Privacy policy

01About this policy

Infomedia Systems Services Pte Ltd (UEN 200617959E) (“ISS”, “we”, “us”) is a Singapore system integrator. This policy explains how we collect, use, disclose and protect personal data, in line with Singapore’s Personal Data Protection Act 2012 (PDPA).

It applies to personal data about:

• visitors to this website
• people who contact us or ask for a quote
• contact persons at our customers, suppliers and partners
• customers who use our Customer downloads service

When we work inside a customer’s own IT systems, a different arrangement applies. See Data we handle in your systems.

02Personal data we collect

• Contact details: name, job title, company, email address, phone number and office address.
• Enquiry and service records: what you ask us for, quotes, orders, contracts, invoices, warranty and support records, and site-visit details.
• Messages: emails, WhatsApp messages, enquiry form submissions and notes of phone calls.
• Account details: for Customer downloads, your username, email address, and sign-in and download records.
• Website and device data: IP address, browser type, pages visited, date and time of visits, and security logs.

We don’t ask for NRIC numbers or copies of NRICs unless the law requires it or it’s needed to establish your identity to a high degree of accuracy, in line with PDPC guidelines.

Please never send us passwords by email, WhatsApp or the enquiry form. If we need access to a system, we’ll arrange a secure way to share it.

03How we collect it

• From you, when you fill in our enquiry form, email, WhatsApp or call us, meet us, or sign a contract with us.
• Automatically, through cookies and server logs when you use this website.
• From others, such as your employer when it engages us and names you as a contact, a person who refers you to us, or a brand or distributor handling a warranty claim for your equipment.

04Why we use your personal data

We collect, use and disclose personal data only for purposes that a reasonable person would consider appropriate, and that we’ve told you about or that the PDPA otherwise allows. These are:

• responding to enquiries and preparing quotes
• supplying, installing, maintaining and supporting products and services, including warranty claims and software licence registration
• managing customer accounts, including Customer downloads
• billing, payments, accounting and contract administration
• keeping our website, systems and customers secure, and preventing fraud or misuse
• meeting legal, regulatory, audit and certification requirements, and handling disputes or legal claims
• improving our services and this website
• sending you news and offers about our services, only if you’ve agreed to receive them

05Your consent and withdrawing it

By giving us your personal data for a purpose, such as sending an enquiry, you consent to us using it for that purpose. In some cases the PDPA allows us to use personal data without consent, for example to fulfil a contract, for our legitimate interests after assessing that they outweigh any adverse effect on you, or to comply with the law.

You can withdraw your consent at any time by contacting us. We’ll stop using your personal data for that purpose within a reasonable time and let you know if withdrawing will affect what we can do for you, for example if we can no longer provide support under a contract.

06Marketing messages

We’ll only send marketing messages if you’ve agreed to receive them. Every marketing email includes a way to unsubscribe, and you can also ask us to stop at any time. Before sending marketing calls or text messages to Singapore phone numbers, we check the Do Not Call Registry where the law requires it.

07Data we handle in your systems

When we install, maintain, back up, host or support IT systems for a customer, we may be able to see personal data stored in those systems, such as staff emails, files or CCTV footage. Where we process it for a customer under a written contract:

• We access only what the job requires, keep it confidential, take reasonable security measures to protect it, and don’t use it for our own purposes.
• We process personal data only on the customer’s behalf and on its instructions, under a written contract. The customer remains responsible for it under the PDPA. As a data intermediary, we keep our own PDPA duties to protect the data, not keep it longer than needed, and tell the customer about breaches.
• We tell the customer without undue delay once we have credible grounds to believe a data breach has occurred in data we process for it. The customer then decides whether it must notify the PDPC and affected individuals.
• We stop keeping the data once the work no longer needs it, and return or delete it as agreed in the contract, unless the law requires us to keep it.

If you’re an employee or visitor of one of our customers, that customer’s own privacy policy applies. Customers who operate CCTV systems we install are responsible for putting up notices and handling footage requests.

