Privacy Policy
Last Updated: February 2025
At Regent Plon, we are committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, protect, and disclose information about you when you visit our website or engage with our boarding house services.
We understand the importance of privacy, especially for our international professional residents, diplomats, and business executives who require the highest levels of discretion and data protection.
Information We Collect
Personal Information
We collect personal information that you voluntarily provide to us when you:
- Contact Information: Name, email address, phone number, mailing address
- Residence Applications: Employment details, references, identification documents
- Communication Data: Messages sent through contact forms, email correspondence
- Service Preferences: Accommodation preferences, special requirements, accessibility needs
- Payment Information: Billing address, payment method details (processed securely through third-party providers)
Automatically Collected Information
When you visit our website, we automatically collect certain information about your device and usage:
- Technical Data: IP address, browser type and version, operating system
- Usage Data: Pages visited, time spent on pages, referring websites
- Cookie Data: Information stored through cookies and similar technologies
- Location Data: General geographic location based on IP address (not precise location)
Sensitive Information
For certain residents, particularly diplomatic personnel and senior executives, we may collect additional sensitive information including security clearance levels, diplomatic status, and enhanced background verification data. This information is collected only with explicit consent and subject to additional security protocols.
Legal Basis for Processing
We process your personal data based on the following legal grounds:
Consent
- Marketing communications and newsletter subscriptions
- Optional cookies and analytics tracking
- Photography and testimonial usage
Contract Performance
- Processing residence applications and lease agreements
- Providing accommodation services and facility access
- Payment processing and billing administration
Legitimate Interest
- Website functionality and security monitoring
- Business operations and service improvement
- Fraud prevention and property security
Legal Obligation
- Tax reporting and financial record keeping
- Compliance with Singapore housing regulations
- Anti-money laundering and identity verification
How We Use Your Information
Service Delivery
- Process residence applications and bookings
- Provide accommodation and concierge services
- Coordinate maintenance and housekeeping
- Facilitate community events and networking
- Handle billing and payment processing
Communication
- Respond to inquiries and support requests
- Send service updates and important notices
- Provide residence-related information
- Conduct satisfaction surveys and feedback collection
- Send marketing communications (with consent)
Security & Safety
- Verify identity and conduct background checks
- Monitor building access and security systems
- Prevent fraud and unauthorized access
- Comply with diplomatic security protocols
- Maintain emergency contact information
Business Operations
- Analyze service usage and resident satisfaction
- Improve our services and facilities
- Conduct market research and trends analysis
- Maintain financial records and reporting
- Ensure regulatory compliance
Data Retention Periods
Note: In some cases, we may be required to retain information for longer periods due to legal obligations, ongoing legal proceedings, or legitimate business needs such as resolving disputes or enforcing agreements.
Data Protection Measures
Technical Safeguards
- SSL/TLS encryption for data transmission
- AES-256 encryption for data storage
- Multi-factor authentication for system access
- Regular security audits and penetration testing
- Secure backup systems with redundancy
- Network monitoring and intrusion detection
Administrative Safeguards
- Staff privacy training and confidentiality agreements
- Access controls based on job responsibilities
- Regular policy reviews and updates
- Incident response procedures
- Third-party vendor security assessments
- Data minimization and purpose limitation
Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify you within 72 hours of becoming aware of the breach. We will provide details about what happened, what data was involved, what steps we have taken, and what you can do to protect yourself.
Your Privacy Rights
Right to Access
You can request a copy of the personal data we hold about you, including information about how we process it and with whom we share it.
Right to Rectification
You can ask us to correct or update any inaccurate or incomplete personal data we hold about you.
Right to Erasure
You can request deletion of your personal data when it's no longer necessary for the purposes for which it was collected or when you withdraw consent.
Right to Data Portability
You can request to receive your personal data in a structured, machine-readable format and transmit it to another data controller.
Right to Object
You can object to processing of your personal data for direct marketing purposes or when processing is based on legitimate interests.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw your consent at any time without affecting the lawfulness of processing based on consent before withdrawal.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within one month, though complex requests may take up to three months.
We may need to verify your identity before processing certain requests to protect your personal data from unauthorized access.
Third-Party Services
Service Providers We Use
Analytics Services
Google Analytics (privacy-focused configuration)
Purpose: Website performance analysis and visitor statistics
Payment Processing
Stripe, PayPal (when applicable)
Purpose: Secure payment processing for residence fees
Email Services
Professional email hosting providers
Purpose: Business communication and resident correspondence
Cloud Storage
Enterprise cloud providers with Singapore data centers
Purpose: Secure data backup and document storage
Data Transfer Safeguards
- All third-party providers are contractually bound to protect your data
- Data Processing Agreements (DPAs) in place with all service providers
- Regular security assessments of third-party vendors
- Data minimization principles applied to all third-party sharing
- International data transfers protected by adequate safeguards
Contact Information
Privacy Inquiries
Response Times
Supervisory Authority
If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Singapore Personal Data Protection Commission (PDPC) at www.pdpc.gov.sg
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes to this policy, we will:
- Update the "Last Updated" date at the top of this policy
- Notify current residents via email about significant changes
- Post a notice on our website highlighting the updates
- Provide additional notice for changes affecting data processing purposes or your rights
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes indicates your acceptance of the updated policy.