DATA PROTECTION POLICY FOR EMPLOYEES AND JOB APPLICANTS
This Data Protection Policy (“Policy”) sets out the basis upon which Airbnb Singapore Private Limited ("Company". “we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of employees and job applicants in accordance with the Personal Data Protection Act (“PDPA”). This Policy applies to personal data 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.
1. APPLICATION OF THIS POLICY
1.1 This Policy applies to all persons engaged in a contract of service with us (whether on a part-time, temporary or full-time basis) and interns and trainees working at or attached to us (collectively referred to as “employees”) as well as persons who have applied for any such position with us (“job applicants”), and all references to “employment” shall apply equally to internships and traineeships (as may be applicable).
2. PERSONAL DATA
2.1 As used in this Policy, “personal data” means data, whether true or not, about an employee or a job applicant 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.
2.2 If you are a job applicant, personal data which we may collect includes, without limitation, your:
(a) mailing address, telephone numbers, email address and other contact details;
(b) resume, educational qualifications, professional qualifications and certifications and employment references;
(c) employment and training history;
(d) work-related health issues and disabilities; and
2.3 If you are an employee, personal data which we may collect in the context of your employment with us includes, without limitation, your:
(a) name or alias, gender, NRIC/FIN or passport number, date of birth, nationality, and country and city of birth;
(b) mailing address, telephone numbers, email address and other contact details;
(c) employment and training history;
(d) salary information and bank account details;
(e) details of your next-of-kin, spouse and other family members;
(f) work-related health issues and disabilities;
(g) records on leave of absence from work;
(h) photographs and other information;
(i) performance assessments and disciplinary records;
(j) if required (for your work pass application), religion, race/ ethnicity, marital status and passport copies; and
(k) any additional information not otherwise covered by the preceding paragraph provided to us by you as a job applicant (that is, prior to being engaged as an employee) and/or for your work pass application.
2.4 Other terms used in this Policy shall have the meanings given to them in the PDPA (where the context so permits).
3. COLLECTION, USE AND DISCLOSURE OF PERSONAL DATA
3.1 We generally collect personal data that (a) you knowingly and voluntarily provide in the course of or in connection with your employment or job application 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 your job placement agent), 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).
3.2 If you are a job applicant, 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) assessing and evaluating your suitability for employment in any current or prospective position within the Company and the Airbnb Group; and
(b) verifying your identity and the accuracy of your personal details and other information provided.
3.3 If you are an employee, 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 contract of employment with us, including payment of remuneration and tax;
(b) all administrative and human resources related matters within our organisation, including administering payroll, granting access to our premises and computer systems, processing leave applications, administering your insurance and other benefits, processing your claims and expenses, investigating any acts or defaults (or suspected acts or defaults) and developing human resource policies;
(c) managing and terminating our employment relationship with you, including monitoring your access to and use of our internet, computer systems, email, materials and other information created or received by you on the network and other electronic tools and services owned or made available by the Company or any member of the Airbnb Group, to investigate potential contraventions of our internal or external compliance regulations, and resolving any employment related grievances;
(d) assessing and evaluating your suitability for employment/appointment or continued employment/appointment in any position within our Company and a member of the Airbnb Group;
(e) ensuring business continuity for our Company and the Airbnb Group in the event that your employment with us is or will be terminated;
(f) performing obligations under or in connection with the provision of our goods or services to our clients;
(g) facilitating any proposed or confirmed merger, acquisition or business asset transaction involving any part of our Company or member of the Airbnb Group, or corporate restructuring process;
(h) facilitating our compliance with any laws, customs and regulations which may be applicable to us and/or the Airbnb Group;
(i) to contact and communicate with you, during and after your employment for legal or business reasons;
(j) to establish, manage, administer, process, maintain, evaluate and terminate all aspects of any agreement that you have with the Company, its related corporations or any member of the Airbnb Group in conjunction with your employment, such as any agreement for any equity-based compensation;
(k) for audit and compliance;
(l) for providing references or similar information to the extent fair and reasonable;
(m) disclosing or transferring any part or all of your personal data to any member of the Airbnb Group and/or to any of the Company’s or any member of the Airbnb Group’s vendors or service providers, and to transfer or store the same to or in any part of the world for the abovementioned purposes; and
(n) any other incidental business or legal purposes related to or in connection with the above.
