Policies

MWS follows a 10-step volunteer management process: Enquiry, matching, contacting, screening, registration, orientation, training, deployment, feedback/review and appreciation.

Regular service and skills-based roles are identified through needs assessment. Each role has a detailed job description which also indicates the commitment and expectations of the volunteer.

Risk assessment and management of each volunteer role have been conducted and are continuously refined. The MWS Volunteer Handbook is given to all regular volunteers and includes detailed code of conduct, roles and responsibilities. The MWS Volunteer Incident Management and Reporting Standard Operating Procedure are also in place.

MWS conducts an annual volunteer satisfaction survey to obtain feedback of their experiences and volunteer programmes. The results are publicised in the MWS Annual Reports.

Each centre is also encouraged to have at least one annual in-depth dialogue with their regular volunteers using a template provided. Day-to- day feedback can also be given to the centre’s volunteer manager. When volunteers leave their roles, MWS staff will also conduct an exit interview to evaluate their experience and listen to any concerns and suggestions that they may have.

The Personal Data Protection Act 2012 (the “PDPA”) establishes a general data protection law in Singapore which governs and regulates an organisation’s activities relating to the collection, use and disclosure of individuals’ personal data. The PDPA is intended to set the minimum standards that all organisations in Singapore must observe. 

Methodist Welfare Services (“MWS”) takes its responsibility under the PDPA seriously. 

This Data Protection Policy outlines how MWS collects, uses, discloses and manages the personal data you have provided to it, as well as to assist you in making an informed decision before providing MWS with any of your personal data. 

1. Introduction to the PDPA

1.1 Personal data is defined widely under the PDPA to mean “any data about an individual who can be identified from that data; or from that data and other information to which the organisation has or is likely to have access.”

1.2 Examples of such personal data you may provide to us include personal particulars, medical records, educational records, financial records, pictures and videos, whether such data is stored in electronic or non-electronic form. 

2. Purposes for Collection, Use & Disclosure of Personal Data

2.1 MWS will collect your personal data in accordance with the PDPA. In general, before MWS collects any personal data from you, MWS will notify you of the purposes for which your personal data may be collected, used and/or disclosed, as well as obtain your consent for the collection, use and/or disclosure of your personal data for the intended purposes.

2.2 Written parental/guardian consent will be required for the collection of personal data of persons (below the age of 16) or those with certified medical/mental conditions.

2.3 By providing personal data relating to a third party (e.g. information of your dependent, spouse, children and/or parents) to MWS, you represent and warrant that the consent of that third party has been obtained for the collection, use and disclosure of the personal data for the purposes listed in paragraph 2.4 below.

2.4 The personal data which MWS collects may be collected and/or used for the following purposes:

(a) processing your application for clinical and/or social services;

(b) evaluating your suitability or eligibility for clinical and/or social services, e.g. the grant of financial or social assistance;

(c) seeking aids from governmental bodies or other voluntary welfare organisations such as financial subsidies or other social assistance;

(d) administering the provision of clinical and/or social services to you by MWS and/or managing your relationship with MWS;

(e) administering your donations and/or communications pertaining to your donations to MWS;

(f) administering your volunteer services and/or communications pertaining your volunteer services with MWS;

(g) communicating and updating you on other charity initiatives or related activities including soliciting donations and volunteers for activities or programmes organised by MWS or other charitable organisations;

(h) MWS’ publications and materials including but not limited to MWS Annual Report, MWS Uncommon Voices and MWS brochures, posters, and banners;

(i) MWS’ publicity and fundraising initiatives including but not limited to disclosures in/on MWS’ letters, electronic mailers, Facebook, website, and events; and/or

(j) as required by laws and regulations. 

2.5 In connection with the purposes set out in paragraph 2.4 above, your personal data may/will be disclosed by MWS to persons including social workers, hospitals, governmental bodies and/or other voluntary welfare organisations. 

2.6 Please note that MWS may collect, use or disclose your personal data to third parties without first obtaining your consent in certain situations, including, without limitation, the following:

(a) it is necessary for any purpose that is clearly in your interest and consent cannot be obtained in a timely way;

(b) it is necessary to respond to an emergency that threatens the life, health or safety of yourself or another individual;

(c) it is necessary in the national interest;

(d) the personal data is publicly available;

(e) it is necessary for any investigation or proceedings; and

(f) it is required based on the applicable laws and/or regulations.