08Who we share it with

We don’t sell personal data. We share it only when needed for the purposes above, with:

• Service providers who help us run our business: our web host (cPanel hosting), Microsoft 365 (email), Microsoft SharePoint (cloud storage), WhatsApp (messaging, provided by Meta), and Google Analytics (website analytics, provided by Google).
• Brands, distributors and delivery companies, to process orders, warranties, repairs and software licences for you.
• Professional advisers, auditors and certification bodies, under confidentiality obligations.
• Government and regulators, when the law requires it.

We require these parties to protect personal data and use it only for the purpose we shared it for.

09Transfers outside Singapore

Some of our service providers store data outside Singapore, including Microsoft 365 and SharePoint (email and cloud storage), Google Analytics (website analytics), and WhatsApp (messaging, provided by Meta). When we transfer personal data overseas, we make sure it receives protection comparable to the PDPA, for example through contracts with the recipient, as the PDPA requires.

10Cookies and website analytics

Cookies are small files a website stores in your browser. We use:

Change cookie settings

You can also block or delete cookies in your browser settings, but some parts of the site may not work without essential cookies. Links to Google Maps, WhatsApp and other sites are governed by those companies’ own policies.

11How we protect your data

We make reasonable security arrangements to protect personal data from unauthorised access, use, disclosure, copying, changes, loss or disposal. These include encrypted connections to this website, limiting access to staff who need it, confidentiality obligations for staff and contractors, and secure disposal of records and equipment.

ISS holds the Cyber Security Agency of Singapore’s Cyber Trust mark (certificate SG005617, Promoter tier), following an independent audit by Bureau Veritas. The certificate covers the provision of IT and network security services (classical cybersecurity pillar).

No method of sending or storing data over the internet is completely secure, so we can’t guarantee absolute security.

12How long we keep it

We keep personal data only for as long as it’s needed for the purposes it was collected for, or for legal or business reasons, and then delete or anonymise it securely. For example:

• Financial and accounting records: at least 5 years, as Singapore tax law requires.
• Contracts, warranty and support records: for the length of the contract or warranty, plus 3 years afterwards.
• Enquiries that don’t lead to business: up to 1 year.
• Customer downloads accounts: until the customer relationship ends or you ask us to close the account.

13Data breaches

If we suspect a data breach, we act quickly to contain it and assess it. For personal data we hold for our own purposes, if a breach is likely to cause significant harm or involves 500 or more individuals, we notify the Personal Data Protection Commission (PDPC) as soon as practicable and no later than 3 calendar days after we determine it is notifiable, and we notify affected individuals where the PDPA requires it. For personal data we process for a customer, we tell the customer without undue delay, and the customer decides whether it must notify the PDPC and affected individuals.

14Accessing and correcting your data

You can ask us:

• for access to the personal data we hold about you, and how it has been used or disclosed in the past year
• to correct personal data that is wrong or incomplete

Send your request to us. We may need to verify your identity first. We aim to respond within 30 days; if we need longer, we’ll tell you when we expect to reply. We may charge a reasonable fee to cover the cost of an access request, and we’ll tell you the amount before we proceed. In some cases the PDPA allows or requires us to refuse a request, and we’ll explain why.

15Other websites and children

This website links to other sites, such as Google Maps and WhatsApp. We aren’t responsible for how they handle personal data.

Our services are for businesses and organisations, and this website isn’t meant for children.

16Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed. If we make significant changes, we’ll show a notice on this website.

17Contact us

If you have any questions about this Privacy Policy, please contact us.

Email

sales@infomedia.com.sg

Phone

+65 6270 0121 (Monday to Friday, 9am to 6pm)

Address

Infomedia Systems Services Pte Ltd, 18 Boon Lay Way #03-104, TradeHub21, Singapore 609966

If you’re not satisfied with our response, you can contact the Personal Data Protection Commission at www.pdpc.gov.sg.