Silent Eight Privacy Policy
Silent Eight Pte. Ltd. with its registered address at 3 Church Street, Samsung Hub #25-01, Singapore 049483 (“Silent Eight”, “we” or “us”) is a technology company that specializes in combating financial crime. We provide innovative solutions using artificial intelligence and machine learning to enhance the anti-money laundering and counter-terrorism financing processes for financial institutions.
This document ("Privacy Policy") covers the Personal Data that Silent Eight collects through the website https://silenteight.com. This document informs you about how we collect, use, disclose, and store Personal Data when you:
- interact or use our website, including when you download materials from our resources page or ask to contact you;
- provide your Personal Data for the purpose of recruitment process;
- provide your Personal Data for the purpose of discussing potential business, or doing actual business together.
It also describes your rights with respect to your Personal Data, including your rights of access and correction of your Personal Data.
For the purposes of this Privacy Policy "Personal Data@quot means any information relating to an identified or identifiable individual such as name, email address or IP address.
Personal Data we collect
If you are a job applicant:
What data do we collect?
When you apply for a job, we will ask you to provide us with information about yourself so that we can evaluate your application. The information that we collect about you may include your name, contact details, your employment history, skills, experience, qualifications, expected salary and other information that you choose to share with us during the recruitment process in your CV or afterwards.
In some countries, especially outside the European Union, we may conduct background checks to comply with the legal or regulatory requirements of ourselves or similar requirements of our clients.
For some countries (such as the USA), we may ask for sensitive information such as race, ethnicity, gender, or veteran status for the purposes of monitoring inclusion and equal opportunity; however, you are not obliged to provide this information. If you choose to do so, it will not be considered for the purposes of the selection process.
How is your Personal Data collected?
We may collect Personal Data about candidates from the following sources:
- You, the candidate.
- Recruitment agency.
- Background check provider (if applicable).
- Your named referees.
- Other publicly available sources such as social media.
Why do we collect your Personal Data?
We collect the information for the following purposes:
- to evaluate your application for the specific role, which is necessary to enter into an employment contract with you if you are selected; and
- to consider you for future roles, if you gave us your consent to keep your information.
How will we use information about you?
We will use Personal Data we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements
What if you do not provide your Personal Data?
You are not under any obligation to provide us with your data. However, if you do not provide information about you, we will not be able to consider your application successfully. For example, if we require a criminal background check and you fail to provide us with relevant details, we will not be able to take your application further.
For how long we keep Personal Data?
If your job application is unsuccessful, we will keep it for no longer than 3 months after we close the recruitment for a particular position, and in no case for longer than 9 months from the date of your application.
You may give us your consent to consider you for future job openings - then we will keep your data for 2 years. Unless you extend your consent for the next 2 years, we will delete your data. You can cancel your consent at any time. Your cancellation will not affect the lawfulness of processing before.
If you are successful, Personal Data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which employee data is held will be provided to you in a separate privacy notice.
How do we protect your Personal Data?
We are committed to ensure security of your Personal Data. We restrict access to any information concerning given individuals only to those employees or partners who reasonably need to know them to fulfill their duties or if it is required by law. We also limit the number of places in which your data are stored and use various technical and organizational measures to keep your data secure.
With whom we may share your Personal Data?
We do not sell, disclose or otherwise make any information about you available to others in return for any monetary or non-monetary benefit.
We may, however, share information about you with our outsourcing partners or vendors, like payroll and accounting companies, HR or IT service providers. For that purpose, we may need to share the data amongst various countries (including Singapore or the United States). To apply appropriate safeguards and legal instruments (like Standard Contractual Clauses approved by the European Commission for the data transfers outside the European Union) to enhance privacy and security of your data.
If you are a potential or existing client:
What data do we collect?
We collect your name, position, contact details (like email and/or phone number), name of the company you represent, and other information that you decide to provide to us later.
Why do we collect your Personal Data?
We collect your Personal Data for one of the following purposes:
- to perform the contract we have with the company you represent; or
- to maintain existing customer relationships or to contact prospective clients - this may include offering our products and services to the company who is our existing customer or who we believe may be interested in our products or services, contacting you in order to present our portfolio, or to reply to your inquiry.
What if you do not provide your Personal Data?
You can provide us with your data on a voluntary basis. If you do not provide us with your data, we will not be able to reply to your request or to contact you back.