2.7 The instances listed above at paragraph 6 are not intended to be exhaustive. For an exhaustive list of exceptions, you are encouraged to peruse the PDPA Act 2012 which is publicly available at https://sso.agc.gov.sg/Act/PDPA2012.

2.8 Where a free decision to opt in to a process or situation where the collection or use of personal data can be reasonably expected, then implied permission can be Situations where implied consent may be applied:

(a) Online applications (if applicable when applications or admissions are submitted for services provided by MWS)

(b) Course/Conference/Webinar sign-up (including recordings of the Course/ Conference/ Webinar)

(c) Events sign-up (either displayed at entrance or event confirmation emails to cover the taking and use of photos and videos of the event)

(d) Centres – CCTV recordings

3. Data Security

3.3 MWS undertake to notify data subjects about any accidental or unauthorised access of their data that may lead to significant damage or harm to the individual, and/or are of significant scale, we are required to notify PDPC and the affected individuals as soon as practicable.

4. Request for Access, Correction and/or Withdrawal of Personal Data

4.1 You may request to access and/or correct your personal data currently in MWS’s possession or withdraw your consent for the collection, use and/or disclosure of your personal data at any time by submitting your request through the following methods:

(a) written request by electronic email to dpo@mws.sg

(b) verbal request by contacting MWS at +65 6478 4700 

(c) written letter delivered to Methodist Welfare Services, 70 Barker Road #05-01, Singapore 309936

4.2 Where a request to access personal data has been made, MWS will, as soon as reasonably possible, provide you with your personal data which is in the possession or control of MWS and information about the ways in which your personal data has been used or disclosed by MWS within a year from the date of the request.

4.3 Where a request to correct personal data has been made, MWS will correct the error or omission in your personal data as soon as practicable after the request has been made. MWS will send the corrected personal data to every other organisation to which the personal data was disclosed by MWS within a year before the date the correction was made, unless that other organisation does not need the corrected personal data for any legal or business purpose, or if you so consent, only to specific organisations to which the personal data was disclosed by MWS within a year before the date the correction was made.

4.4 Where a request to withdraw consent has been made, MWS will process your request within a reasonable time from such a request. MWS will inform you of the likely consequences of withdrawal of your consent.

5. Accuracy Obligation

5.1 You shall ensure that at all times the information provided by you to MWS is correct, accurate and Please inform MWS as soon as possible of any changes in the personal data. MWS will ensure that personal data is updated and amended when requested.

6. Protection Obligation

6.1 MWS will protect your personal data by making reasonable security arrangements to prevent unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risk.

6.2 MWS will adopt the following measures to fulfil this obligation:

(a) staff working areas must be secure. Access to work areas must be limited by appropriate security measures. Access to office equipment containing personal data must be password protected;

(b) requiring employees to be bound by confidentiality obligations in their employment agreements; and

(c) to provide training for staff on the PDPA to equip them with the knowledge and basic skills to ensure PDPA compliance; and conducting regular training sessions for staff to impart good practices in handling personal data.

 7.  Retention Limitation Obligation

MWS will not retain any documents containing personal data if it is reasonable to assume that the purpose for which that data was collected is no longer being served or that retention is no longer needed for legal or business purposes.

8.  Transfer Limitation Obligation

Where personal data is transferred overseas, MWS will ensure that such transfer is in compliance with the PDPA.

9.  Openness Obligation

MWS has appointed a Data Protection Officer (the “DPO”) to oversee management of personal data in accordance with the If you, at any time, have any queries on this policy or any other queries in relation to how MWS may manage, protect and/or process your personal data, please do not hesitate to contact the DPO at:

Email address: dpo@mws.sg

Phone: +65 6478-4700

MWS may from time to time update this Data Protection Policy to ensure that this Data Protection Policy is consistent with any future developments and/or any changes in legal or regulatory requirements.

