How HR Teams in Singapore Can Ensure PDPA Compliance While Managing Employee Data

How HR Teams in Singapore Can Ensure PDPA Compliance While Managing Employee Data In Singapore, the Personal Data Protection Act (PDPA) regulates how your business should collect, use, and store personal data. If your HR team fails to comply, your organisation could face heavy penalties and reputational damage. Using reliable HRMS and payroll software in Singapore that supports PDPA requirements is a good way to protect employee information and keep HR operations running smoothly. Why do you need to follow PDPA requirements? The PDPA outlines strict rules for how your company should collect and use personal data. In HR, this means that you must: •

Get employee consent before collecting their data

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Limit access to authorised personnel only

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Use the data solely for specific, stated purposes

To stay compliant, you need to understand these obligations and build them into your everyday HR workflows. Use an all-in-one HRMS Using a centralised HRMS with payroll software in Singapore can help strengthen your data security by keeping all employee records in one protected system. Make sure it has important features, such as: • Role-based permissions to control who can view specific data • Encryption for sensitive records • Regular backups to prevent data loss Centralised systems also help maintain audit trails, which can support you during compliance checks and internal reviews. Clarify your data retention policies

Under PDPA, your organisation may keep personal information only for as long as it is needed. This means you should set retention timelines for different types of employee documents and document all retention policies within your HRMS. It’s also good practice to review old records regularly and dispose of those that are no longer needed. This prevents unnecessary long-term storage of personal data and supports compliance obligations. Train your HR teams regularly HR professionals need ongoing training to stay updated on PDPA rules. With consistent training, you can ensure that they are always aware of their compliance duty and understand how to handle data securely. Plus, it instils the practice of reporting any suspected data breaches quickly. Through regular learning, you can promote a culture of accountability in your organisation and reduce the risk of mistakes that could lead to violations. Increase PDPA compliance with HRMS software Simplify your PDPA compliance by using a cloud HRMS platform like Adaptive Pay. The system has highly customisable tools that will align with your organisation’s workflows while reducing manual tasks. It also functions as a dependable payroll software solution in Singapore, automating calculations and managing payroll efficiently. Find out how Adaptive Pay can support your HR processes by requesting a demo on their website.