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Applicant Privacy Notice

Applicant Privacy Notice Template for Singapore

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Applicant Privacy Notice

"I need an Applicant Privacy Notice for my Singapore-based tech startup that processes job applications internationally and uses AI screening tools, ensuring compliance with both PDPA and international data protection standards."

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What is a Applicant Privacy Notice?

An Applicant Privacy Notice is a crucial document required for compliance with Singapore's Personal Data Protection Act (PDPA). Organizations must provide this notice to job applicants before or during the collection of their personal data. The notice explains how personal information will be handled tHRoughout the recruitment process, including what data is collected, why it's needed, how it's used, who it's shared with, and how long it's retained. This document helps organizations demonstrate transparency and accountability while ensuring applicants understand their privacy rights under Singapore law.

What sections should be included in a Applicant Privacy Notice?

1. Introduction: Explains who is providing the notice and its purpose

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

3. Purposes of Collection: Detailed explanation of how the personal data will be used

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

5. Data Sharing and Recipients: Information about third parties who may receive the data

6. Data Retention: How long the data will be kept and when it will be deleted

7. Your Rights: Explanation of applicant rights under PDPA

8. Contact Information: Details of who to contact for privacy-related queries

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

1. International Transfers: Details of cross-border data transfers (include when personal data may be transferred outside Singapore)

2. Automated Decision Making: Information about automated processing of applications (include when using AI or automated screening tools)

3. Special Categories of Data: Treatment of sensitive personal data (include when collecting health data, criminal records, etc.)

What schedules should be included in a Applicant Privacy Notice?

1. Data Categories Schedule: Detailed breakdown of all personal data categories collected

2. Third Party Recipients List: Complete list of third parties who may receive the data

3. Data Retention Schedule: Specific retention periods for different types of data

Authors

Alex Denne

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

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alex.den.21@genieai.co
Industries

PDPA 2012: Singapore's Personal Data Protection Act 2012 - Primary legislation governing personal data protection, covering requirements for consent, purpose limitation, notification, access, correction, accuracy, protection, retention, and transfer of personal data

Personal Data Protection Regulations 2021: Supplementary regulations providing specific requirements for data protection and transfer under the PDPA framework

PDPC Advisory Guidelines on Key Concepts: Official guidelines from Personal Data Protection Commission explaining key concepts and implementation of PDPA requirements

PDPC Guidelines for Private Sector: Specific guidelines for private sector organizations on protecting personal data in accordance with PDPA

PDPC Guide on Employment: Specialized guidelines focusing on personal data protection in employment context, including recruitment and HR practices

PDPC Guide to Notification: Guidelines on how organizations should notify individuals about the collection, use, and disclosure of personal data

EU GDPR Considerations: European Union General Data Protection Regulation considerations when handling data of EU applicants

APEC CBPR System: Asia-Pacific Economic Cooperation Cross-Border Privacy Rules System - Regional framework for data protection

ASEAN Framework: ASEAN Framework on Personal Data Protection - Regional guidelines for data protection in Southeast Asian countries

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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