From whom do we have your Personal Data?
We may have your data:
- directly from you, if you contact us by the contact form on our website or otherwise;
- from third parties: the company you work for or data brokers, who gave us appropriate assurances as per legality of the data they made available to us; or
- from publicly available sources.
For how long will we keep your Personal Data?
If we are contacting you due to the contract we have (or potentially may have) with the company you represent, we will retain your data as long as we are discussing terms of such contract or we cooperate with your company plus a reasonable period of time in which either party may assert any claim regarding such contract (no longer than for 5 years after the contract is expired).
If we are contacting you in response to your inquiry regarding our products and services, we will keep your information until you revoke your consent to be contacted, or after 3 years after you sent us the request.
If we have your data from other sources, we will keep your data for a reasonable period.
How do we protect your Personal Data?
We are committed to ensure security of your Personal Data. We restrict access to any information concerning given individuals only to those employees or partners who reasonably need to know them to fulfill their duties or if it is required by law. We also limit the number of places in which your data is stored and use various technical and organizational measures to keep your data secure.
With whom we may share your Personal Data?
We do not sell, disclose or otherwise make any information about you available to others in return for any monetary or non-monetary benefit.
We may, however, share information about you with our outsourcing partners or vendors, like providers of sales support or IT service providers.
We may need to share the data amongst various countries (including Singapore or the United States). To apply appropriate safeguards and legal instruments (like Standard Contractual Clauses approved by the European Commission for the data transfers outside the European Union) to enhance privacy and security of your data.
If you are our service provider:
What data do we collect?
We may collect your name, position, contact details (like email and/or phone number), name of the company you represent, and other information that you decide to provide to us later.
Why do we collect your Personal Data?
We collect your Personal Data to:
- receive the services under the contract we have with you or with the company you represent;
- to make a payment in consideration of the goods and services received from you or the company you represent;
- fulfill any legal obligations we have under applicable laws and regulations, in particular with respect to laws pertaining to accounting and taxation.
What if you do not provide your data?
If you do not provide us with your data, we will not be able to reply to your request or to contact you back.
From whom do we have your Personal Data?
We may have your data directly from you or the company you work for.
For how long will we keep your Personal Data?
If we are contacting you due to the contract we have (or potentially may have) with the company you represent, we will retain your data as long as we are discussing terms of such contract or we cooperate with your company plus a reasonable period of time in which either party may assert any claim regarding such contract (no longer than for 3 years after the contract is expired).
How do we protect your data?
We are committed to ensure security of your personal data. We restrict access to any information concerning given individuals only to those employees or partners who reasonably need to know them to fulfill their duties or if it is required by law. We also limit the number of places in which your data are stored and use various technical and organizational measures to keep your data secure.
With whom we may share your personal information?
We do not sell, disclose or otherwise make any information about you available to others in return for any monetary or non-monetary benefit.
We may, however, share information about you with our outsourcing partners or vendors, like providers of IT services.
We may need to share the data amongst various countries (including Singapore or the United States). To apply appropriate safeguards and legal instruments (like Standard Contractual Clauses approved by the European Commission for the data transfers outside the European Union) to enhance privacy and security of your data.
Legal Basis for Processing Personal Data (EEA and UK visitors only)
If you are a website visitor located in the European Economic Area ("EEA") or United Kingdom ("UK"), Silent Eight is the data controller of your Personal Data. This means that we are responsible for determining the purposes and means of processing your Personal Data collected through the website. As the data controller, we are obligated to handle your Personal Data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) in the EEA and the Data Protection Act 2018 in the UK. We are committed to protecting your privacy and ensuring the lawful and transparent processing of your personal data.
Our legal basis for collecting and using the Personal Data described above will depend on the Personal Data concerned and the specific context in which we collect it. However, we will normally collect Personal Data from you only where we have your consent to do so, where we need the Personal Data to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect Personal Data from you.
Legal basis for processing
Purpose: Recruitment
Your data will be processed for purposes of recruitment for a specific position based on Article 6(1)(b) of the GDPR (to take steps at the request of the data subject prior to entering into a contract). If you also consent to your Personal Data processing with effect for the future, your data will be processed to conduct future recruitment based on Article 6(1)(a) (consent).
