Announcement No. 022 / 2022 Privacy Notice For Interns

Announcement

No. 022 / 2022

Privacy Notice For Interns

 

           Aeroklas Company Limited, a subsidiary of EPG: Eastern Polymer Group Public Company Limited,

respects the interns’ privacy rights and also realizes the importance of personal data and the protection of personal data, which must be sufficient to prevent infringement of the privacy rights of the responsible data subject. The Company has prescribed and announced the privacy of the processing of personal data to the data subject in order to inform about the details related to collecting, using, or disclosing personal data as follows: 

1.      Purpose for collecting, using, or disclosing of personal data

The Company will collect, use, or disclose personal data if necessary for the human resources department for the consideration of internship applications under the following objectives:

1.1. For consideration of internship applications, internship registration, internship orientation, allowance payments, regulatory compliance, codes of conduct, internship assignments, appraisal evaluation, administration and supervision of health and safety of Intern students.

1.2. To comply with the law, regulations and orders of those with legal powers, such as the law on labor protection, safety, health, working environment, infectious disease control, and other related laws.

1.3. For the legitimate interests of human resource management, data analysis, healthcare, medical records, other facilities for internship, such as hospitals, canteens, exercise facilities, recreational activities, internal contract, outsider contact, various operations through registration, preparation of certificates, publication of documents, report, submitting information to government and/or regulatory agencies, verification of identity and validation of information received from interns, contract, public relations, information security, setting an account, identification for accessing work systems and accessing information systems, security, preventing accidents and crimes, investigating and handling complaints and corruption various lawsuits or disputes.

1.4. To prevent and suppress physical harm to life or health of interns, such as through emergency contacts control and prevention of communicable diseases.

1.5. For the performance of duties at work, for the public interest, or for the performance of duties in the exercise of state powers granted to them for the execution of employment contracts, employment conditions, the performance of employment contracts, work employee registration, employee orientation, recompense, accident insurance, compliance with regulations, ethics, assignments, to shift and repositioning employees, sending employees to work at a subsidiary, training, performance appraisal, management and supervision of employee health and safety, labor relations, and for use in compliance with the Company's human resource management regulations.

2. Personal Data Processing Basis
The Company will process personal data on a lawful data processing basis as follows:
2.1. Processing on a contractual basis.
2.2. Processing on a legal basis.
2.3. Processing based on the Company's legitimate interests.
2.4. Processed on the basis of the consent of the personal data subject.
2.5. Processed on other lawful and legal bases
3. Type of personal data that is collected, used, or disclosed is as follows:
3.1. Information and documents related to the process of submitting an internship application. For example, an internship request letter including supporting documents for applying for an internship.
3.2. Contact information of intern. For example, first name, last name, domicile address, current address, phone number, email, social media information, and data of people other than relatives who can be contacted in urgent cases.
3.3. Intern information. For example, date of birth, age, height, weight, blood type, nationality, race, religion, gender, military status, health, and other information.
3.4. Photographs or moving images for identification purposes and safety in the workplace, including the activities of the Company.

3.5. Information that the intern chooses to share and disclose through the Company's system, application, tools, questionnaires, assessment forms, and other documents.

3.6. Copy of documents that can be used to identify the intern's identity, such as ID cards, passport, driver's license, house registration, and other documents issued by government agencies.

3.7. Health information and/or health check results. Apprenticeship Assessment.

3.8. Biometrics, such as fingerprint data and face image data to be used to identify and verify the identity of interns for crime prevention purposes and for the legitimate interests of the Company.

3.9. Information on usage and access to information systems, computers, operating systems, applications, network systems, electronic devices, e-mails, websites, including the use of cookies, system to store information in order to improve and develop the website and to comply with the Company's information technology policy and relevant laws.

3.10. Information collected from participation in Company activities, such as participation in activities, training, survey responses and assessment responses.

3.11. Other personal data for lawful purposes. Such information is made public only with the express consent of the intern to achieve the relevant objectives. 

4. Personal data collection period

4.1. The Company will keep personal data for the period necessary to achieve the specified objectives. Taking into account the necessity of each type of data practice and after the expiration of the said period, the Company will destroy or delete the personal data by an appropriate method.

4.2. The Company will keep the personal information of the trainees throughout the internship period and after the expiration of the internship for one year in order to achieve the internship's privacy objectives.

4.3. The Company will provide an audit system for deletion or destruction of data after the expiration of the retention period or if data is deemed unrelated or beyond the necessity to collect that data. 

5. Disclosure of Personal Data to Third person

5.1. The Company may disclose the personal data of interns to a subsidiary and third parties. For example, when considering accepting interns as employees, background check testing of qualification, and the ability to collect and process other personal data to achieve the objectives of this privacy policy.

5.2. The Company will require the recipient of information to take appropriate measures to protect the employee's information, and process the personal data only if necessary, and take steps to prevent or disclose the information wrongfully. 

6. Intern rights

The intern has the following rights regarding the personal data collected by the Company:

6.1. The right to be informed of details before personal data is collected.

6.2. The right to request a copy or transfer of your personal data to the data controller.

6.3. The right to object collection of data without consent.

6.4. The right to request data suspension.

6.5. The right to request deletion or destruction of information that is no longer necessary for storage.

6.6. The right to request the updating of personal data.

6.7. The right to withdraw consent for information collected on the basis of consent.

6.8. The right to make complaints in the event that the Company uses the personal data of inters unlawfully.

However, the refusal to provide information or withdraw consent required for the aforementioned necessity and purposes may cause some interns’ requests not be completed, and human resources department not to operate properly. Also, any withdrawal of consent will not affect the collection, use, or disclosure of data collected with consent. 

7. Measures to maintain the security of personal data

To maintain security and prevent the loss, access, use, alteration, correction, or disclosure of personal data without authority or wrongdoing. The Company has provided a system for collecting personal data. There is an access control mechanism and security measures in place. Also, the Company will arrange for regular reviews of measures to ensure effectiveness in maintaining physical, administrative and technical security. 

8. Contact the Company and the Personal Data Protection Officer

If you have any questions about this Personal Data Protection Act Policy or want to exercise any specified rights, you can contact us at:


Aeroklas Company Limited

Personal Data Protection Officer (DPO)

Email: dpooffice@aeroklas.com

No. 111/10 Moo 2, Subdistrict Makhamku, District Nikomphattana, Rayong 21180

Telephone: 038 – 893599     website:  www.aeroklas.com

This policy shall be effective from now onwards

Announced on May 10, 2022

Mr. Ekawat Vitoorapakorn
Managing Director