1.1 Relo Network Asia is committed to protecting the personal information provided to us by Relo Network Asia’s clients, and to adhering to all relevant privacy laws and regulations in each of our jurisdictions regarding the same. As a part of this commitment, we want Relo Network Asia’s clients to understand how we treat their information.
2. Privacy Basics
2.1 Personal information for this policy refers to the United States National Institute of Standards and Technology’s definition of “personally identifiable information.” This definition includes any information that can be used to distinguish or trace an individual’s identity, or any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.
3. Client Rights
3.1 Relo Network Asia’s client’s may request a report of the personal information they have entrusted to us. To request a report of your personal information, please send a request to firstname.lastname@example.org.
3.2 Upon request, Relo Network Asia will delete a client’s personal information unless it must be retained as described in section 6.3.2. Please note that if services initiated to us by the client have not been completed, this request may result in our inability to complete these services.
4. Collection of Personal Information
4.1.1 Relo Network Asia does not collect personal information from visitors to our website, unless you choose to provide such information to us via a webform.
4.1.3 Relo Network Asia may from time to time provide links to third-party websites, products, and services for informational purposes only. These links do not constitute an official endorsement by Relo Network Asia, and clients should consider that these third parties have not agreed to abide by our policies when deciding to visit those sites or not.
4.2 General Collection
4.2.1 Relo Network Asia collects personal information using the “minimum necessary” principle. Only personal information essential to completing services initiated to us by the client will be collected, used, and maintained.
4.2.2 To complete initiated services, we may require personal information such as, but not limited to:
Names, date of births, passport numbers, physical addresses, email addresses, mailing addresses, phone numbers, bank account information, credit card information, employment contract information, visa information.
4.2.3 Relo Network Asia collects information deemed necessary to provide services through Microsoft Office 365 email, which is TLS encrypted and other methods.
Other methods of collection may include, but are not limited to, relocation management company portal sites, employer HR representatives, face to face meetings, telephone and fax, interaction with Relo Network Asia’s websites and tools.
5. Usage of Personal Information
5.1 Relo Network Asia uses personal information under the principal of “minimum necessary.” Only personal information essential to completing services initiated to us by the client will be collected, used, and maintained as a part of those services.
5.2 Relo Network Asia may also use personal information for internal purposes such as auditing, data analysis, training, and research to improve Relo Network Asia’s products, services, and communications.
5.3 In extreme circumstances, Relo Network Asia may use personal information when failing to do so will result in imminent threat to a person’s life or public safety.
5.4 In extreme circumstances, Relo Network Asia may use personal information as required to comply with valid requests from law enforcement or to aid internal investigations into unlawful activities.
5.5 Personal information collected by Relo Network Asia from Relo Network Asia’s clients is for business purposes and activities only. These include, but are not limited to:
- completing services initiated to us by the client
- for billing purposes
- to contact clients about Relo Network Asia’s provision of services
- to maintain account details
- to provide information on requests about Relo Network Asia’s products and services
- to undertake client satisfaction surveys and to tailor Relo Network Asia’s information, services or products to improve and enhance those services and products provided to Relo Network Asia’s clients
- To promote brand awareness, provide information to our clients about life in Asia, and make them aware of products and services that may be of interest
6. Disclosure of Personal Information
6.1 Relo Network Asia will not provide Relo Network Asia’s client’s personal information to third parties, except where it is necessary to the provision of destination or other services that have been initiated to us by the client.
6.4 As a user of cloud services, Relo Network Asia retains personal information on servers located in USA. Relo Network Asia will take all reasonable steps to ensure that no person or entity breaches our policies or relevant laws regarding this data.
6.5 In the rare event that Relo Network Asia. is required to disclose personal information to law enforcement agencies, government agencies or external advisors. Relo Network Asia. will only do so in accordance with the applicable laws and regulations.
7. Staff Training
- Regular training to ensure all staff are familiar with the requirements of this document to protect both client and company information assets.
- Regular training on encryption best practices.
- Regular training on data security best practices
8. Data Integrity
8.1 Relo Network Asia must have accurate data to complete services initiated to us by the client, and we use all reasonable measures to ensure that the personal information entrusted to us is accurate.
8.2 If a client believes their personal information entrusted to us is inaccurate in anyway, they should contact their consultant, or email us at email@example.com.
9. Data Security, Retention, and Disposal
9.1 Data Security
9.1.1 Relo Network Asia is committed to information security, and industry best practices are used at operational, procedural, and policy levels to systemically protect personal information entrusted to us from loss or unauthorized access, destruction, use, modification or disclosure.
9.1.2 Data is kept within Relo Network Asia’s dedicated server hosted in the USA. We limit access to personal information in several ways,
9.1.3 Within Relo Network Asia’s dedicated server we maintain strict access control over same via active directory permissions using principals of access enforcement, separation of duties, and least privilege. This dedicated server is accessible only through an encrypted network. Authorized users may be given access outside of the physical offices, if required.
9.1.4 Relo Network Asia staff are required to use strong passwords on all logins. The weakest password format allowed is 15 random characters: including uppercase, lowercase, numbers, and special characters.
9.1.6 If Relo Network Asia experiences a security breach involving the loss of private information, we will:
- Notify impacted clients in writing.
- Assist impacted clients in preventing or limiting negative impacts of the breach.
- Outline what steps have been taken to remedy the problem which lead to the breach.
9.2 Data Retention
9.2.1 The Relo Network Asia. retains personal information using the “minimum necessary” principle. Only personal information essential to completing services initiated to us by the client should be collected, used, and maintained.
9.2.2 Relo Network Asia will keep only data required for compliance with a legal obligation to which Relo Network Asia is subject, after service provision has been completed.
9.4 Data Disposal
9.4.1 Relo Network Asia will dispose of personal information that is no longer required to complete services initiated to us by the client on a standard schedule, unless it must be retained as described in 6.3.2 above.
10. Changes to this Policy
11. Questions or Inquiries