Introduction: Why PDPA Compliance Matters in 2025
In an era where digital HR systems and cloud databases are the norm, protecting employee personal data has become more crucial than ever.
The Personal Data Protection Act (PDPA), enacted in Singapore in 2012, governs how organisations collect, use, and protect personal data. The latest amendments (effective 2024–2025) introduced enhanced penalties for data breaches, mandatory breach notifications, and greater accountability for organisations.
This guide explains how businesses can stay PDPA-compliant in 2025–2026, protect employee information, and leverage secure HRMS solutions to simplify compliance.
What Is the Personal Data Protection Act (PDPA)?
The PDPA sets out Singapore’s data protection framework, ensuring organisations manage personal data responsibly.
Personal data refers to any information that can identify an individual — including NRIC, contact details, payroll data, biometrics, or employment records.
It Applies To:
- All organisations operating or processing data in Singapore.
- Both employee and customer data management.
- Data stored physically or digitally (including cloud servers).
Note: Even if your business is based overseas, PDPA applies if you handle data of individuals in Singapore.
Key PDPA Compliance Steps for Employers:
1. Develop a Clear Data Protection Policy
Create an internal Employee Data Protection Policy that outlines:
- How employee data is collected, used, and shared.
- Procedures for data access, correction, and disposal.
- Security safeguards and breach management protocols.
Ensure this policy is shared during onboarding and easily accessible to all employees and stakeholders.
2. Obtain and Manage Consent
Under the 2025 PDPA updates, consent must be:
- Explicit and informed — employees must know why their data is collected.
- Documented — keep records of when and how consent was given.
- Reversible — employees must have the right to withdraw consent anytime.
Tip: Include digital consent forms within your HRMS for traceability and audit readiness.
3. Define and Limit Data Collection
Be transparent about your reasons for collecting employee data. Collect only what’s necessary for HR, payroll, or compliance purposes — no excessive data storage.
Display privacy notices in onboarding documents and HR portals explaining data purposes and retention timelines.
4. Implement Data Access and Correction Procedures
Employees have the right to:
- Access their personal records.
- Request corrections to inaccurate data.
HR teams must process these requests within 30 days to remain compliant with PDPA standards.
5. Ensure Data Accuracy and Timely Updates
Outdated employee data can lead to compliance risks. Regularly review and verify records such as:
- CPF contribution details
- Payroll and tax information
- Contact and emergency details
Automated HR systems help ensure data integrity by syncing real-time updates from verified sources.
6. Strengthen Data Protection Measures
Employ robust technical and organisational safeguards, including:
- Encryption of data both at rest and in transit
- Multi-factor authentication for HR platforms
- Firewalls, secure cloud servers, and access restrictions
Example: Only authorised HR personnel should access sensitive payroll data or NRIC details.
7. Manage Data Retention and Secure Disposal
Define a retention policy — keep employee data only as long as needed for business or legal purposes.
After an employee leaves, securely dispose of their data via:
- Permanent digital deletion (“data wiping”)
- Secure shredding of physical documents
8. Ensure Safe Data Transfer
When transferring data overseas or to third-party vendors (e.g., payroll providers or insurers), ensure:
- Data protection agreements are in place.
- Vendors follow PDPA-compliant standards.
Singapore’s PDPC requires proof that transferred data remains equally protected.
9. Establish a Data Breach Response Plan
Under PDPA 2025, organisations must:
- Notify the Personal Data Protection Commission (PDPC) within 3 calendar days of detecting a significant data breach.
- Inform affected individuals if the breach may cause harm.
- Maintain an internal incident response plan covering containment, investigation, and recovery.
Tip: Conduct mock breach drills annually to test your team’s readiness.
10. Facilitate Data Portability
Employees have the right to request their personal data in a machine-readable format and transfer it to another organisation if required.
Ensure your HR systems support data export and interoperability without compromising security.
11. Conduct Employee Training and Awareness
PDPA compliance begins with people. Regularly train staff on:
- How to handle confidential information
- Recognising phishing and cyber threats
- Reporting data incidents promptly
Encourage a data-conscious culture — where every employee understands their role in safeguarding information.
12. Appoint a Data Protection Officer (DPO)
It is mandatory under PDPA for every organisation to appoint a Data Protection Officer (DPO).
The DPO:
- Oversees data protection strategies and implementation.
- Acts as the contact point for PDPC inquiries.
- Conducts compliance audits and employee training.
If your company lacks in-house expertise, consider outsourcing the DPO function to a certified external provider.
How Info-Tech HRMS Strengthens PDPA Compliance
Managing personal data securely can be complex — but automation simplifies it.
Info-Tech’s HRMS software provides end-to-end support for PDPA compliance through:
- Encrypted cloud storage for employee data
- Access control with role-based permissions
- Digital consent tracking and audit logs
- Automated data retention and disposal
- Secure transfer protocols for third-party integrations
This ensures that both employers and employees have peace of mind knowing sensitive data — from payroll to personal profiles — is protected under Singapore’s data laws.
Final Thoughts: Build Trust Through Data Protection
In today’s data-driven world, protecting personal information isn’t just a legal duty — it’s a trust-building opportunity.
By aligning with PDPA 2025 regulations, implementing clear policies, and using digital HR tools, you can protect employee information, strengthen compliance, and enhance your company’s reputation as a responsible employer.
Start with transparency. Protect what matters. Stay compliant — and build a workplace rooted in trust.
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Frequently Asked Questions:
What is PDPA in Singapore?
The Personal Data Protection Act (PDPA) governs how organisations collect, use, disclose, and protect personal data of individuals in Singapore.
Do all employers need a Data Protection Officer (DPO)?
Yes. Every organisation must appoint a DPO to oversee compliance with PDPA.
What are the penalties for PDPA non-compliance in 2025?
As of 2025, companies can face fines of up to 10% of annual turnover in Singapore or S$1 million, whichever is higher.
How can HRMS help with PDPA compliance?
An HRMS automates consent tracking, encrypts employee data, and ensures secure data transfers — reducing compliance risks.
What should be included in an employee data protection policy?
Include data collection purposes, consent management, retention periods, access rights, and breach response procedures.
