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Data Protection Policy

1. Policy Statement

Newcastle Australia Institute of Higher Education Pte Ltd (Newcastle Australia IHE) recognised the importance of personal data. We are committed to ensuring that the personal data collected is managed in accordance with relevant Singapore Act, Regulations and best practices.

The policy is established to inform you how we collect, use, disclose and/or process the personal data you have provided to us, which is subjected to the Personal Data Protection Act 2012 (PDPA).

The policy supplements but does not supersede nor replace any other consents which you have previously consented to us. We may update the Policy from time to time to ensure it is aligned and consistent with future developments and/or any changes in legal or regulatory requirements.

 
2. Personal Data

Under the Personal Data Protection Act 2012 (“PDPA”), “Personal Data” refers to any data or information (whether true or not) about you from which you can be identified, either

  1. a) from that data; or
  2. b) from that data and other information to which we have or are likely to have access.
 
3. Collection of Personal Data

Generally, personal data is collected in one or more of the following ways when you:

  • register as a potential student;
  • proceed with different stages of the application process for our program;
  • become our alumni (“Alumni” includes all former students and participants);
  • visit our website;
  • visit our premises as CCTV recording is operating for 24 hours;
  • register as volunteers;
  • attend events, roadshows, talks as photos and/or video recordings may take place for publicity purposes;
  • interact with any of the staff, volunteers, interns, part-timers, sub-committee and board members;
  • respond to our request for additional Personal Data;
  • request that we contact you, be included in an email or other mailing list;
  • respond to our initiatives or programs;
  • submit your Personal Data to us for any other reasons;
  • apply for employment with us;
  • submit a general enquiry

In general, subject to the applicable exceptions permitted in the PDPA, before we collect the above personal data from you, we will notify you of the purposes for which your personal data may be collected, used and/or disclosed, as well as obtain your consent for the collection, use and/or disclosure of your personal data for the intended purposes. If you choose not to provide us with your personal data described in this policy, we may not be able to fulfil our contractual duties towards you or facilitate your request or provide our services to you.

You have choices regarding the collection, use or disclosure of your personal data. You have the right to object to the processing of your personal data and withdraw your consent in a manner described in this policy.

We may collect, disclose or use your personal data pursuant to an exception under the PDPA or other written law such as during the following situations:

  • To respond to an emergency that threatens your life, health and safety or of another individual; and
  • Necessary in the national interest, for any investigation or proceedings.

If you are under the age of eighteen, you shall consult your parent or guardian before providing us with your Personal Data.

We will make reasonable efforts to ensure that the Personal Data we collect is accurate and complete. Please help us by ensuring that all Personal Data that you submit is complete and accurate. You may update us when there are any changes to the Personal Data which you have provided to us by emailing the updates to our teams. We will correct or complete your Personal Data as soon as reasonably practicable. Where possible, we will validate the personal data provided by you using generally accepted practices and guidelines.

We will not be responsible for relying on inaccurate or incomplete Personal Data arising from you not providing updates to us of any changes in your Personal Data that you had initially provided us with.

Where Personal Data is submitted to you on behalf of another individual or concerns another individual other than yourself, you represent and warrant to us, that all the necessary consents have been obtained from the relevant individuals.

 
4. Purpose for the Collection, Use and Disclosure of Personal Data

We collect, use and/or disclose your Personal Data for the purposes we have specifically obtained your consent and the purposes for which the Personal Data is provided to us. Below listed some of the purposes: –

  • Administration and Operations
  • To facilitate the registration of students for all our program;
  • To process and administer payments and billings;
  • To administer the processes relating to your employment;
  • Responding and handling your queries, feedback and complaints;
  • Purposes which are reasonably related to the aforesaid.
  • Volunteering and Advocacy

We may contact you to inform you about our events and activities or other information which may be of interest to you. We may also invite you to volunteer or participate in our events and activities;

If you have provided us with your registered Singapore telephone number (s) and have indicated that you consent to receiving upcoming events, activities and updates from us via your Singapore telephone number(s), from time to time, we may contact you using that phone number(s), including via voice calls text, fax or other means with our updates.

Complying with any applicable Acts, laws and regulations, Code of practice or guidelines or to assist in law enforcement and investigations by relevant authorities and agencies.

