Toyota Motor Asia (Singapore) Pte. Ltd. (“TMA(SG)”, “we”, “us” and “our”) recognizes the importance of protecting your Personal Data (as defined below). This Privacy Policy (“Policy”) sets out how we collect, use, disclose and/or transfer your Personal Data when you: (a) interact with us including accessing and using our websites, Intranet and applications; or (b) submit or provide us with Personal Data.

This Policy supplements but does not supersede or replace any other consents you may have provided to us, or any other agreements or arrangements that you may have with us, in respect of your Personal Data.

Our websites, Intranet and applications may contain links to other websites and/or platforms that are not owned, administered or maintained by us. These links are provided only for your convenience. This Policy applies only to our websites, Intranet and applications. When visiting such other third-party websites and/or platforms, their privacy policies apply – you should check the applicable privacy policies of these third-party websites and/or platforms to understand how they handle information or data that they collect from you.

1.1.   TMA(SG) is the data controller responsible for the collection, use and/or disclosure of your Personal Data. TMA(SG) is part of the Toyota Group and operates as the regional headquarters for various aspects of our business and operations, including research and development, production engineering and procurement in the Asia-Pacific region.

2.1   If you have any questions about this Policy or want to exercise your rights set out in this Policy, you can contact us at the following:

Email:            [email protected]

2.2   When you contact us, we may require that you submit certain forms or provide certain information, including verification of your identity, before we are able to respond.

3.1   “Personal Data” is any information or data, whether true or not, relating to an individual 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.

4.1   The specific type of Personal Data collected will depend on the context of your interaction or relationship with us. We may collect, use, disclose and/or transfer various types of Personal Data about you including, but not limited to:

4.1.1.    Personal details: such as your title, name, family name, gender, race, religion, age, biometric information, occupation, qualifications, job title, nationality, country of residence, date of birth, marital status, family and next-of-kin details, information on government-issued cards (e.g. national identification number, social security number, passport number, tax identification number, driver’s license details or similar identifiers), immigration details and travel information (e.g. visa information, period of travel, date of arrival and/or departure etc.) signature, voice recording, photograph or image recording, employment details, education history, insurance details, medical history, VIN or license plate number, job application details (e.g. resumes and/or curriculum vitae, and references);

4.1.2.    Contact details: such as your postal address, delivery details, billing address, telephone number, fax number, email address, LINE ID, and other ID from social networking or messaging platforms (e.g. your Telegram handle), and any other contact details you provided to us;

4.1.3.    Financial details: such as your bank account details, credit / debit card details, and income information; and/or

4.1.4.    Technical details: such as your Internet Protocol (IP) address, cookies, login data, device ID, search history, browsing details and patterns, browser type, and version, time zone setting and location, and any other technical details from the use on the platforms and systems.

4.2   If you provide us with the Personal Data of any third-party (e.g. name, family name, address, telephone number, of your beneficiary, emergency contact person, and references), you represent and warrant that you have brought this Policy to such other party’s attention, informed him / her of the purposes for which we are collecting his / her Personal Data and that he / she has duly consented to your disclosure of his / her Personal Data to us for those purposes and accepts this Policy.

4.3   You are responsible for and must ensure that all Personal Data that you provide to us is true, accurate and complete. You are responsible for informing us of any changes or updates to such Personal Data.

5.1   We may collect and receive your Personal Data, directly or indirectly, via different methods and channels including when:

5.1.1    You contact us with enquiries, requests, complaints or provide feedback to us;

5.1.2    You submit any form or application to us;

5.1.3    You subscribe to receive our communications, including signing up to our mailing lists;

5.1.4    You sign up for, attend and/or participate in any activities, event, function, exhibition, workshop and/or conference organized, hosted and/or administered by us, our Toyota affiliate companies, subsidiaries or business partners;

5.1.5    You access, use and/or browse our websites, Intranet and/or applications, including through the use of cookies and other similar technologies;

5.1.6    You transact with us, contact us or request that we contact you;

5.1.7    You submit a job or employment application to us or when you provide documents or information (including your resume and/or curriculum vitae) in connection with any opening, appointment or position;

5.1.8    You are employed or engaged by us;

5.1.9    You authorize us to obtain your Personal Data from a third-party; and/or

5.1.10    You submit or provide Personal Data for any other reason.

Depending on your relationship with us, we may also receive Personal Data about you from third parties such as our Toyota affiliate companies, subsidiaries, business partners and/or other third parties whom you have consented or authorized to disclose your Personal Data to us.