1 April 2024

Introduction

Methodist Welfare Services (MWS) is committed to the highest standard of ethical behaviour and sound corporate governance. The whistle blowing policy (“Policy”) is adopted to ensure that members of staff would not suffer any detriment, or be fearful of the risk of reprisal, victimisation or other adverse repercussion, as a consequence of their raising their concerns in good faith.

In line with this commitment, and the Code of Governance For Charities and Institutions of a Public Character, the MWS Board of Governance (“BOG”) approved and adopted this Whistle-blowing Policy to ensure that arrangements are in place for whistle-blowers who may raise concerns about actual or possible improprieties without fear of reprisals in any form.

The BOG shall have overall authority and oversight of this Policy and may in its absolute discretion delegate the investigation of the whistle-blowing reports and implementation of this Policy to such person as it deems fit.

Objectives

The objectives of this Policy are to:

1. To ensure arrangements are in place to facilitate independent investigation of the reported concern and that appropriate follow-up actions will be taken.
2. To encourage staff and other stakeholders to report improper, unethical and inappropriate behaviour at an early stage to an internal authority so that actions can be taken immediately to resolve them.
3. To provide assurance that all reports will be properly addressed, treated with confidentiality and there are adequate whistle-blower safeguards from reprisal in any form.
4. To promote and develop a culture of accountability, integrity and transparency.

Reportable incidents

Reportable incidents may include, but not limited to the following:

1. General malpractice such as immoral, illegal or unethical conduct;
2. Actual or potential infractions of policy or Code of Conduct;
3. Wrongdoings, corruption, acts of fraud, theft and/or misuse of MWS’ properties;
4. Act or conduct which is a criminal offence or breach of law;
5. Conflict of interest without disclosure;
6. An individual abusing his/her official MWS position in connection with unauthorised activity for financial or non-financial gain;
7. Concerns about MWS’ accounting or internal control matters;
8. Concealing information about any of the above improprieties;
9. Any other matters which may cause financial or non-financial loss to MWS or damage MWS’ reputation.

This Policy does not and cannot reasonably detail or cover every situation that should be reported. If you are in any doubt as to how you should apply any provisions of this Policy, you are strongly encouraged to seek further guidance from the immediate supervising officer, senior management or the Audit Committee Chairman.

Reporting Procedures

Issues / concerns / queries may be raised in writing, marked “Private and Confidential” to:

Audit Committee Chairman

Methodist Welfare Services

70 Barker Road #05-01

Singapore 309936

OR

email: WhistleBlowing@mws.sg

Written statement should include the following:

1. Name, designation and contact
2. Specific concern
3. Reasons for the concern
4. Background and history of the concern
5. If concern has been raised before, with whom and why not satisfactorily resolved?

A whistle-blower is encouraged to include his or her name as well as relevant contact details in case further clarification or information is required.

Whistle-blowers making any such reports should ensure that they do so in good faith and in the best interest of MWS and not with any malicious intent. Whistle-blowers may be the subject of disciplinary or other legal action if the reports or allegations are malicious or simply to cause anger, irritation or distress.

Confidentiality and protection against reprisals

1. The identity of whistle blowers will be kept strictly confidential.
2. All matters reported under this policy will be taken seriously and thoroughly investigated, and a full response will be given to the whistle blower as soon as possible.
3. To safeguard the confidentiality of the report, any investigation will be conducted in a manner so that the identity of the whistle blower cannot be deduced or inferred.
4. MWS recognises that the decision to report a concern can be difficult, not least because of the fear of reprisal from those responsible for the improprieties. MWS does not tolerate harassment or victimisation.
5. MWS strongly encourages whistle-blowers to put their names to their reports and is is committed to protecting whistle-blowers who make reports under this policy. Otherwise, subsequent investigations may be hindered if contact cannot be made with the whistle-blower to obtain further clarification or corroborating information.
6. MWS is committed to respecting the rights of its staff/whistle-blowers, which includes the right of an accused person, if absolutely necessary, to know the identity of his or her accuser. The identity of the whistle-blower would not be disclosed unless it is absolutely necessary for the purpose of the investigation and/or subsequent action, and never disclosed without prior discussion with the whistle-blower making the report.

Modification

1. MWS may modify this Policy to maintain compliance with applicable laws and regulations or accommodate organisational changes within MWS.

1 April 2024