We take reasonable steps to protect your personal data against loss and to guard against unauthorised access, disclosure, copying, modification and usage, regardless of the format in which it is held.

Your personal data held by us will be kept confidential, but we may, where such disclosure is necessary to satisfy the purpose, or a directly-related purpose for which the personal data was collected, disclose to the following entities and/or parties, whether they are located in Singapore or overseas: –

  • Our staff, volunteers, interns, committee and board members;
  • Banks, CPF, credit card companies and other financial institutions for the processing of any monies receivable or payable;
  • 3rd party service providers;
  • Professional advisers such as auditors and lawyers
  • Relevant government ministries, regulators, statutory boards or authorities or law enforcement agencies to comply with any laws, rules, guidelines and regulations or schemes imposed by any government authority (including MOM); and/or
  • Any other party to whom you authorised us to disclose your personal data to.
 
5. Transfer of Personal Data Outside Singapore

Where your Personal Data is to be transferred out of Singapore, we will comply with the PDPA in doing so. We only make these transfers where we are completely satisfied that adequate levels of protection are in place to protect any information held in that country, or that the service provider acts at all times in compliance with applicable privacy laws.

 
6. Withdrawal of Consent

In the event you withdraw your consent to the collection, use, or disclosure of your Personal Data, we will assess the nature of your request and inform you of the consequences before processing it. Note that withdrawal may affect employment-related services (e.g., payroll, benefits, or access to company systems) if no alternative legal basis under the PDPA applies.

To withdraw consent, please submit a completed Withdrawal of Consent Request’ form to the Data Protection Officer (DPO) at singapore-dpo@newcastle.edu.au

We will:

  1. Verify your identity(e.g., via employee ID or official records) to retrieve relevant data.
  2. Respond within 30 days, detailing any limitations (e.g., legal obligations requiring continued retention of your data under the Employment Act or CPF Act).
  3. Cease processingyour data for consent-based activities unless retention is required by law or contractual necessity (e.g., tax reporting, workplace safety).

For certain requests (e.g., access to CCTV footage involving you), we may require additional verification (e.g., a police report or manager approval) and will notify you in advance.

 
7. Access to and Correction of Your Personal Data 
  • Upon request, we will provide you the access to your Personal Data or other appropriate information on your personal data in accordance with the requirements of the PDPA.
  • Upon request, we will correct an error or omission in your Personal Data that is in our possession or control in accordance with the requirements of the PDPA.

 

8. Retention of Your Personal Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by Singaporean laws (e.g., the Employment Act, CPF Act, or tax regulations).

Typical retention periods include:

  • Student records: 5 years post-graduation
  • Employment data: 7 years after contract termination
  • Financial transactions: 7 years for IRAS compliance

Once the retention period expires or the data is no longer needed, we will securely delete or anonymize it using methods such as digital erasure or physical shredding.

We do not retain unsolicited personal data (i.e., information sent to us without a prior request or consent). Such data will be handled as follows:

  • Electronic submissions (e.g., emails, web forms): Deleted within 7 business days
  • Physical documents: Returned to sender or shredded within 14 days
  • Verbal disclosures: Not recorded in any retrievable format

Exceptions may apply if the data is relevant to an existing relationship (e.g., a follow-up email about an ongoing application)

 

9. Use of Cookies

When you visit and use the services on our websites, we may collect information from your browser using tracking technologies (such as cookies, web beacons, tracking pixels etc.) These tracking technologies help us understand how the site is used and enable us to enhance your browsing experience on our website.

We may collect information from your browser including but not limited to information such as IP address, browsing behaviour and preferences. Tracking is anonymous and no personal information is collected. You may choose to decline cookies in your browser setting; however, this may affect your web experience.

 

10. About Your Personal Data

If you have any questions about data protection, complain about how we have handled your personal data, or wish to request your personal information, you can email our data protection officer Singapore-dpo@newcastle.edu.au

 
11. Updates on Data Protection Policy

As part of our efforts to ensure that we properly manage, protect and process your Personal Data, our policies, procedures and processes are to be reviewed from time to time.

We reserve the right to amend the terms of this Policy at our absolute discretion. Any revised Policy will be posted here.