DATA PROTECTION NOTICE FOR DONORS, MEMBERS AND VOLUNTEERS
 

This Data Protection Notice (“Notice”) sets out the basis on which The Resonance Project (“we”, “us” or “our”) may collect, use, disclose or otherwise process personal data of our members, members’ authorised representatives, donors and volunteers in accordance with the Personal Data Protection Act 2012 (“PDPA”). This Notice applies to personal data in our possession or under our control, including personal data in the possession of organisations which we have engaged to collect, use, disclose or process personal data for our purposes.

 

Collection, use, disclosure or otherwise processing of personal data of our members on behalf of government ministries or statutory boards will be in accordance with guidelines set out in the government’s data management policy. The Resonance Project will comply with the relevant requirements under the government’s data management policy.

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      PERSONAL DATA

 

1. As used in this Notice:
   
   “personal data” means data, whether true or not, about an individual (whether a prospective member, member, member’s authorised representative, donor, volunteer or otherwise) 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.
    

2. Depending on the nature of your interaction with us, examples of personal data which we may collect from you include name, identification numbers such as NRIC, FIN, work permit and birth certificate, contact information such as residential address, email address or telephone number, nationality, gender, date of birth, marital status, medical history, and photographs and other audio-visual information.
    

3. Other terms used in this Notice have the meanings given to them in the PDPA (where the context so permits).
   
   COLLECTION, USE AND DISCLOSURE OF PERSONAL DATA
    

4. We generally collect your personal data only when: (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 you (or your authorised representative) have been notified of the purposes for which the data is collected and have consented to its collection and use for those purposes, whether expressly or by deemed consent (see clause 6 below); or (b) collection and use of personal data without consent is permitted or required by the PDPA or other laws. We will notify you before using your personal data for a purpose which has not been notified to you, and will seek your consent where the law requires it.
    

5. We rely on your consent for photographs and video recordings (see clause 8 below), marketing and fundraising appeals, research, volunteer registration and administration, and any optional information we ask for. We rely on exceptions in the PDPA, including legitimate interests, for keeping our systems and premises secure (including audit logs and investigating incidents), complying with legal and regulatory obligations, and protecting the safety of participants at our events. 
    

6. Where we wish to use your personal data for a new purpose, we may notify you of the purpose and give you a reasonable period of at least fourteen (14) days to opt out. We will do this only after assessing that the new use is unlikely to have an adverse effect on you. If you do not opt out within that period, we will treat you as having consented. You may opt out by contacting our Data Protection Officer at the contact details provided below. We will not rely on deemed consent to send you marketing messages where the law requires your specific consent.
    

7. We may collect and use your personal data for any or all of the following purposes:
   
   establishing or managing your relationship with us. This includes:
   
   Where you are a member or volunteer:
   - providing the services requested by you;
   - processing and evaluating your suitability to volunteer, where you are a volunteer;
   - verifying your identity;
   - responding to, handling, and processing queries, requests, applications, complaints and feedback from you;
   - providing you with information on our upcoming events or activities, where you have specifically requested to receive such information;
   - monitoring, evaluating and/or auditing of services provided to you or services you participated in. This may include an assessment of the quality of the services provided and the effects of the services provided (both in the short and long term, and after you have stopped using the services);
   - research related to your personal circumstances or services you used. We will notify you and obtain your written consent before using your personal data for any specific research project, unless otherwise permitted under the PDPA or other legislation;
   - 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;
   - keeping our systems and data secure, including keeping audit logs and investigating incidents;
   - any other purposes for which you have provided the information;
   - 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; and
   - any other incidental purposes related to or in connection with the above.
   Where you are a donor:
   - processing your donations and your tax-deduction claims.
    

8. We may photograph or film our events, programmes and activities. We may use these images and recordings on our Instagram account (@theresoproject) and in internal slide decks and documents, which may be shared with third parties such as partners, schools and funders. We will let you know at our events when photography or filming is taking place. You may withdraw your consent or ask us to remove images of you by contacting our Data Protection Officer. We will remove them from our own channels within a reasonable time, but we cannot recall copies that have already been shared with others or republished by others.
    