3.4 The purposes listed in the above clauses may continue to apply even in situations where your relationship with us (for example, pursuant to a contract) has been terminated or altered in any way, for a reasonable period thereafter (including, where applicable, a period to enable us to enforce our rights under any contract with you).
4. WITHDRAWING CONSENT BY JOB APPLICANTS
4.1 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. If you are a job applicant, you may withdraw consent and request us to stop using and/or disclosing your personal data for any or all of the purposes listed above by submitting your request to us in writing or via email at the contact details provided under Section 10 below.
4.2 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 and respond to your request within thirty (30) days of receiving it.
4.3 Whilst we respect your decision to withdraw your consent, please note that depending on the nature and extent of your request, we may not be in a position to process your job application (as the case may be). We shall, in such circumstances, notify you before completing the processing of your request (as outlined above). Should you decide to cancel your withdrawal of consent, please inform us in writing in the manner described in clause 4.1 above.
4.4 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.
5. ACCESS TO AND CORRECTION OF PERSONAL DATA
5.1 If you wish to make (a) an access request for access to a copy of the personal data which we hold about you or information about the ways in which we use or disclose your personal data, or (b) a correction request to correct or update any of your personal data which we hold, you may submit your request to us in writing or via email to the contact details provided under Section 10 below.
5.2 Please note that a reasonable fee may be charged for an access request. If so, we will inform you of the fee before processing your request.
5.3 We will respond to your access request as soon as reasonably possible. Should we not be able to respond to your access request within thirty (30) days after receiving your access request, we will inform you in writing within thirty (30) days of the time by which we will be able to respond to your request. If we are unable to provide you with any personal data or to make a correction requested by you, we shall generally inform you of the reasons why we are unable to do so (except where we are not required to do so under the PDPA).
5.4 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. In those cases, it may be appropriate for us to simply provide you with confirmation of the personal data that our organisation has on record, if the record of your personal data forms a negligible part of the document.
6. PROTECTION OF PERSONAL DATA
6.1 To safeguard your personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have in-place administrative, physical and technical measures such as antivirus protection; and encryption to secure storage and transmission of personal data by us.
6.2 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.
7. ACCURACY OF PERSONAL DATA
7.1 We generally rely on personal data provided by you (or your authorised representative). 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 us in writing or via email at the contact details provided under Section 10 below.
8. RETENTION OF PERSONAL DATA
8.1 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.
8.2 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.
9. TRANSFERS OF PERSONAL DATA OUTSIDE OF SINGAPORE
9.1 In those cases where we transfer your personal data to countries outside Singapore, we will take steps to ensure that prior to such transfer, the transfer is subject to appropriate safeguards so that your personal data continues to receive a standard of protection that is at least comparable to that provided under the PDPA.
10. CONTACT US
Please contact us (firstname.lastname@example.org) if you have any enquiries or feedback on our personal data protection policies and procedures, or if you wish to make any request.
11. EFFECT OF POLICY AND CHANGES TO POLICY
11.1 This Policy applies in conjunction with your Employment Agreement and 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.
11.2 We may revise this Policy 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 Policy was last updated. Your continued employment and participation in our recruitment process constitute your acknowledgement and acceptance of such changes.
Effective date: 18 July 2019
Last updated: 18 July 2019
CONSENT CLAUSE FOR APPLICANTS
You acknowledge that you have read and understood the Company's Data Protection Policy for Applicants (the “Policy”), and consent to the collection, use and disclosure of your personal data by the Company for the purposes set out in the Policy. You may withdraw consent for such collection, use and disclosure, and make an access or correction request in respect of your personal data, in accordance with this Policy.
CONSENT CLAUSE FOR EMPLOYEES
You acknowledge that you have read and understood the Company's Data Protection Policy for Employees (the “Policy”), and consent to the collection, use and disclosure of your personal data by the Company for the purposes set out in the Policy. You may withdraw consent for such collection, use and disclosure, and make an access or correction request in respect of your personal data, in accordance with this Policy.