This statement sets out the personal data protection policy (“Policy”) and practices of Ren Ci Hospital that will be followed with respect to the collection, use and disclosure of your Personal Data. This statement is provided in accordance with Singapore’s Personal Data Protection Act 2012 (“PDPA”).

Our Commitment

Ren Ci Hospital values the privacy of the personal data you have entrusted to us and we are committed to protect your personal data in accordance with the requirements of PDPA, the Ministry of Health’s guidelines and directives, and other relevant legislation.

Your Personal Data

“Personal Data” refers to any 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 we have or are likely to have access, including data in our records as may be updated from time to time.

This may include your full name, identification number, passport, date of birth etc., medical information, diagnostic imaging, photographic films, financial information and any other personal information provided by you or through a third party who has been duly authorised by you to disclose your Personal Data to us (your “Authorised Representative”).

Collection of Personal Data

If you are our patient, resident, client, representative of patient/ resident/ client, Active Ageing Centre member, donor, volunteer, visitor, job applicant, staff member, we may collect your Personal Data in the following ways:

• when you voluntarily disclose Personal Data to us or our staff by way of physical or online communication;
• when you register for or use any services or products we provide, or to be included on any of our mailing lists;
• when you use our electronic services or interact with our website;
• when you enter into an agreement, partnership, collaboration and/or provide any other documentation or information, with us;
• when you submit any application or form or provide us with any information in connection with employment, financial counselling, financial assistance, donations or volunteering;
• when we receive your Personal Data from other medical service providers (whether related or third party) or from third parties who wish to seek to confer a benefit on you (e.g., your employer or insurer);
• when you visit and/or are within our premises and your images are captured by us via CCTV cameras, photographs or videos taken by us or our representatives, agents, services providers or affiliates when you attend any of our events;
• when you make available your Personal Data to us for any other reason; and
• any other information which we may collect from other sources.

Your Consent for Collection, Use and Disclosure of Personal Data

By voluntarily providing your personal data to Ren Ci Hospital directly or through your Authorised Representative, you consent to our collection, use, and disclosure of your personal data under which it was collected after:

• you (or your Authorised Representative) have been notified of the purposes for which the data is collected; and
• you (or your Authorised Representative) have provided written consent to the collection and usage of your personal data for those purposes; or
• the collection and use of the Personal Data without your consent is permitted or required by the PDPA or other laws.

We shall seek your consent before collecting any additional Personal Data and before using your Personal Data for a purpose which has not been notified to you (except where permitted or authorised by law).

If you provide the personal data belonging to others, you warrant that you have informed the individuals of the purposes for which we are collecting their personal data and that they have consented to your disclosure of their personal data to us for those purposes.

When using your personal data to contact you for the purposes under which you have consented, we may contact you via postal mail, electronic mail, SMS, telephone, fax or any other means.

Our Purposes of Collection, Use and Disclosure of Your Personal Data

If you are our patient, resident, client, representative of patient/ resident/ client, Active Ageing Centre member, donor, volunteer, visitor, job applicant, staff member, we may collect, use, disclose and/or retain your Personal Data for the following purposes, including without limitation:

