Privacy Notice – Employee

FOR EMPLOYEES, INTERNS, APPLICANTS FOR JOB & INTERNSHIP

Effective January 16, 2024

This Privacy Notice is designed to explain and elaborate how Provintell process personal data in compliance with the Personal Data Protection Act 2010 (“PDPA”) and the laws of Malaysia. Provintell will only collect, hold, use, disclose and store (i.e. “process”) your personal information in accordance with such laws.
For the purpose of this Privacy Notice, please note that: 

“Provintell” refers to PROVINTELL Technologies Sdn Bhd and its affiliates. 

“Personal information” refers to any information which relates directly or indirectly to you and/ or your transactions with us. 

Types of Personal Information Collected

In order for Provintell to provide you with our products and/ or services, we need to collect personal data from you to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

  1. Personal Data e.g. Name, gender, racial or ethnic origin, email address, details of birth, phone number, address, location, bank account information, marital status, education background, family’s personal details, emergency contact details;
  2. Physical or mental health or medical condition;
  3. Resume including working experiences, certification;
  4. Results of employment checks including background, credit, references checks;
  5. Proceedings for any offences committed or alleged to have been committed including past misconduct;
  6. Commissions or alleged commission of any offence;
  7. Your image, voice when you attended physical or virtual event organized by Provintell;
  8. Any other personal data or sensitive personal data. 

Sources For Collection of Personal Data

We may obtain this information from yourself and from a variety of sources, including but not limited to:

  1. Electronic forms or hardcopy forms;
  2. Interviews;
  3. Verbal and written communications with us;
  4. Third party (job recruitment agencies or referees);
  5. Internal leave management platform (for employees);
  6. Other platform related to pre-employment/internship and employment/internship;
  7. When you visit our websites or access our services which include your mobile device or computer’s Internet Protocol address (i.e. IP address) or from any information that is collected via cookies on our websites.

We use cookies and similar tracking technologies to store your preference for certain types of information, further analysis for the purpose of providing products and services to you, to improve and/ or to personalize our services to you. You may adjust settings on your browser and/or mobile device so that you will be notified when you receive a cookie or other similar tracking tools. You may choose not to receive cookies or to disable cookies if you do not wish to have information collected via the use of cookies.

How We Use Your Personal Information

Provintell may use the collected data for one or more of the following purposes:

  1. To process employment/internship applications including pre-employment/internship checks;
  2. To issue appointment letter or engagement contract;
  3. To determine and review salary, allowances, bonuses and other benefits;
  4. Consideration of promotion, career development, training, relocation or transfer;
  5. Performance monitoring and assessment;
  6. Compliance with disclosure of information for statutory deduction or payment;
  7. Compliance with Information Security Management System rules and policy;
  8. Compliance with internal record keeping and update of employee’s/intern’s existing data;
  9. To enforce Provintell’s right under Employment Law or any other applicable laws to defend Provintell’s rights under the law including not limited to an disciplinary action or actions relating to termination of employment/internship;
  10. To detect, prevent and address technical issues;
  11. For audit, compliant and risk management purposes;
  12. For business development purposes;
  13. To produce data, reports and statistics which have been anonymised or aggregated in a manner that does not identify you as individual;
  14. For any other purposes that is required or permitted by any law, regulations and/ or relevant regulatory authorities.

Location of Personal Information

Your personal information may be stored and/ or accessed in and outside of Malaysia. Whenever we transfer personal information to other jurisdictions, we will ensure that the information is transferred in accordance with this Privacy Notice and as permitted by applicable data protection laws.

Disclosure of Data

Provintell may be required or need to disclose information to the third parties:

  1. Any agent, service provider, contractor, professional adviser or third party that provide administrative, telecommunications, Human Resource Management, Training or any other services to Provintell;
  2. Any person to whom Provintell is under an obligation to make disclosure under the requirement of law in or outside or Malaysia;
  3. Any persons seeking employee references and credentials
  4. Any court and/or office of the court;
  5. Any healthcare professional and/or hospitals;
  6. Provintell’s auditors, lawyers, bankers and/or insurers;
  7. Provintell’s customer or potential customers, resellers or partners.

Security of Your Personal Information

The security of your Personal Data is important to Provintell. We regularly review and implement up to date technical and organizational security measures when processing your Personal Data. The level of security of Personal Data which is kept in a non-electronic form is also treated with strict procedures. 

Retention of Your Personal Information

Provintell will retain your Personal Data in compliance with this Privacy Notice for the duration of your relationship with us, or for period we deem necessary and/ or required by Provintell’s relevant policies, where otherwise required by the law. Your Personal Data will be disposed in an appropriate manner when there is no necessity for Provintell to retain your Personal Data. 

Your Rights To Access and Correct Your Personal Information

You shall have the rights to access, request for correction and limit the processing of your Personal Data in line with applicable laws and/or any applicable data protection law. You may also make any enquiries or complaints in respect to your Personal Data. Any concern shall be channelled to [email protected]

Revisions To Privacy Notice

This Privacy Notice may be revised from time to time an notice of revision will be give on Provintell’s website and/or by other means of communication deemed suitable by Provintell. 

Consent

By submitting your Personal Data to Provintell, you hereby consent for Provintell to collect, process, use and disclose your Personal Data in accordance with PDPA. You hereby confirm that your Personal Data provided to Provintell is accurate, complete and up-to-date. In the event of any changes, you shall promptly update Provintell of such changes on your Personal Data.

Changes To Privacy Notice

We reserve the right to amend this Privacy Notice from time to time without prior notice. We will ensure that such amendments will be made available to you through any mode we view appropriate and suitable.