Employee Privacy Notice

NOTICE TO EMPLOYEES AND POTENTIAL EMPLOYEES PURSUANT
TO THE PERSONAL DATA PROTECTION ACT 2010 (“EMPLOYEE PDPA NOTICE”)
 

Data Privacy

In compliance with the Personal Data Protection Act 2010 (“PDPA”) and its regulations, Hino Motors Sales (Malaysia) Sdn Bhd (“HMSM”) respects and is committed to protect the Personal Data provided by you and its privacy. This Employee PDPA Notice serves as an outline to inform you of your rights with regards to your Personal Data that has been or/and will be collected, used and processed by HMSM. For the purpose of this Employee PDPA Notice, any terms used herein shall have the meanings as stipulated under the PDPA.

Sources for Collection of Personal Data

HMSM have collected or may collect your Personal Data to be used and processed through: -

1. Electronic forms on HMSM website or hardcopy forms;
2. In interviews;
3. From third party (referees and job recruitment agencies)
4. Intranet website pages (for employees); and
5. Other platforms related to pre-employment and employment

Type of Personal Data

The Personal Data provided by you may include but not limited to: -

1. Name;
2. Identification Card Number / Passport Number;
3. Gender;
4. Address (including email address);
5. Contact details;
6. Resume;
7. Details of Birth;
8. Education Background;
9. Employment History;
10. Results of employment checks (including background, credit and references checks);
11. Marital Status;
12. Racial or Ethnic Origin;
13. Physical or Mental Health or Medical Condition;
14. Commission or Alleged Commission of Any Offence
15. Proceedings for Any Offence Committed or Alleged to Have Been Committed Including Past Misconduct;
16. The Disposal of Any Proceedings or the Sentence of Any Court in Such Proceedings;
17. Information Captured on Security Systems (Including Voice, Video, Close Circuit Television (CCTV) And Security Recordings);
18. Personal Financial and Social Security Details;
19. Family’s Personal Details;
20. Emergency Contact Details;
21. Details of Directorship or Shareholding; and
22. Any other Personal Data or Sensitive Personal Data (hereinafter referred to as “Personal Data”).

Purpose for Collection of Personal Data

For the purpose of your employment with HMSM, HMSM may collect, used and otherwise processed for the purpose to: -

1. Process Employment Applications Including Pre-Employment Checks;
2. Issuance of Contract of Service or Contract for Service;
3. Determining and Reviewing Salaries, Incentives, Bonuses and Other Benefits;
4. Consideration for Promotion, Career Development, Training, Secondment or Transfer;
5. Performance Monitoring, Health and Safety Administration and Security and Access Control;
6. Compliance with Disclosure of Information for Statutory Deductions;
7. Monitoring Compliance with HMSM Internal Rules and Policies and Adherence to HMSM Guidelines;
8. HMSM Internal Record Keeping and Update of Employees’ Existing Data;
9. To Enforce HMSM Rights under Employment Law or Any Other Applicable Laws to Defend HMSM Rights Under the Law Including but Not Limited to Any Disciplinary Action or Actions Relating to the Termination of Employment; and
10. Any Purposes Relating Thereto (hereinafter referred to as “Purposes”).

Disclosure of Personal Data

HMSM may disclose your Personal Data to the following parties, whether within or outside Malaysia, for the Purposes as stated above (which parties may also subsequently process, transfer and disclose such data for the Purposes as stated above):-

1. Hino Motors Ltd., and our shareholders;
2. HINO Group of Companies and/or any affiliates;
3. Any Agent, Contractor, Service Provider, Any Professional Adviser or Third Party Who Provides Administrative, Telecommunications, Human Resources Management or Administrative Services or Any Other Service to HMSM;
4. Any Persons Seeking Employee References in Respect of Employees to the extent allow by the law;
5. Any Person to Whom HMSM Is Under an Obligation to Make Disclosure Under the Requirements of Any Law or Regulations Issued by Regulatory or Other Authorities;
6. Any Court and/or Officer of The Court;
7. Any Healthcare Professional and/or Hospital;
8. Our Auditors, Lawyers; Bankers and/or Insurers;
9. Any person who may be necessary and undertakes to keep your Personal Data confidential.

Security of Personal Data

HMSM has strict procedures and security features to prevent unauthorised access wherever possible. Personal Data provided to HMSM via website or via any applications are protected during transit using encryption. When Personal Data is stored by HMSM, we use computer systems with limited access. The level of security of Personal Data which kept in a non-electronic form is also treated with strict procedures.

Retention of Personal Data

Your Personal Data shall be retained by HMSM for as long as it is needed for the Purposes or as is required to satisfy any legal, regulatory and/or accounting requirements. Your Personal Data will be disposed in an appropriate manner when there is no necessity for HMSM to retain your Personal Data.

Rights of Access and Correction

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 HMSM as per below: -

Consent

By submitting your Personal Data to HMSM, you hereby consent for HMSM to collect, process, use and disclose your Personal Data in accordance with this Employee PDPA Notice. You hereby confirm that your Personal Data provided to HMSM is accurate, complete and up-to-date. In the event of any changes, you shall promptly update HMSM of such changes on your Personal Data. You also hereby represent and warrant that the consent of third parties whose Personal Data you have provided and disclosed to HMSM have been sufficiently obtained to allow HMSM to process the same in relation to the Purposes.

Changes to Employee PDPA Notice

We reserve the right to amend this Employee PDPA 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.