This Privacy Policy sets out the basis on which Singapore Physics League (hereinafter referred to as “we”, “us”, or “our”) may collect, use, disclose or otherwise process personal data of our participants in accordance with the Personal Data Protection Act (hereinafter referred to as “PDPA”) and other data protection laws. This Policy 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 such data for our purposes.
Personal Data
1. As used in this Policy:

participant” means an individual who has registered to participate in the Singapore Physics League; and

"personal data" means data, whether true or not, about a participant 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, some examples of personal data which we may collect from you include full name, email address, country of residence, gender, educational level, and school.

3. Other terms used in this Policy shall have the meanings given to them in the PDPA (where the context so permits).
Collection, Use and Disclosure of Personal Data
4. We generally do not collect your personal data unless (a) it is provided to us voluntarily by you directly or via a third party (for example, registrations accepted through Singapore schools) 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 consent to the collection and usage of your personal data for those purposes, or (b) collection and use 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 your personal data for a purpose which has not been notified to you (except where permitted or authorised by law).

5. We may collect and use your personal data for any or all of the following purposes:
  1. associating you with your registered team account on the Singapore Physics League website;
  2. verifying your eligibility for the competition;
  3. responding to, handling, and processing queries, requests, applications, complaints, and feedback from you (or your authorised representative);
  4. transmitting to authorised third parties, limited to Singapore schools, the Institute of Physics Singapore, the Singapore Ministry of Education, and other relevant governmental and/or regulatory authorities, for the aforementioned purposes;
  5. 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; and
  6. any other purposes for which you have provided the information.
6. We may disclose your personal data:
  1. where such disclosure is required for performing obligations in the course of or in connection with our organising of the Singapore Physics League; or
  2. to authorised third parties we have engaged to perform any of the functions with reference to the above mentioned purposes.
7. The purposes listed in the above clauses may continue to apply even in situations where your relationship with us has been terminated or altered in any way (for example, upon the end of your participation in the Singapore Physics League), for a reasonable period thereafter.
Withdrawing Your Consent
8. 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.

9. 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.

10. 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 your participation in the Singapore Physics League 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 in the manner described in clause 8 above.

11. 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
12. 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.

13. We will respond to your request as soon as reasonably possible. In general, our response will be within ten (10) business 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
14. To safeguard your personal data from unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks, we will not reveal your name and email address to anyone outside of your team without your consent, apart from the above mentioned authorised third parties. We have also introduced appropriate administrative, physical and technical measures such as minimising collection of personal data, implementing authentication and access controls (such as good password practices, need-to-basis for data disclosure, etc.), encrypting data, regular patching of operating system and other software, implementing web security measures against risks, and performing regular security review and testing.

15. 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
16. 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 in writing or via email at the contact details provided below.
Retention of Personal Data
17. 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.

18. 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.
Transfer of Personal Data Outside of Singapore
19. We generally do not transfer your personal data to countries outside of Singapore. However, if we do so for any purposes other than those outlined above, 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.
Cookie Policy
20. Cookies are small data files created on your device when your web browser loads a web application. When you use our website, we may use cookies to store certain information about your activity on our website, for purposes limited to (a) identifying your account to authenticate requests for some of our website’s features, and (b) personalising and streamlining our website to match your preferences and run more efficiently. No personal data will be collected through cookies.

21. By using the Singapore Physics League website, you consent to our use of cookies to collect information for the above mentioned purposes.
Data Protection Officer
22. 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:

Email Address: [email protected]
Effect of Policy and Changes to Policy
23. This Policy applies in conjunction with any other policies, contractual clauses and consent clauses that apply in relation to the collection, use and disclosure of your personal data by us.

24. 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.

Effective date: 05/03/2022
Last updated: 05/01/2023