Policies

Policies

A. Privacy Policy


1. Introduction

We at Ling Kwang Home for Senior Citizens (“LKH” or “the Organisation”) respect the privacy and confidentiality of the personal data of our Clients, Residents, Volunteers, Donors, Sponsors, Visitors and others whom we interact with in the course of providing our services. We are committed to implementing policies, practices and processes to safeguard the collection, use and disclosure of the personal data you provide us, in compliance with the Singapore Personal Data Protection Act (PDPA) 2012.


We have developed this Data Protection Policy to assist you in understanding how we collect, use, disclose, process and retain your personal data with us.


2. Your Personal data 

The PDPA defines personal data as “data, whether true or not, about an individual who can be identified (a) from that data; or (b) from that data and other information to which the organisation has or is likely to have access.”

  • We collect your personal data when you:

    • Are referred to us by the Agency for Integrated Care (AIC) for our residential or non-residential care services
    • Register for admission at one of our centres for residential care
    • Register for non-residential day care at one of our centres
    • Register at the security counter when you visit our physical premises
    • Register as a volunteer on one of our programmes
    • Make a donation to our charitable causes
    • Sponsor our fund-raising or other events
    • Provide feedback to us on our quality of service or your user experience
    • Visit our websites and leave behind your contact information
    • Communicate with us via emails or written correspondences
    • Submit your CV and job application form to us in response to our recruitment advertisements
    • Submit your CV to recruitment firms or job portals, which are in turn forwarded to or retrieved by us

  • Types of data we collect about you:

    • Personal details (such as Name, NRIC No./FIN No./Passport No., Gender, Date of Birth, Race, Citizenship, Nationality, Marital Status, Religion, Languages spoken or written, Household/Personal Income)
    • Personal contact information (such as Residential Address, Mailing Address, Email address, Telephone No.)
    • Medical/Health information (such as Height, Weight, Blood pressure, Heart rate, Allergies, Disabilities, Current medical condition, Medical history)
    • Financial information (such as Cardholder Name, Credit/Debit Card No., Card expiry date)
    • Educational and professional qualifications (such as Highest education level, Qualifications, Schools Attended, Academic transcripts, Membership of professional bodies) – for job applications
    • Professional and work experience (such as Job title, Occupation, Employment history, Work experience, Curriculum Vitae) – for job applications
    • Photographs taken at events or posted on Facebook/Instagram or other social media platform
    • Images captured by LKH via CCTV cameras while you are within our premises.

  • We use the personal data you provide us for one or more of the following purposes:

    • Provide nursing care services for residents and non-residents
    • Process referrals or enquiries relating to our services
    • Process applications for registration at our events and/or services
    • Process and administer health records
    • Process volunteer registrations
    • Organise campaigns to raise funds
    • Process and administer donations received
    • Process applications for rebates, subsidies or financial assistance relating to our events and/or services
    • Provide information on events, conferences, seminars or workshops
    • Communicate with customers, members and website visitors
    • Respond to inquiries and feedback to improve our quality of service
    • Investigate complaints, claims and disputes
    • Process billing, payment and other credit-related activities
    • Process job applications, recruitment and selection
    • Monitor the movement of visitors to our physical premises
    • Carry out our obligations arising from any contracts entered into between you and us
    • Comply with legal obligations and regulatory requirements

  • Who We Disclose Your Personal Data To

    We disclose some of the personal data you provide us to the following parties or organisations outside LKH in order to fulfil our services to you:


    • Clinics / Hospitals, Convalescent Homes / Nursing Homes, Hospices
    • Medical practitioners
    • Social services agencies (e.g. National Council of Social Services, Agency for Integrated Care)
    • Regulatory authorities and government agencies (e.g. Ministry of Health, Ministry of Manpower, Ministry of Social & Family Development)
    • Religious organisations
    • Freight/courier services
    • Conference organisers
    • Banks, Insurance companies, Payment card processing companies
    • Recruitment Agencies / Headhunters
    • Call/Contact Centres
    • Survey Firms

3. How we manage the Collection, Use and Disclosure of Your Personal Data.


Types of Information


3.1 Obtaining Consent


Before we collect, use or disclose your personal data, we will notify you of the purpose why we are doing so. We will obtain written confirmation from you on your expressed consent. We will not collect more personal data than is necessary for the stated purpose.