9. We may disclose your personal data:
   - where such disclosure is required for, or in connection with, the provision of the services requested by you;
   - to our staff and volunteers who need it for their work;
   - to schools, partners, venues, insurers, sponsors and funders where needed for our events, programmes or reporting;
   - to third party service providers, agents and other organisations we have engaged to perform any of the purposes listed in clause 7 above for us; and
   - to comply with any applicable laws, regulations, codes of practice, guidelines, rules or requests by public agencies, or to assist in law enforcement and investigations.
   
   SYSTEMS WE USE TO PROCESS PERSONAL DATA
    

10. We use a People Management System (“HRMS”) to manage and process the majority of the personal data of our donors, members and volunteers.
     

11. We also use other internal systems, namely our Assets Management System (“AMS”) and Finance Management System (“FMS”). Where these systems hold or process personal data, they do so only for the purposes listed in clause 7 above.
     

12. The personal data held in our systems includes: in the HRMS, details of our members and volunteers such as name, contact details, identification details, attendance and participation records and consent records; in the AMS, names and contact details of people who borrow or are responsible for assets; and in the FMS, donor details, donation records and payment details. Access to each system is role-based and limited to the people who need it for their work.
     

13. The protection measures described in this Notice apply to personal data held in the HRMS, AMS and FMS.
    
    WITHDRAWING YOUR CONSENT
     

14. After the lapse of the opt-out period, you may notify us that you no longer wish to consent to the purposes for which your consent was deemed by notification by withdrawing your consent for the collection, use or disclosure of your personal data in relation to those purposes.
     

15. The consent that you provide for the collection, use and disclosure of your personal data will remain valid until it is withdrawn by you or your authorised representative in writing. You or your authorised representative 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 via email or otherwise in writing to our Data Protection Officer at the contact details provided below. If you are unable to submit your request in writing or if you require any assistance with the submission of your request, you can ask to speak to or meet with our Data Protection Officer.
     

16. 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 seek to process your request within ten (10) business days of receiving it.
     

17. 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 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 the manner described in clause 15 above.
     

18. Please note that withdrawing consent does not affect our right to continue to collect, use and disclose personal data where such collection, use and disclosure without consent is permitted or required under applicable laws.
    
    ACCESS TO AND CORRECTION OF PERSONAL DATA
     

19. 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 via email or otherwise in writing, to our Data Protection Officer at the contact details provided below. If you require assistance with the submission of your request, you can ask to speak to or meet with our Data Protection Officer.
     

20. If you are no longer a member or volunteer, you may still make any request under this Notice through our Data Protection Officer. We will verify your identity using other information we hold about you.
     

21. 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.
     

22. We will respond to your request as soon as reasonably possible. In general, our response will be as soon as reasonably possible, and within thirty (30) days. Should we not be able to respond to your request within thirty (30) days after receiving your request, we will inform you in writing within thirty (30) days of the time by which we will be able to respond to your request. 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
     

23. 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-know 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, use of one-time password (OTP) / two-factor authentication (2FA) / multi-factor authentication (MFA) to secure access, and security review and testing performed regularly.
     

24. 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
     

25. 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 us if there are changes to your personal data by informing our Data Protection Officer at the contact details provided below.
    
    RETENTION OF PERSONAL DATA
     

26. 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.
     

27. 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
     

28. 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.
    
    DATA PROTECTION OFFICER
     

29. 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:
    
    Name of DPO   : Nathaniel CHAN
    Contact No.      : 88082365
    Email Address  : dpo@theresoproject.org
    Address            : 2 Orchard Link, #03-11, Singapore 237978
    
    EFFECT OF NOTICE AND CHANGES TO NOTICE
     

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

31. We may revise this Notice 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 Notice was last updated and the relevant version number. Your continued use of our services constitutes your acknowledgement and acceptance of such changes.
    
    Effective date : 15/10/2026
    Last updated : 15/10/2026
    Version Number : 2.1, 2026