This notice explains what APEX Group does with personal data in the client portal at clientportal.apexone.app. It is written to be read, not to be survived.
Who is responsible
APEX Productions Pte Ltd ("APEX Group"), Singapore, is the organisation responsible for the personal data in this portal. Questions, access requests and complaints: [email protected].
What we hold, and why
| Data | Why we hold it |
|---|---|
| Your name, work email and job title | To let you sign in, to address you properly, and to know which projects you may see |
| Messages you send your project team | To answer you, and to keep a record of what was asked |
| Your approval decisions and any notes with them | To act on them, and as the record of what was agreed |
| Enquiries about new work | To respond to them |
| Any project rating and comment you give | To improve how we work |
| Sign-in records and your notification preference | Security, and to email you the way you asked |
What this system never holds. There is no pricing, cost, margin, budget or invoice information anywhere in the portal's database - not hidden, not restricted: the fields do not exist. Your data is also never sent to any artificial-intelligence or machine-learning service; the portal makes no such calls at all. Your IP address is used only to limit abusive traffic and is never written to disk.
Why we are allowed to
We process this data to perform the services you have engaged us for, and because you chose to send it (a message, an enquiry or a rating is only held because you sent it). Sign-in links are sent only to email addresses an APEX colleague has approved.
Who can see it
- You and your colleagues at your organisation who have been given portal access see your projects and the conversation on them.
- APEX staff can see your projects in order to run them. Every time a member of staff opens a client's portal view, that access is recorded in an audit log.
- Nobody else. We do not sell, rent or share this data, and no other client can see it.
Where it lives
The portal and its database run on APEX-controlled hardware in Singapore. Two service providers sit in the path: Cloudflare carries the encrypted connection between your browser and us, and Google Workspace delivers our email, including your sign-in links and the copies of your messages that reach the project team's inboxes. Backups are held on the same Singapore hardware.
How long we keep it
- Project records, messages, approvals and enquiries: for the life of our working relationship and 12 months afterwards.
- Sign-in and staff-access audit records: 24 months.
- Ratings and comments: kept in aggregate only beyond the period above.
- Backups roll on a 7-day cycle, so a deletion also clears from backups within that week.
Your rights
- Get a copy. Sign in and use Settings - Download my data for everything we hold about you and your projects, immediately, without asking anyone.
- Correct it. Tell your project contact and we will fix it.
- Have it deleted. Email [email protected]. We will remove your portal record and your content from the live system and from backups within the backup cycle, keeping only what we are required to keep.
- Stop the emails. Settings - Email notifications - choose every update, one summary a day, or none. Sign-in links are still sent when you ask for one.
- Complain. To us first, please. You may also contact Singapore's Personal Data Protection Commission.
Keeping it safe
The portal has no passwords to steal: you sign in with a one-time link that works once and expires in 20 minutes. Sessions end after 7 days, and access can be revoked immediately. Traffic is encrypted, the hardware is encrypted at rest, and access is logged.
A note about what you write
Messages and enquiries are free text, and copies reach your project team by email. Please avoid putting other people's personal details, or anything more sensitive than the project needs, into them.
APEX Productions Pte Ltd · Singapore · [email protected]
If we change how the portal uses personal data, we will update this notice and tell portal users.