Persons/entities that we may provide with personal information
Purposes of provision
Items of personal information to be provided
Period of retention and use of personal information by third parties
Affiliates of Company
For internal statistics purpose
Name, company name, address, e-mail address, mobile telephone number, other contract information
Will continue if the purpose of collection of that personal information is still being served by retention, or if the personal information is necessary for a business/legal purpose.
1. Items of Collected Personal Information Being Collected
and Methods of Collecting
- Items of collected personal information
The Company collects the following personal information:
- Name, company name, address, e-mail address, mobile telephone number, other contract information
Certain information such as “cookies” may automatically be generated and collected while you use our service.
- Method of collecting personal information
Personal information is collected by the following methods.
- Collection through generated information collection tools
- Feedback and survey responses
2. Purposes of Collection and Use of Personal Information
We may collect or you may voluntarily provide us with the Personal Information for purposes including to:
- Provide information on the products of the Company and its Affiliates
- Membership management
- Provide customized services
- Derive the statistics on access frequency and customer use of services
- Consulting, service provision
3. Provision of Personal Information
We use the collected personal information within the purposes described in Section 2 above (Purposes of Collection and Use of Personal Information). As a general rule, we do not use personal information of a user beyond the specified purposes and we do not provide personal information of a user to any third parties without the consent of the user; provided, however, that the following cases are exceptions.
- If the user provides prior consent
- If it is based on regulations of the law, or if there are investigative purposes and the investigative entity makes a request according to the process and methods prescribed by the law.
If a user provides consent, the user voluntarily consents to the provision of his or her personal information to third parties. The Company provides personal information of users to third parties after obtaining their prior consent, and details pertaining thereto are as follows.
4. Entrusting Collected Personal Information
We may entrust the website operation, customer consulting service, management of a system for analyzing the website operation, infrastructure management, etc to third parties.
- The entrusted entity: CDK Global (United Kingdom) Limited.
Sever hosting data center: CDK Global (United Kingdom) Limited.
Website maintenance vendor: CDK Global (United Kingdom) Limited.
- Description of entrusted work
Entrusted entities to provide the services to Company for the operation and maintenance of the website
- Period of retention and use of personal information by the entrusted entity: will continue until the relevant entrusting contract is terminated or the Company closes its business.
5. Period of Retention and Use of Personal Information
As a general rule, the Company destroys personal information of users once it has achieved the purposes of collection and use thereof, except where it is necessary to retain personal information for a certain period pursuant to the relevant laws.
6. Process and Method of Destroying Personal Information
As a general rule, the Company destroys personal information of users once it has achieved the purposes of collection and use thereof. The process and method of destroying personal information are as follows.
- Process of destruction
The information that the user enters or provides is transferred to a separate database (for paper documents, to a separate file cabinet) after it has fulfilled its purpose. The information is destroyed after being stored for a set amount of time according to the reasons of personal information protection under the internal policy and other related laws (please refer to the period of retention and use). The personal information transferred to a separate DB may not be used for any other purposes except for storage purposes, unless it is based on law.
- Method of destruction
The personal information stored in paper form is destroyed by being shredded with a shredder or being incinerated. The personal information stored in electronic files is destroyed utilizing a technological method that makes the retrieval of records impossible.
7. Installation, operation and rejection of the automatic collection system of personal information
- What are cookies?
The Company website utilizes a standard technology named "cookies" to collect information about how our site is used. Cookies were designed to help a web site operator determine that a particular user had visited the site previously and thus save and remember any preferences that may have been set while the user was browsing the site. Cookies are small strings of text that web sites can send to your browser. Cookies cannot retrieve any other data from your hard drive or obtain your e-mail address. If you are simply browsing an CDK informational site, a cookie may be used to identify your browser as one that has visited the site before.
- Why cookies are used?
These cookies are used to collect information about how visitors use our site, which we use to help improve it. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
- Installation, operation and rejection of cookies
You have a choice as to whether to install cookies. By setting the options in your web browser, you may allow all cookies, confirm all cookies every time they are saved, or you may reject the storage of any cookies.
Example of set-up for Internet Explorer: Go to the top of the web browser and click “Tools” > “Internet Option” > select “Personal Information” tab > move the slider to determine which setting you prefer.
Although you have the ability to modify your browser to either accept all cookies, notify you when a cookie is sent, or reject all cookies, it may not be possible to utilize CDK services which require registration if you reject cookies.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
8. Technical and Administrative Protective Measures for Personal Information
In handling personal information of users, we take the following measures to prevent loss, theft, leakage, alteration or damage of personal information: (i) website encryption, (ii) measures against hacking, etc. and (iii) minimization and training of persons handling personal information.
We exercise great care to protect your personally identifiable information. This includes, among other things, using industry standard techniques such as firewalls, encryption, intrusion detection and site monitoring. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect your personally identifiable information, we cannot ensure or warrant the security of any information you transmit to us or receive from us. This is especially true for information you transmit to us via e-mail. We have no way of protecting that information until it reaches us. Once we receive your transmission, we make an effort to ensure its security on our servers.
Internally, we will restrict access to your personally identifiable information to employees who need access to the information in order to do their jobs. These employees are limited in number, and are committed to our privacy policies.
We will review our security arrangements from time to time as we deem appropriate.
9. Inquiries Concerning Personal Information
You have the right to access information held about you in accordance with the relevant laws and regulations. We have the right to charge you certain fees to meet our costs in providing you with details of the information we hold about you. If you have any questions about our privacy policies, want to exercise your right to see a copy of the information that we hold about you, want us to change the way we use your personal information or think that information we hold about you may need to be corrected, please contact our Data Protection Officer Mr. Kiat Hong Soh at +65 6293 3717 or Kiat.Hong.Soh@cdk.com.
You may report all civil complaints related to personal information as a result of using the Company’s service to the personal information manager or the responsible division. The Company will provide an adequate response to your report as promptly as possible.
10. Other Matters
If you are using an CDK web site for which you registered and chose a password, we recommend that you do not divulge your password to anyone. We will never ask you for your password in an unsolicited phone call or in an unsolicited e-mail. Also remember to sign out of the registered site and close your browser window when you have finished your work. This is to ensure that others cannot access your personal information and correspondence if others have access to your computer.
CDK sites may contain links to other sites, including those of our business partners. While we seek to link only to sites that share our high standards and respect for privacy, we are not responsible for the privacy practices employed by other sites.
Announced on: October 7th, 2014
Effective as of: October 7th, 2014