Privacy Policy

INTRODUCTION

Rakanda Enterprise Sdn Bhd (“Rakanda” or “we”) is committed to protecting the privacy and confidentiality of personal information concerning its staff members. This Privacy Policy outlines the types of personal information we collect, how we use and protect this information, and the rights of our staff in relation to their personal data. By joining Rakanda, all employees, contractors, and associates (“staff”) agree to adhere to the practices and principles described in this Privacy Policy.

Our aim is to foster trust and transparency in our management of personal data while ensuring compliance with applicable laws and regulations, including Malaysia’s Personal Data Protection Act 2010 (PDPA).

COLLECTION OF STAFF INFORMATION

Types of Personal Information Collected

Rakanda collects and processes the following categories of personal information about its staff:

  1. Identification Information:
    • Full Name (as per IC/Passport)
    • National Registration Identity Card (NRIC) Number or Passport Number
    • Date of Birth
    • Gender
    • Nationality and Immigration Status
  2. Contact Information:
    • Residential Address
    • Phone Numbers (home, mobile, work)
    • Email Address (personal and corporate)
  3. Employment Details:
    • Job Title, Department, and Managerial Level
    • Employment History
    • Date of Hiring and Contract Details
    • Salary, Bonuses, and Benefits Information
    • Records of Training, Appraisals, and Promotions
  4. Financial Information:
    • Bank Account Details for Payroll Processing
    • EPF and SOCSO Numbers
    • Income Tax Identification Number (LHDN)
  5. Health and Safety Information:
    • Records of Workplace Accidents
    • Health Insurance Information
    • Medical Certificates or Reports (when required)
    • Emergency Contact Details
  6. System Usage Data:
    • Access Logs to Corporate Systems
    • Usage of Company Devices (e.g., laptops, mobile phones)
    • Work Email and Internet Usage Logs
  7. Special Categories of Information (if applicable):
    • Criminal Background Checks (where legally required)
    • Information Pertinent to Legal Disputes

Methods of Collection

Personal information is collected directly from the staff through various means, including but not limited to:

  • Application and Onboarding Forms
  • HR Systems and Portals
  • Employment Contracts and Agreements
  • Surveys and Feedback Forms
  • Communication via Official Channels
  • Attendance and Leave Management Systems

In some cases, information may also be obtained indirectly through:

  • Background Verification Checks
  • References Provided by Previous Employers
  • Government or Regulatory Bodies

USE OF STAFF INFORMATION

Purposes of Use

Rakanda uses staff information for the following purposes:

  1. Human Resource Management:
    • To manage recruitment, onboarding, and termination processes.
    • To administer payroll, bonuses, and benefits.
    • To evaluate staff performance, conduct appraisals, and manage promotions or disciplinary actions.
  2. Compliance with Laws and Regulations:
    • To fulfill obligations under Malaysian labor laws and regulations (e.g., EPF, SOCSO, and LHDN filings).
    • To meet legal requirements related to workplace health and safety.
  3. Operational Efficiency:
    • To manage scheduling, shift rotations, and task allocations.
    • To facilitate internal communication and collaboration between departments.
    • To administer company-provided facilities and IT resources.
  4. Emergency Situations:
    • To contact designated individuals in case of emergencies.
    • To provide necessary health and safety support.
  5. Security and Access Control:
    • To issue staff IDs, access cards, and passwords.
    • To maintain records of entry/exit to company premises and use of digital systems.
  6. Organizational Development:
    • To conduct training, seminars, and workshops.
    • To analyze workforce data for strategic planning and process improvements.
    • To gather employee feedback for enhancing workplace culture and productivity.
  7. Marketing and Representation:
    • To feature staff in corporate promotional materials (with explicit consent).
    • To recognize achievements or milestones through newsletters and announcements.

DISCLOSURE OF STAFF INFORMATION

Internal Disclosure

Rakanda may share staff information internally with:

  • HR and Payroll Departments: Responsible for processing personal data for employment and financial purposes.
  • Management and Supervisors: For performance evaluations, task assignments, and disciplinary reviews.

External Disclosure

Rakanda may disclose staff information to third parties under the following circumstances:

  1. Legal Compliance:
    • To regulatory bodies such as LHDN, EPF, SOCSO, and the Department of Labor.
    • For compliance with court orders or legal investigations.
  2. Service Providers:
    • To third-party vendors for payroll processing, insurance administration, or IT support.
    • To auditors, consultants, or other professionals providing services to Rakanda.
  3. Emergency Services:
    • To healthcare providers or emergency responders during critical incidents.
  4. Consent-Based Sharing:
    • With explicit consent from the staff member for any non-mandated purposes.

Restrictions on Use

Third parties are bound by confidentiality agreements and are prohibited from using staff information for purposes beyond those outlined by Rakanda.

SECURITY OF STAFF INFORMATION

Rakanda takes the following measures to safeguard staff information:

  1. Physical Security:
    • Restricted access to sensitive documents stored on-premises.
    • Secure storage rooms with controlled entry.
  2. Digital Security:
    • Use of encryption protocols for sensitive data transmission.
    • Multi-factor authentication for access to internal systems.
    • Regular updates to security systems and firewalls.
  3. Organizational Policies:
    • Training staff on data privacy and confidentiality.
    • Clear policies on the appropriate use of company resources.

STAFF RIGHTS

Staff members have the following rights regarding their personal information:

  1. Right to Access:
    • Staff can request access to their personal data held by Rakanda.
  2. Right to Correction:
    • Inaccurate or outdated information can be corrected upon request.
  3. Right to Withdraw Consent:
    • Staff can withdraw consent for non-essential uses of their data.
  4. Right to Lodge Complaints:
    • Concerns about data handling can be raised with HR or the relevant authority.

RETENTION AND DISPOSAL

Rakanda retains staff information only as long as necessary for:

  1. Employment purposes.
  2. Compliance with legal or regulatory requirements.
  3. Historical records for reference or re-employment purposes.

Data no longer required will be securely destroyed or anonymized using approved methods, such as shredding or digital deletion.

CHANGES TO THIS PRIVACY POLICY

Rakanda reserves the right to revise this Privacy Policy as necessary. Updates will be communicated through official channels, and the latest version will always be available on the company intranet. Staff are encouraged to review this policy periodically to stay informed of changes.

CONTACT INFORMATION

For inquiries about this Privacy Policy or requests related to your personal data, please contact the HR Department:

RAKANDA ENTERPRISE SDN BHD (201101007280)
HQ: 13, Jalan Signature Industrial Park 1,
43500 Semenyih, Selangor, Malaysia

Phone: +603-87277977
Email: info@rakanda.my
WhatsApp: +603-8727 8877