We may also use your data to protect ourselves against any legal claims an unsuccessful candidate may have against us according to the law. Our legal basis for processing your data for this purpose Article Article 6(1)(f) (legitimate interest)
Purpose: Contact with clients or potential clients of Silent Eight
When representing our client, the legal basis for processing your Personal Data is Article 6(1)(f) GDPR - legitimate interest of the data controller. This includes various circumstances, including the performance of contractual obligations, maintaining contact with you, accounting purposes, sales analytics, securing documentation for potential legal claims or defenses, and potentially engaging in marketing and promotion of our business. Additionally, we may also rely on Article 6(1)(c) GDPR, which involves a legal obligation, particularly in relation to the retention of documents for tax or audit purposes.
For those representing our potential Client, the legal basis for processing your Personal Data is Article 6(1)(f) GDPR - legitimate interest of the data controller. Depending on the circumstances, this may involve maintaining contact with you, preparing to enter into a contract, and potentially engaging in marketing and promotion of our business.
If you are a member of our Client&aposs team involved in the performance of our agreement or collaborating with such a team, the legal basis for processing your personal data is Article 6(1)(f) GDPR, reflecting our legitimate interest in maintaining contact with you and securing documentation for potential legal claims or defenses.
Finally, if you have provided your consent for the processing of your personal data for any specific purpose, the legal basis for such processing is Article 6(1)(a) GDPR.
Purpose: Contact with suppliers or potential suppliers of Silent Eight
Our legal basis for processing of your Personal Data is Article 6(1)(b) GDPR (performance of the contract) to which you are a party or you act as a service provider. Furthermore, your personal data is processed in order to implement measures and take actions as part of pre-contractual relationships. Where necessary, we process your Personal Data in order to fulfill our legal obligations (Article 6(1)(c) GDPR), especially keeping documents for tax or audit purposes. Provided we balance the parties’ interests, we may also use your Personal Data to protect our legitimate interest (Article 6(1)(f) GDPR), in contact and securing documentation necessary to pursue or defend potential legal claims).
Finally, if you have provided your consent for the processing of your personal data for any specific purpose, the legal basis for such processing is Article 6(1)(a) GDPR.
Your rights under GDPR (EEA and UK visitors only)
Under EU / UK privacy laws you can, under certain circumstances:
- request us to send you the information that we have about you (right of access);
- request correction of the Personal Data that we hold about you if you wish to file a data rectification request;
- request us to erase or restrict processing of your data;
- object to processing of your Personal Data;
- request your data provided by you to Silent Eight in a structured, commonly used and machine-readable format and to transmit those data to another party, to the extent the processing is based on consent or contract and is carried out by automated means.
To exercise any of these rights please contact dp@silenteight.com.
We will respond to your request to change, correct, or delete your data within a reasonable timeframe and notify you of the action we have taken. In some instances, your rights may be limited, such as where fulfilling your request would impair the rights of others, our ability to provide a service you have requested, or our ability to comply with our legal obligations and enforce our legal rights.
Complaint. You have the right to complain to a data protection authority about our collection and use of your Personal Data. Contact details for data protection authorities in the EEA are available here https://edpb.europa.eu/about-edpb/about-edpb/members_en
Cookies
Our website and social media websites use cookies, i.e., small files containing certain information that are stored on your device. We use them to help us understand your activity on the website, provide enhanced, more personal features and display information more relevant to you and your interests. In certain cases the collected information can be linked to you directly and qualifies as Personal Data. We may only use cookies without your consent when they are strictly necessary to provide certain functionalities or to provide you with a service that you requested (we process your Personal Data in reliance on our legitimate interest to maintain the proper functioning of the website). Other cookies, e.g., cookies for tracking purposes, will only be used if you have given your consent. Please refer to our Cookies Policy for more detailed information on the type of cookies we use and their purpose and the way to update your cookies settings.
If you still have any concern:
We have appointed the Data Protection Officer who is responsible for ensuring that our policies are up to date and that we comply with all privacy laws applicable to us.
If you have any concern, enquiry or request (for example. if you wish to exercise your right under applicable data protection laws or cancel any consent given to us to process your Personal Data) please contact us at dp@silenteight.com. We encourage you to discuss any doubts you may have and our data protection team is committed to ensuring that your privacy is protected. If you are unsatisfied with our reply or with how we handle your Personal Data, you may lodge a complaint against us to a competent authority. You can do so by contacting your relevant supervisory authority.