6.1   We collect, use and disclose the Personal Data for the following purposes (“Purposes”):

6.1.1    To provide services and products to you: such as to process your applications; to enter into a contract with you and/or perform our obligations in accordance with any contract that we may have with you or the organization you represent; to support and perform other activities related to the provision of our services or products.

6.1.2    To manage our relationship with you: such as to contact and communicate with you as requested by you or in relation to our services or products; to facilitate your use of our services and products; to handle and address your queries, requests, complaints and/or to obtain your feedback.

6.1.3    To improve business operations, services and products: such as to evaluate, analyze, develop, manage, improve, research and develop our services or products; to identify and resolve problems and areas of improvement; to measure the performance of our service; to evaluate our employees’ performance and develop training for our employees; and to conduct quality assurance.

6.1.4    Communication and marketing: such as to send you business and marketing communications, press releases, and public relations content; to send you invitations to events; to update you on our services and products (including via our website, email, telephone, fax, post, SMS, MMS and social media channels). However, no marketing using your Personal Data will be carried out unless you have provided us with your consent to use your Personal Data for such marketing purposes.

6.1.5    Recruiting and employment relationship: such as to carry out recruitment activities; to respond to your application for a job position / opening, evaluate your suitability and qualifications for position(s) applied for and/or any other positions which may be available, including the verification of your references; to conduct background checks (which may include criminal record, bankruptcy and credit checks); for Human Resource (HR) related matters, including staff onboarding, processing and administering of pay, provision of welfares and benefits, processing your submitted claims (e.g. medical and health related); to provide work-related resources, services, facilities and equipment; to provide staff training and/or development course; to conduct performance and competency evaluations; to organize and conduct activities for our employees (e.g. activities promoting health and wellness); to conduct and facilitate internal staff communication and activities; to carry out planning and analysis for career development; to assess your qualifications and suitability for a particular job or task; to administer and process your travel arrangements, application of visa and work permit, including for any overseas placement, secondment, training, conference and/or other work-related activities or events; to conduct investigations and implement disciplinary action; to manage or terminate your employment relationship with us; to comply with applicable labor or employment laws; and such other purposes as are reasonably required by us in connection with your candidacy or employment.

6.1.6    To verify, identify and authenticate you or your identity, in order to process your request, transaction or application.

6.1.7    IT management: such as for IT operations, management of communication system, operation of IT security and IT security audit, internal business management for internal compliance requirements, policies, and procedures.

6.1.8    Corporate communications and publications. such as on our websites or other online / digital platforms, in our corporate communications (including corporate videos and internal newsletters), annual reports, and corporate publications (including content, uploads and posts on our social media accounts / pages, such as LinkedIn, Facebook, Instagram, YouTube and/or X (formerly known as Twitter)).

6.1.9    Compliance with regulatory and compliance obligations: such as to comply with legal or regulatory obligations, legal proceedings, or government authorities’ orders, and/or cooperate with court, regulators, government authorities, including for the purposes of investigating or preventing crime.

6.1.10    Protection of our interests: such as to protect the security and integrity of our business, websites, Intranet and applications; to exercise our rights or protect our interest where lawful to do so (e.g. to detect, prevent, and respond to fraud claims, intellectual property infringement claims, or violations of law); to manage and prevent damage to, compromise of or loss of our assets and property; to secure compliance with our terms and conditions; to maintain security, detect and prevent misconduct within our premises which includes our use of CCTV; to follow up on incidents; and to prevent and report criminal offenses.

6.1.11    Fraud detection: such as the conduct of legal and other regulatory compliance checks (e.g. to comply with anti-money laundering regulations, and prevent fraud), including sanction list checking, conduct of internal audits and maintenance of records, asset management, system, and other business controls.

6.1.12    Corporate transaction: such as the facilitation of potential or actual business asset transactions (which may extend to any mergers, acquisitions or asset sales).

6.1.13    Risks: such as to perform risk management, audit performance, and risk assessments.

6.2   We may also collect, use and/or disclose your Personal Data on the basis of any of the following:

6.2.1    To support our legitimate interests and/or the legitimate interests of third parties, provided that this does not override your interests or rights; or

6.2.2    For purposes permitted under applicable laws, which do not require your knowledge or consent. For example, if it is necessary on reasonable request by law enforcement or regulatory authority, body or agency or in the defense of a legal claim.

