SOQ Data Protection Policy

Data Protection Policy — SOQ International Academy

Effective date: 01 April 2025

This Data Protection Policy explains how SOQ International Academy (“SOQ”) collects, uses, discloses, and processes personal data that you provide to us.

We respect the privacy of your personal data, and SOQ is committed to managing this information with care in line with our Privacy Policy statement and in compliance with the Personal Data Protection Act 2012 (PDPA) of Singapore.

This policy applies to SOQ International Academy, its subsidiaries, and affiliated entities, and outlines our responsibilities and practices in handling personal data. If you have questions on this policy or how SOQ manages, protects, or processes your personal data, please contact our Data Protection Officer (DPO) at academy@soq.edu.sg.

Personal Data [Definition]

“Personal Data” refers to any information that identifies you or relates to you, collected in the course of our training and services. This includes, but is not limited to:

• Name, mailing address, contact details, personal email
• Identification details (NRIC, passport), nationality, gender, date of birth, marital status
• Photographs, videos, or audio recordings
• Employment or education details
• Financial or payment information

Why We Collect Data [Purpose Limitation]

We collect and use personal data for purposes directly related to the delivery of our training programmes and services, including but not limited to:

• Responding to enquiries about our courses and services
• Processing registrations, enrolments, and accounts
• Managing attendance, assessments, course evaluations, and certification
• Administering training grant applications with SkillsFuture Singapore (SSG) or other agencies
• Providing customer support (course confirmation, reminders, postponements, cancellations)
• Communicating course updates, promotions, and new programmes (including those by approved partners)
• Conducting research, surveys, and post-course feedback collection
• Ensuring compliance with regulatory and legal obligations
• Maintaining the safety and security of our premises

We may contact you by email, telephone, SMS, or other communication channels to fulfil these purposes.

How We Collect Data [Consent]

We will, where possible, collect personal data directly from you and obtain your consent. This may occur when you:

• Register or enquire about our courses in person, online, or by phone
• Submit forms on our website, mobile apps, or at events/exhibitions
• Provide data through partners, contractors, or government agencies (e.g., SSG)
• Enter our premises and are captured by CCTV, photography, or video recordings

Regardless of source, your personal data will be managed in accordance with this Policy and PDPA requirements.

Use & Disclosure of Data [Notification and Transfers]

We may need to disclose personal data to third parties for legitimate business purposes, including:

• Regulatory bodies (e.g., SkillsFuture Singapore, Ministry of Manpower)
• Funding agencies and insurers
• Training partners, data intermediaries, and IT service providers
• Legal or audit professionals when required by law

Where personal data is disclosed, we ensure that these parties are contractually bound to safeguard it. In some cases, data may be transferred overseas, and we will ensure compliance with applicable protection requirements.

We may disclose personal data without consent where permitted by law, for example:

• If disclosure is required by legal authorities
• In emergencies threatening health or safety
• When it is clearly in your interest but consent cannot be obtained in time

Accuracy & Protection of Data [Administration & Management]

We aim to keep personal data accurate, complete, and up to date. Please contact us if any updates are required.

We adopt strict measures to protect data, including:

• Securing our premises and restricting access to authorised staff only
• Passwords, firewalls, anti-virus, and encryption for digital records
• Physical security for paper documents
• Regular reviews of systems and processes

Access, Correction & Withdrawal of Consent

• You may request access to or correction of your personal data by contacting our DPO at dpo@soq.edu.sg. Requests must be made in writing; a small administrative fee may apply.
• Access may be refused under certain conditions (e.g., anticipated legal proceedings, frivolous requests). We will inform you if this applies.
• You may withdraw consent for marketing communications by notifying us in writing. It may take up to four (4) weeks for changes to take effect.

Retention of Data

We retain personal data only for as long as it is necessary for training or compliance purposes, generally not exceeding 5 years, unless required by law. After that, data will be securely disposed of or anonymised.

Cookies & Website Privacy

We may use cookies or analytics tools on our website to track usage, improve user experience, and deliver personalised content. You may disable cookies in your browser, but some site functions may be affected.

Recording & Photography Policy

To protect the privacy of learners, staff, and intellectual property, audio/video recording, photography, or similar activities are strictly prohibited within SOQ premises or during training without prior written consent from management.

Right to Amend Policy

SOQ reserves the right to update this Policy at any time to reflect changes in practices or regulations. Please review this page periodically for the latest version.

Contact Us

Data Protection Officer (DPO)
SOQ International Academy
10 Anson Road, International Plaza
#35-16 Singapore 079903
Email: academy@soq.edu.sg

Effective Date: 18 Aug 2017
Last Updated: 01 April 2025