The Personal Data Protection Act (PDPA) is a law designed to protect personal information and ensure that organisations handle their employees’ data responsibly. Personal data includes any details that can identify an individual that the organisation might have. PDPA was enacted in Singapore in 2012, and the key provisions for managing personal data came into effect on 2 January 2014. This law applies to any organisation that collects and uses personal data in Singapore, regardless of where it is located.
In this guide, we’ll cover the essential steps businesses must take to comply with the PDPA, keep personal data secure, and introduce practical tools to help safeguard this data.
Here’s what employers can do to follow data protection obligations and ensure their businesses remain compliant with the PDPA law:
Develop a Data Protection Policy
Begin by setting up a detailed Data Protection Policy that outlines how personal data will be collected, stored, and safely discarded. Employers must share this policy with all employees and stakeholders and ensure it is easy for anyone whose data is involved to access and understand.
Obtain and Manage Consent
Before collecting personal data, ensure that you obtain clear consent from the employees. Maintain detailed records of this consent, including its scope and purpose, and provide easy ways for employees to withdraw their consent anytime they wish to.
Define and Limit Data Collection
Be transparent about why you’re collecting personal data by communicating these reasons through privacy notices. Gather only the data necessary for these specific purposes and avoid collecting extra or irrelevant information.
Implement Data Access and Correction Procedures
Set up procedures to handle requests from individuals who want to access their data or request corrections. Process these requests promptly to ensure data remains accurate and meets PDPA requirements.
Ensure Data Accuracy
Review and update personal data regularly to ensure its accuracy and relevance. Allow individuals to review and update their data as needed, maintaining the integrity of your information.
Strengthen Data Protection Measures
Implement robust data protection measures, including user access controls to restrict access to authorised personnel only. Encrypt data in transit and at rest and maintain comprehensive security systems such as firewalls, anti-virus software, and secure networks.
Manage Data Retention and Disposal
Establish clear policies on how long personal data will be retained and when it should be disposed of. Once you no longer need the data for its intended purpose, dispose of it securely using methods like digital wiping.
Ensure Safe Data Transfer
When transferring personal data overseas or to third parties, ensure that you follow the data protection standards. Establish data protection agreements with third-party vendors to outline their responsibilities and ensure they comply with the same standards.
Data Breach Notification
If a data breach could cause significant harm, promptly notify the Personal Data Protection Commission (PDPC) and the affected individuals. Furthermore, ensure a data breach response plan is in place, including containment, investigation, and notification procedures.
Facilitate Data Portability
Employers must ensure employees can request their data in a structured, easy-to-read format. They should also facilitate the transfer of this data to other organisations if requested, supporting individuals’ rights to manage their information.
Employee Training and Awareness
As an employer, you must promote ongoing awareness of data protection practices and the importance of PDPA compliance. Continuously train employees and foster a strong data protection culture by ensuring everyone remains informed about PDPA requirements.
Monitor and Review Compliance
Review your data protection practices regularly to ensure they meet PDPA requirements, stay updated on any changes to data protection laws, and adjust your policies and procedures as needed to remain compliant.
Appoint a Data Protection Officer
Businesses can appoint a Data Protection Officer (DPO) to manage how your business collect, use and share personal data to ensure compliance with the PDPA. The DPO will also be the go-to person for any data protection inquiries and help maintain data protection practices.
Integrating Info-Tech HRMS for Enhanced Data Protection
Human Resource Management Systems (HRMS) are essential for meeting the Personal Data Protection Act (PDPA) requirements. They help businesses effectively protect employee information with robust data protection features, such as clear policies, efficient consent management, and streamlined data access and corrections processes.
Info-Tech HRMS software ensures that data is securely stored in the cloud, accessible only to authorised personnel through encryption and strict user access controls. This approach helps maintain data accuracy, supports secure retention and disposal, and facilitates safe data transfers within and outside the organisation.
For more information on how to store employee data securely, contact our team at +65 6297 3398 or email sales@info-tech.com.sg.