Under certain circumstances, we may assume deemed consent from you when you voluntarily provide your personal data for the stated purpose, e.g. when you apply for a job with us using our employment application forms.


3.2 Withdrawal of Consent  

If you wish to withdraw consent, you should give us reasonable advance notice. We will advise you of the likely consequences of your withdrawal of consent, e.g. without your personal contact information we may not be able to inform you of future services offered by us.


Your request for withdrawal of consent can take the form of an email or letter to us, or through the “UNSUB” feature in an online service.


4. How We Ensure the Accuracy of Your Personal Data  


We will take reasonable precautions and verification checks to ensure that the personal data you provide us is accurate, complete and up-to-date. From time to time, we may do a data verification exercise with you to update us on any changes to your personal data.


5. How You Can Access and Make Correction to Your Personal Data  


You may write in to us to find out how we have been using or disclosing your personal data over the past one year. Before we accede to your request, we may need to verify your identity by checking your NRIC or other legal identification document. We will try to respond to your request as soon as possible, or within 30 days, as stipulated in the PDPA. If we are unable to do so within the 30 days, we will let you know and give you an estimate of how much longer we require. We may also charge you a reasonable fee for the cost involved in processing your access request.

You may also ask us to correct an error or omission in the personal data we hold about you. We will correct the personal data as soon as practicable, unless we are satisfied on reasonable grounds that a correction should not be made.


6. How We Protect Your Personal Data  


We have implemented appropriate information security measures to protect the personal data you provide us against unauthorised access, use, disclosure, or similar risks. We will take reasonable and appropriate measures to maintain the confidentiality and integrity of your personal data, and will only share your data with authorised persons on a ‘need to know’ basis.


7.  How We Retain Your Personal Data  


We have a document retention policy that keeps track of the retention schedules of the personal data you provide us, in paper or electronic forms. We will not retain any of your personal data when it is no longer needed for any business or legal purposes. We will dispose of or destroy such documents containing your personal data in a proper and secure manner.


8.  Updates to this Privacy Policy  


LKH reserves the right to amend, add, delete and/or substitute this privacy policy at any time and will place notice of any such amendments on our website or through other suitable methods.


9.  Contacting Us


If you have any query or feedback regarding this Policy, or any complaint you have relating to how we manage your personal data, you may contact our Data Protection Officer (DPO) at: dpo@lkhsc.org.sg


Any query or complaint should include, at least, the following details:

• Your full name and contact information 

• Brief description of your query or complaint

We treat such queries and feedback seriously and will deal with them confidentially and within reasonable time



B.  Financial Management & Internal Controls  


1. LKH has in place documented procedures for financial matters including procurement procedures and controls, receipting, payment procedures and controls as well as delegation of authority and approval limits.


2. The Reserves Policy adopted by LKH can be referred to in the Notes to the Financial Statements. The purpose of LKH’s reserves is to provide financial stability and to provide for the Additions and Alterations (A&A) project as well as to meet increases in operating expenses in the care for the well-being of residents and clients. The reserves ratio is 1.79 based on the accumulated funds against operating expenses in the financial year ended 31 March 2022.


3. More details about the restricted funds in the financial year ended 31 March 2022 can be referred to in the Financial Statements. Restricted funds for the refurbishment works on the older part of our premises is slated for use in 2024. Any restricted funds received will be used according to the purpose that the funds were raised for. No fund-raising events were conducted in FY2022 and FY2023. Fundraising in the following financial year to support LKH’s work and service objectives include donor recruitment and renewal through appeal letters and crowdfunding. There is currently no fundraising event planned.



C.  Whistle Blowing Policy 


1. The Whistle Blowing Policy was developed in order that any possible impropriety in LKH can be reported, in good faith and without fear of reprisal. All LKH officers and employees along with volunteers and vendors are responsible to report any improprieties to the Executive Committee.


2. The processes on the reporting of concerns of misconduct and how the report is handled are described. LKH does not tolerate harassment and retaliation of the whistle blower.

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