• Use your personal data for the provision of medical care and indirect care to you or to a family member/person that you represent by our staff and other public healthcare institutions, which includes referrals to other healthcare professionals, institutions and other associated purposes, e.g. billing, Medisave applications, improvement of services, transition of care, continuity of care, financial assistance and financial counselling, psychosocial and family support, etc.
• Use your personal data for business purposes including identity verification, data/ information technology security, research, accounting, risk management/ compliance and record keeping, carrying out research, planning and statistical analysis, processing and handling of medical and insurance claims and payments, employee training and quality assurance purposes and in connection with any claims or legal proceedings (including enforcing obligations owed to us and administering debt recovery and debt management) or to facilitate dispute resolution.
• Share your personal data with third party service providers, agents, vendors and other organisations we have engaged to perform any of the abovementioned business functions.
• Share relevant data and participate in national and multi-agency efforts to review healthcare policies and programmes that ensure patient safety and improve the quality of healthcare services, conduct surveillance to address public health concerns and to train future generations of healthcare professionals.
• Share relevant data to ensure compliance with legal and regulatory requirement, such as clinical and non-clinical quality and governance audits, and fulfilling with governmental reporting obligations.
• Use your personal data to invite you to participate in suitable care programmes, health education programmes, or shortlist you for participation in relevant research studies.
• Use your personal data to track and process donation transactions and records, process tax deductible receipts for eligible donations, invite you to our fundraising events, correspond with you through sending of text messages, letters, newsletters and donation collaterals and to allow the use of photographs and videos of yourself taken during activities or events organised by Ren Ci Hospital.
• Use your personal data to track and process volunteer attendance and participation records, assess the suitability and matching of volunteers for the various activities, correspond with you by sending invitations and notices, to enable Ren Ci Hospital to assign volunteers to the various programmes and activities, and to allow the use of photographs and videos of yourself taken during activities or events organised by Ren Ci Hospital.
• Use your personal data to fulfil contact tracing obligation established by the Ministry of Health, screen and temperature taking (during pandemic period), notify the relevant staff of your visit to our hospital and create a data log of your information for security monitoring and fire safety-related matters.
• Use your personal data to assess and evaluate your suitability for employment in any current or prospective position within the organisation and verify your identity and the accuracy of your personal details and other information provided.

Withdrawal of Your Consent

The consent that you provide for the collection, use and disclosure of your personal data will remain valid until such time it is being withdrawn by you in writing. You may withdraw your consent and request us to stop using and/or disclosing your Personal Data for any or all of the purposes set out above by submitting your written request to our Data Protection Officer: dpo@renci.org.sg

We are obliged to advise you on the likely consequences to you if you choose to withdraw your consent for the collection, use and disclosure of your personal data in our possession.

Once your consent is withdrawn, it is our obligation to cease, and cause our data intermediaries and agents to cease, such collection, use and disclosure within reasonable notice period. As a result, we may not be able to proceed with some transactions that you have requested. The medical care and services you would receive from us or other healthcare institutions shall be affected.

Access to and Correction of Personal Data

If you wish to make an access request to a copy of the Personal Data held by us or information about the ways in which the Personal Data may have been used or disclosed in the past one year or a correction request to correct or update any of your Personal Data, you may make a written application to our Data Protection Officer: dpo@renci.org.sg

Please note that a reasonable fee may be charged for an access request. If so, we will inform you of the fee before processing your request.

We generally rely on Personal Data provided by you or your Authorised Representative. In order to ensure that your personal data is current, complete and accurate, please update our Data Protection Officer if there are changes to your Personal Data: dpo@renci.org.sg.

Retention of Your Personal Data

Your personal data will be retained in accordance with the Ministry of Health’s guidelines on the retention of patient data. For any other personal data collected by us, we may retain for as long as it is necessary to fulfil the purpose(s) for which it was collected or as required or permitted by applicable laws.

Protection of your Personal Data

We will take reasonable efforts to protect Personal Data in our possession or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or other similar risks. You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure.

Transfers of your Personal Data

We generally do not transfer your Personal Data to countries outside of Singapore. However, if we do so, we will obtain your consent for the transfer to be made and we will take steps to ensure that your personal data continues to receive a standard of protection that is at least comparable to that provided under the PDPA.

Changes / Updates of Ren Ci Personal Data Protection Policy

As part of our efforts to ensure proper management, protection, and processing of your personal data, we will be reviewing our policies, procedures and processes from time to time and update this Policy to ensure that our standards and practices remain relevant and comply with the applicable laws and guidelines. The latest version of this Policy supersedes earlier versions and shall apply to personal data provided to us previously. We encourage you to review this page periodically to keep up to date with any changes to this Policy.

Ren Ci Data Protection Officer

For any enquiries or feedback relating to your personal data which Ren Ci Hospital collects, please contact our Data Protection Officer (DPO):

Email: dpo@renci.org.sg
Address: 71 Irrawaddy Road Singapore 329562
Ren Ci Hospital main line: 6385 0288 (Monday to Friday, 9am to 5pm)