Privacy Policy

Personal Data

As used in this Policy,

“customer” means an individual who (a) has contacted us through any means to find out more about any goods or services we provide, or (b) may, or has, entered into a contract with us for the supply of any goods or services by us;

"job applicant" means an individual who has applied for any such position with us;

“visitor” means an individual who visits our premises or website, or otherwise interacts with us physically or digitally, such as by submitting information through our contact forms or attending our events; and

“personal data” means data, whether true or not, about an individual, a customer or job applicant 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.

Depending on the nature of your interaction with us, some examples of personal data which we may collect from you include name, residential address, email address, telephone number, nationality, gender, date of birth, marital status, photograph, resume, educational qualifications, professional qualifications and certifications and employment references.

Other terms used in this Notice shall have the meanings given to them in the PDPA (where the context so permits).

Collection, Use and Disclosure of Personal Data

We generally do not collect your personal data unless

(a) it is provided to us voluntarily by you directly or via a third party who has been duly authorised by you to disclose your personal data to us (your "authorised representative") after (i) you (or your authorised representative) have been notified of the purposes for which the data is collected, and (ii) you (or your authorised representative) have provided written consent to the collection and usage of your personal data for those purposes, or

(b) collection, use, and disclosure of personal data without 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 and/or disclosing your personal data for a purpose which has not been notified to you (except where permitted or authorised by law).

We may collect and use your personal data for any or all of the following purposes:

1. performing obligations in the course of or in connection with our provision of the goods and/or services requested by you;
2. verifying your identity and the accuracy of your personal details and other information provided, and conducting reference checks;
3. responding to, handling, and processing queries, requests, applications, complaints, and feedback from you;
4. managing your relationship with us;
5. processing payment or credit transactions;
6. assessing and evaluating your suitability for employment in any current or prospective position within the organisation;
7. performing obligations under or in connection with your contract of employment with us, including payment of remuneration and tax;
8. all administrative and human resources related matters within our organisation, including administering payroll, granting access to our premises and computer systems, processing leave applications, administering your insurance and other benefits, processing your claims and expenses, investigating any acts or defaults (or suspected acts or defaults) and developing human resource policies;
9. managing and terminating our employment relationship with you, including monitoring your internet access and your use of our intranet email to investigate potential contraventions of our internal or external compliance regulations, and resolving any employment related grievances;
10. managing and ensuring the security of our premises, systems, and facilities, including recording entry and exit of visitors, maintaining visitor logs, and CCTV monitoring for safety and security purposes;
11. complying with any applicable laws, regulations, codes of practice, guidelines, or rules, or to assist in law enforcement and investigations conducted by any governmental and/or regulatory authority;
12. submitting employee or candidate information (such as qualifications, experience, or CVs) to clients, potential clients, or relevant authorities as part of project, proposal, or tender submissions, where such inclusion is necessary to demonstrate Xtremax's capabilities or compliance with project requirements;
13. any other purposes for which you have provided the information;
14. transmitting to any unaffiliated third parties including our third party service providers and agents, and relevant governmental and/or regulatory authorities, whether in Singapore or abroad, for the aforementioned purposes;
15. any other incidental business purposes related to or in connection with the above.

We may disclose your personal data:

1. where such disclosure is required for performing obligations in the course of or in connection with our provision of goods and services requested by you, your visit to our premises, or your interaction with our website; or
2. to third party service providers, agents and other organisations we have engaged to perform any of the functions with reference to the above mentioned purposes.

Do note that in the event that you do not consent to us collecting, using and/or disclosing your personal data, depending on the nature and scope of your request, we regret to inform you that we may not be in a position to continue providing our goods or services to you or process your job application, in accordance to the purposes listed above in this Policy.

Collection, Use and Disclosure of Third-Party Personal Data

If you provide personal data of any third party (e.g., referees, family members) as part of your application, you represent that you have obtained their consent for the collection, use, and disclosure of their personal data by Xtremax Pte Ltd. Such data may be collected, used, and disclosed for the purposes of verifying your application, conducting reference checks, background screening, or security clearance. Please ensure you have obtained their consent before providing their personal data to us.

Withdrawing 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 consent and request us to stop collecting, using and/or disclosing your personal data for any or all of the purposes listed above by submitting your request in writing or via email to our Data Protection Officer at the contact details provided below.

