”) for the necessary conclusion or performance of the service between you and us:
Where an extension of the service is served by another organisation that 7oaks partners with or works within the community/boundary in providing a variety of other social support not provided by 7oaks and is required by the client.
The following are categories of Downstream Organisations that we disclose to:
Community services that 7oaks partners with, in providing services such as e.g. healthcare, financial aid, support groups, and any other form of organisations that support the childcare sector.
Deemed Consent by Notification: We rely on deemed consent by notification where we have notified you of the purpose and you have not taken any action to opt-out of the collection, use or disclosure of personal data. When relying on this, we will conduct an assessment to eliminate or mitigate the adverse effects and will be required to produce such assessment to our regulator upon their request.]
Legitimate Interests: We may rely on the legitimate interests exception to consent in the following circumstances which are our organisation’s lawful interests. When we rely on this exception, we conduct an assessment as required under law and will provide such documented assessments to PDPC upon their request.
5.2 Withdrawal of Consent
Upon reasonable advanced notice for request of withdrawal, we will advise the individual on the likely consequences of the request, such as ceasing the sharing of information regarding future events, promotions or services. Request for withdrawal of consent can take the form of an email or letter to us.
We may use “cookies” to collect information about your online activity on our website or online services. A cookie is a small text file created by the website that is stored in your computer to provide a way for the website to recognise you and keep track of your preferences. The cookie makes it convenient for you such that you do not have to retype the same information again when you revisit the website or when you fill in electronic forms.
Most cookies we use are “session cookies”, which will be deleted automatically from the hard disk of your computer at the end of the session.
You may choose not to accept cookies by turning off this feature in your web browser. Note that by doing so, you may not be able to use some of the features and functions in our web applications.
6. How We Ensure the Accuracy of Your Personal Data
We will take reasonable steps to ensure that the personal data we collect about you is accurate, complete and kept up-to-date.
From time to time, we may alert you on a data verification exercise where you will be able to update us on any changes to your personal data that we hold. If we are in an ongoing relationship with you, it is important that you update us of any changes to your personal data (such as a change in your mailing address).
7. How We Protect Your Personal Data
We have implemented appropriate information security and technical measures (such as data encryption, firewalls and secure network protocols) to protect the personal data we hold about you against loss; misuse; destruction; unauthorised alteration/modification, access, disclosure; or similar risks.
We have also put in place reasonable and appropriate organisational measures to maintain the confidentiality and integrity of your personal data, and will only share your data with authorised persons on a ‘need to know’ basis.
8. How We Retain Your Personal Data
We have a document retention policy that keeps track of the retention schedules of the personal data you provide us, in paper or electronic forms. We will not retain any of your personal data when it is no longer needed for any business or legal purposes.
We will dispose of or destroy such documents containing your personal data in a proper and secure manner when the retention limit is reached.
9. How You Can Access and Make Corrections to Your Personal Data
You may write in to us to find out what personal data about you that we have in our possession or under our control and how it may have been used and/or disclosed by us in the previous one year. Before we accede to your request, we are required to verify your identity by checking your NRIC or other legal identification document. We will respond to your request as soon as possible, or within 30 days from the date we receive your request. If we are unable to do so within the 30 days, we will notify and provide you an estimate of how much longer we require.
Do note that we may also charge you a reasonable fee for the cost involved in processing your request.
If you find that your personal data is inaccurate, incomplete, or not up-to-date, you may request for a correction. Where we are satisfied on reasonable grounds that a correction should be made, we will correct the data as soon as possible, or within 30 days from the date we receive your request.
If you have any query or feedback regarding this Data Protection Notice, or any complaint you have relating to how we manage your personal data, you may contact our Data Protection Officer (DPO) at: firstname.lastname@example.org
Any query or complaint should include, at least, the following details:
- Your full name and contact information
- Brief description of your query or complaint
We treat such queries and feedback seriously and will deal with them confidentially and within a reasonable time.
11. Changes to this Data Protection Notice
We reserve the right to update or modify this Data Protection Notice at any given time. We will notify you of any changes by posting the latest Notice on our website. Please visit our website periodically to note any changes.
Last Update: 04 September 2023