ARKSTACK PTE LTD
Data Privacy Policy
For Prospective Employees – Electronic Job Applications
- Purpose
This Policy sets out how ArkStack Pte Ltd (the “Company”) collects, uses, discloses, and manages the personal data of individuals who apply for employment electronically through the Company’s career website or any other electronic platform operated by or on behalf of the Company (the “Platform”). By submitting an application through the Platform, you acknowledge that you have read and understood this Policy.
- Scope
This Policy applies to all prospective employees who submit personal data to the Company in connection with an application for employment, whether for a specific advertised position or for general consideration. It covers personal data submitted directly by you as well as information about you obtained from third parties in the course of evaluating your application.
- Your Responsibilities
By submitting an application, you confirm and agree that:
- You are responsible for the accuracy, completeness, and truthfulness of all information and documents you provide. Providing false or misleading information may result in disqualification or, if discovered after appointment, termination of employment.
- Failure to supply full and complete information may prevent or delay the processing of your application.
- Where you provide personal data relating to third parties (for example, referees or emergency contacts), you confirm that you have obtained the relevant consents from those individuals for the Company to collect, use, and disclose their personal data in accordance with this Policy.
- You will notify the Company promptly of any changes to the information you have provided.
- Types of Personal Data Collected
The Company may collect, store, and process the following categories of personal data in connection with your application:
- Identity and Contact Information
- Full name, date of birth, gender, nationality, and civil/marital status
- Passport, national identity card number, or other government-issued identification
- Residential address, telephone number, and e-mail address
- Photograph (where provided or required)
- Employment History and Qualifications
- Educational qualifications, certificates, transcripts, and professional accreditations
- Details of previous employment, including roles held, responsibilities, and reasons for departure
- Professional references and referee contact details
- Application Information
- Curriculum vitae (CV) and covering letter
- Interview notes, assessment results, and test scores
- Any other information provided during interviews or as part of the application process
- Conflict of Interest Information
- Information about any other business interests or directorships you hold that may conflict with the Company’s interests
- Information about close relatives who are government officials or public servants, where relevant to regulatory requirements
- Screening and Background Check Information
- Criminal records data, where required by applicable law or regulation
- Credit history and bankruptcy records, where relevant to the role
- Results of background screening, reference checks, and verification of qualifications
- Additional Information (If an Offer of Employment is Made)
If you receive and accept an offer of employment, the Company may additionally collect:
- Bank account details for payroll purposes
- Dependants and next-of-kin information
- Health records and medical information, to the extent required by law or for the administration of benefits
- Identity and Contact Information
- Purposes of Collection and Use
The personal data you provide will be used for the following purposes:
- To receive, process, and evaluate your application for employment.
- To assess your suitability for the position applied for and any other positions within the Company that may be appropriate.
- To communicate with you regarding your application, including scheduling interviews and notifying you of outcomes.
- To conduct background checks, reference verifications, and screening procedures, including criminal record checks and credit checks where permitted and required by law.
- To verify the accuracy of information and documents submitted as part of your application.
- To comply with legal and regulatory obligations applicable to the Company.
- To administer assessment tools or profiling exercises designed to evaluate applicants’ skills and competencies.
- To maintain records of applications and decisions for legal and administrative purposes.
- Disclosure of Personal Data
Your personal data may be disclosed to the following categories of recipients, whether located locally or in other jurisdictions, on a need-to-know basis and subject to appropriate confidentiality safeguards:
- Members of the Company’s group of companies, including subsidiaries, holding companies, and related corporations, for the purposes described in this Policy.
- Prospective line managers and members of the hiring team involved in evaluating and processing your application.
- Agents, contractors, and service providers engaged by the Company to assist in administering the recruitment process, including providers of applicant tracking systems, assessment platforms, and background screening services.
- Professional advisors, including legal counsel, auditors, and accountants, where necessary for the conduct of the Company’s business.
- Academic institutions and professional bodies for the purpose of verifying qualifications and certifications.
- Recruiters and other third-party recruitment agencies where applicable.
- Health service providers for the purposes of pre-employment medical assessments, where required.
- Professional and trade associations, referees, and your current and previous employers for verification purposes.
- Law enforcement agencies, regulatory and government authorities, and courts, where required or permitted by law.
- Third parties in connection with actual or proposed acquisitions, mergers, or restructuring of the Company’s business.
The Company does not sell your personal data to third parties.
- Retention of Personal Data
The Company will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law. If your application is unsuccessful, your personal data may be retained for a reasonable period to allow the Company to consider you for future vacancies, unless you request that your data be deleted sooner. If your application is successful, your personal data will be transferred to your employee file and retained in accordance with the Company’s employee data retention policy.
- Security of Personal Data
The Company takes reasonable technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. Personal data transmitted through the Platform is handled in a secure and confidential manner. You should select a password that is not obvious to others and should not disclose your password or share your account credentials with any other person.
- Your Rights
Subject to applicable law, you may have the right to:
- Access the personal data the Company holds about you.
- Request correction of inaccurate or incomplete personal data.
- Withdraw any consent you have given (without affecting the lawfulness of processing carried out prior to withdrawal).
- Request the deletion of your personal data, subject to any legal or regulatory obligations that require the Company to retain it.
To exercise any of the above rights, or if you have any questions about how your personal data is handled, please contact the Company’s data protection officer at the contact details set out in Section 11 below.
- Declaration and Consent
By submitting your application, you:
- Confirm that you have read, understood, and agree to the collection, use, disclosure, and processing of your personal data as described in this Policy.
- Declare that all information provided is true, accurate, and complete to the best of your knowledge.
- Acknowledge that providing false or misleading information, or omitting material information, may result in disqualification from the application process or, if discovered after the commencement of employment, disciplinary action up to and including termination.
- Consent to the Company conducting background checks, reference checks, and verification procedures as described in this Policy, to the extent permitted by applicable law.
- Agree to notify the Company promptly of any material change to the information provided in your application.
- Contact Information
If you have any questions, concerns, or requests relating to this Policy or the handling of your personal data, please contact:
Data Protection Officer
ArkStack Pte Ltd
Sheldon Tan
sheldon.tan@arkstack.io - Updates to this Policy
The Company reserves the right to update this Policy from time to time to reflect changes in applicable laws or its data handling practices. The most current version will be made available on the Platform. Continued use of the Platform following any such update constitutes your acknowledgement of the revised Policy.