6.3   In some instances, we may use your Personal Data for purpose(s) that are not listed above. Where this is the case and where required under applicable law, we will provide a supplemental privacy notice and/or obtain your prior consent.

6.4   In some instances, we are required to collect and process your Personal Data for compliance with laws or performance of a contract. In such circumstances, where you fail to provide us with your Personal Data on request or choose not to provide your consent to our collection, use or disclosure of your Personal Data, we may not be able to process your transaction or perform / administer our contract. This may result in the termination of any agreement you have with us and/or your being in breach of your contractual obligations or undertakings. In such event, our legal rights and remedies are expressly reserved.

7.1   We may disclose your Personal Data to the third parties in accordance with the Purposes under this Policy, including:

7.1.1    Toyota affiliate companies including, but not limited to

7.1.2    Our third-party service providers or suppliers including for the provision of services or products requested by you. Such third parties include but are not limited to:

7.1.3    Our business partners including in connection with our business of manufacturing and supply of vehicles or automotive parts (e.g. suppliers, distributors or dealers), accommodation business or agency, health and insurance business or financial business.

7.1.4    Third parties required by law such as law enforcement agencies, courts, regulators, government authorities or other third parties where we believe it is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights, the rights of any third-party or individuals’ personal safety, or to detect, prevent, or otherwise address fraud, security , or safety issues.

7.1.5    Professional advisors including lawyers, technicians, and auditors who provide professional services to us.

7.1.6    Assignee of rights and/or obligations in the event of any reorganization, merger, business transfer, whether in whole or in part, sale, purchase, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock or similar transaction.

7.1.7    Any other party to whom you authorize us to disclose your Personal Data or otherwise required or permitted by applicable laws.

8.1   We may transfer your Personal Data to our Toyota affiliate companies or other third parties for the Purposes set forth in this Policy.

8.2   When we transfer your Personal Data to a Toyota affiliate company or third-party that is located outside Singapore, we will ensure that your Personal Data is protected in accordance with this Policy and applicable laws, including (where legally required) to a standard of protection comparable to that provided under the Personal Data Protection Act 2012.

9.1   We will retain Personal Data for the period necessary to fulfil the purposes for which the Personal Data was collected and to satisfy our business and/or legal purposes. Some information may be retained for longer periods, for e.g. where we are required to do so by applicable laws.

10.1   Subject to applicable laws and exceptions thereof, you may have the following rights in relation to your Personal Data that we collect, use and/or disclose. If you wish to make a request to exercise your rights, you can contact us at our contact details indicated at Paragraph 2 (How to Contact Us?) above:

10.1.1    Right of Access. You may request for access to the Personal Data that we hold about you, and to receive a copy of the same. Where permitted by applicable laws, we may charge you a fee to process your request. We may reject your request where permitted by applicable laws.

10.1.2    Right to Rectification. You may request that we rectify your Personal Data if such Personal Data that we hold about you is inaccurate, not up-to-date or incomplete.

10.1.3    Right to Data Portability. You have the right to request that we send or transfer to a third-party the Personal Data that we hold about you, subject to conditions under applicable laws and technical restrictions.

10.1.4    Right to Withdraw Consent. Where our collection of Personal Data is based on consent, you have the right to withdraw your consent at any time to our continued collection, use or disclosure of your Personal Data. If you choose to withdraw your consent, it may not be possible for us to fulfil the purposes for which we require the Personal Data, including to process your transactions or applications, and/or providing you with the products, services or resources which you require or have requested.

The withdrawal of consent will not affect the legality of any collection, use and/or disclosure of the Personal Data that was conducted prior to the withdrawal of your consent.

11.1   We may make amendments to this Policy from time to time to reflect any changes to our use or handling of your Personal Data and as required for compliance with applicable laws. We will notify you of any amendments to this Policy via our website, Intranet and/or application (as may be applicable). By continuing to access and use our website, Intranet and/or application (as may be applicable) following the publication of any such amendments to this Policy, you are deemed to have accepted the updated Policy and the amended terms thereof.

11.2   The updated Policy will supersede earlier versions and will apply to personal data provided to us previously. The updated version of this Policy will take effect when made available on our website, Intranet and/or application (as may be applicable), and apply to our collection, use and disclosure of your Personal Data.