Upon receipt of your written request to withdraw your consent, we may require reasonable time (depending on the complexity of the request and its impact on our relationship with you) for your request to be processed and for us to notify you of the consequences of us acceding to the same, including any legal consequences which may affect your rights and liabilities to us. In general, we shall verify your identity and acknowledge receipt within 10 working days. Processing of your withdrawal request will be completed within 30 calendar days, or you will be informed of the revised timeline if additional time is required.

Whilst we respect your decision to withdraw your consent, please note that depending on the nature and scope of your request, we may not be in a position to continue providing our goods or services to you or process your job application and we shall, in such circumstances, notify you before completing the processing of your request. Should you decide to cancel your withdrawal of consent, please inform us in writing to our Data Protection Officer at the contact details provided below.

Please note that withdrawing consent does not affect our right to continue to collect, use and disclose personal data where such collection, use and disclose without consent is permitted or required under applicable laws.

Access to and Correction of Personal Data

If you wish to make:

(a) an access request for access to a copy of the personal data which we hold about you or information about the ways in which we use or disclose your personal data, or

(b) a correction request to correct or update any of your personal data which we hold about you,

you may submit your request in writing or via email to our Data Protection Officer at the contact details provided below.

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 will respond to your request as soon as reasonably possible. In general, our response will be within 10 working days. Should we not be able to complete the access request within 30 days after receiving your request, we will inform you in writing. If we are unable to provide you with any personal data or to make a correction requested by you, we shall generally inform you of the reasons why we are unable to do so (except where we are not required to do so under the PDPA).

Protection of Personal Data

To safeguard your personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we have introduced appropriate administrative, physical and technical measures such as minimised collection of personal data, authentication and access controls (such as good password practices, need-to-basis for data disclosure, etc.), encryption of data, up-to-date antivirus protection, regular patching of operating system and other software, securely erasing storage media in devices before disposal, web security measures against risks, usage of one-time password (OTP), two-factor authentication (2FA) and multi-factor authentication (MFA) to secure access, and regular security review and testing.

These measures also extend to physical security, such as controlled office access and CCTV recordings that are stored securely and retained only for as long as necessary for safety and security purposes.

You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your information and are constantly reviewing and enhancing our information security measures.

Accuracy of Personal Data

We generally rely on personal data provided by you (or your authorised representative). You should ensure that all personal data submitted to us is complete, accurate, true, and correct. Failure on your part to do so may result in our inability to provide you with the products/services you have requested or process your job application.

In order to ensure that your personal data is current, complete and accurate, please update us if there are changes to your personal data by informing our Data Protection Officer in writing or via email at the contact details provided below.

Retention of Personal Data

We may retain your personal data for as long as it is necessary to fulfil the purpose for which it was collected, or as required or permitted by applicable laws.

We will cease to retain your personal data, or remove the means by which the data can be associated with you, as soon as it is reasonable to assume that such retention no longer serves the purpose for which the personal data was collected, and is no longer necessary for legal or business purposes.

Transfers of Personal Data outside of Singapore

We may transfer your personal data to our overseas office branches in Malaysia, Indonesia, and Thailand for the purposes listed above. Before making any transfers, 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. We will also ensure that all employees in our overseas office branches receive the same training when it comes to handling personal data.

Use of Cookies

When you visit or interact with our website, we or our authorised service providers may use cookies and other similar technologies for collecting and storing information to help provide you with a better, faster, and safer web experience.

Cookies can be disabled or removed by tools that are available in most commercial browsers. The preferences for each browser you use will need to be set separately and different browsers offer different functionality and options. You are always free to block, delete, or disable these technologies if your browser so permits.

Third-Party Sites

Our website may contain links to other websites operated by third parties, including for example job portals. We are not responsible for the data protection practices of websites operated by third parties that are linked to our website. We encourage you to learn about the data protection practices of such third party websites. Once you leave our website, you should check the applicable privacy policy of the third party website to determine how they will handle any information they collect from you.

Data Protection Officer

You may contact our Data Protection Officer if you have any enquiries or feedback on our personal data protection policies and procedures, or if you wish to make any request, in the following manner:

Contact No.: +65 6778 4985
Email Address: dpo@xtremax.com

Governing Law

This Policy shall be governed in all respects by the laws of Singapore.

Effect of Policy and Changes to Policy

This Policy applies in conjunction with any other policies, notices, contractual clauses and consent clauses that apply in relation to the collection, use and disclosure of your personal data by us.

We may revise this Policy from time to time without any prior notice. You may determine if any such revision has taken place by referring to the date on which this Policy was last updated. Your continued use of our services constitutes your acknowledgement and acceptance of such changes.