Who is this for

This Policy Pack is written mainly for Hosts (and their household members) and Guests to read. It also guides SG500 staff/volunteers and partner churches who support vetting, matching and incident response.

Quick summary

SG500 Open Homes invites Singaporeans to voluntarily host international delegates in their homes, providing accommodation free of charge during the SG500 Conference.

• Standard SG500 hosting window: 24 Sept 2026, 3pm to 29 Sept 2026, 12pm.
• Optional extension: Hosts and Guests may indicate their availability to host/request to extend their stay for the Antioch21 Summit (1–3 Oct 2026). If accepted, the hosting window will be from 24 Sept 2026, 3pm to 4 Oct 2026, 12pm. Any other extension dates/times are a private arrangement between Host and Guest.
• Hosts provide: a clean bed with basic linens, a towel, reasonable privacy and bathroom access, and clear house rules.
• Guests cover: their own meals, local transport and personal expenses.
• Safety first: If anyone is in immediate danger, call 999. For non-emergencies during duty hours in the Standard SG500 hosting window, contact the SG500 Duty Manager. Note that there is no SG500 Duty Manager coverage beyond the standard hosting window.
• Privacy: We collect only what is needed for vetting, matching and operations, keep it secure, and delete it after the retention period.

1) Purpose, Scope & Principles

Purpose. Provide a safe, compliant, and hospitable hosting network for SG500 conference participants, with clear standards for hosting expectations (House Rules), protection of people (Safeguarding), and protection of personal data (PDPA/Privacy).

Scope. This Policy Pack applies to:

• All Hosts and household members participating in SG500 Open Homes
• All Guests billeted under SG500 Open Homes
• SG500 staff/volunteers handling hospitality operations, matching, incident response or personal data
• Partner churches assisting with host/guest vetting or care

Guiding Principles:

• Safety first — do no harm; act early on concerns (children, youths, and vulnerable adults).
• Compliance with housing rules — hospitality must not resemble unlawful short-term letting.
• Clarity & kindness — transparent expectations and mutual respect.
• Privacy by design — collect only what is needed, secure it, retain minimally, and handle incidents responsibly.

2) Roles & Governance

Key roles:

3) Expectations House Rules (Hosts)

By participating as a Host, I agree to the following:

• Standard hosting window: I will host between 24 Sept 2026, 3pm to 29 Sept 2026, 12pm.
• Stated Extensions (Antioch21 Summit 1–3 Oct 2026): I can choose to indicate my availability to extend my guest’s stay for Antioch21 Summit. If so, I will host between 24 Sept 2026, 3pm to 4 Oct 2026, 12pm.
• Other Extensions: Any other extension dates/times are a private arrangement between me and my guest.
• No compensation: Hosting is voluntary; I will not solicit fees or reimbursements. Tokens of appreciation are optional and should be modest (e.g., below SGD20) and never expected.
• Provide the basics: I will provide a clean bed, basic linens, a towel, reasonable privacy, and bathroom access. Basic toiletries (e.g., soap/shampoo) are appreciated but optional.
• Meals/transport/expenses: I am not expected to provide meals. If I choose to, I will let my guest know clearly. Guests cover meals, transport, and personal expenses.
• Address & access: Before arrival, I will provide my exact address, check-in time and access instructions. If helpful, I will provide public transport directions. Personal pick-ups are appreciated if offered but not required; this will be agreed directly with my guest.
• Communication: I will keep my guest informed if plans change. I will contact the Duty Manager during the standard hosting window if any contingency arises (no-show, mismatch, illness, safety concern).
• House norms: I will state quiet hours, kitchen/laundry use and any smoking/alcohol rules; I will identify private/no-go areas.
• Overnights & visitors: No additional overnight guests unless mutually agreed. Day visitors only with explicit consent.
• Safeguarding: interactions with minors & vulnerable persons at home are observable & interruptible; no 1-to-1 behind closed doors with unrelated adults/minors; I will escalate concerns early.
• Dignity & respect: Zero harassment or discrimination. I will treat my guest with dignity and respect at all times.
• Care for property: I will secure my valuables and understand neither party is responsible for the other’s personal items.
• Privacy & data: I will share only what is needed to host; keep contact details and access codes confidential; I will not post identifiable photos/videos of my guest without consent.
• Estate rules: I will follow condo/HDB/MCST by-laws and avoid any conduct that resembles short-term rental operations.
• Incidents & escalation: I understand the reporting flow and will escalate issues early. If anyone is in immediate danger, I will call 999. For non-emergencies during duty hours in the Standard SG500 hosting window, I will contact the SG500 Duty Manager. I understand the Duty Manager may re-house guests if appropriate during the standard hosting window only.

4) Expectations & House Rules (Guests)

By participating as a Guest, I agree to the following:

• Standard hosting window: My stay is 24 Sept 2026, 3pm to 29 Sept 2026, 12pm.
• Stated Extensions (Antioch21 Summit 1–3 Oct 2026): I can indicate my request to extend my stay for Antioch21 Summit. If accepted, then my stay will be from 24 Sept 2026, 3pm to 4 Oct 2026, 12pm.
• Other Extensions: Any other extension dates/times are a private arrangement between me and my hosts, upon mutual agreement.
• No compensation: I will not offer payment/fees. Tokens of appreciation are optional and should be modest (e.g., below SGD20) and never expected.
• Meals/transport/expenses: I cover my meals, local transport, and personal expenses. I am not expecting a cultural tour from my host.
• Address & access: Before arrival, I will confirm address, check-in time and access information with my host. I will keep access codes confidential and arrive on time (or update if delayed).
• Communication: I will keep my host updated if plans change and respond promptly to confirm logistics. I will contact the Duty Manager during the standard hosting window if any contingency arises (no-show, mismatch, illness, safety concern).
• House norms: I will observe quiet hours, keep shared spaces tidy, and respect kitchen/laundry guidelines and any smoking/alcohol rules.
• Overnights & visitors: I will not invite others to sleep over. Day visitors only with the host’s explicit consent.
• Safeguarding: I will behave with dignity and respect, avoid 1-to-1 behind closed doors with minors, and raise concerns early to my host or SG500 Duty Manager.
• Dignity & respect: Zero harassment or discrimination. I will be considerate, culturally sensitive, and respectful at all times.
• Care for property: I will use the home responsibly and notify the host of any damage I cause.
• Privacy & data: I will not post identifiable photos/videos of my host/household without permission, and I will not disclose private details or share access information.
• Estate rules: I will respect estate/condominium by-laws (security, use of common areas/facilities). I will clarify this with my host if necessary.
• Incidents & escalation: I will contact my host first for issues; if unresolved during the standard hosting window, I will call/message the SG500 Duty Manager during duty hours. In an emergency, I will call 999. I understand the Duty Manager may re-house me if necessary during the standard hosting window only.

5) Matching & Communications Policy

6) Safeguarding Policy (Protecting Hosts, Families & Guests)

7) Compliance: Housing & Safety

8) PDPA & Privacy Policy (SG500 Open Homes)

We use your personal data only to run SG500 Open Homes (vetting, matching, communications and incident handling). We collect only what we need, protect it, share it only with people who need it to do their role, and delete it after the retention period.

9) Training & Acceptance

All staff and volunteers who handle personal data will receive role-appropriate PDPA briefing/training and be subject to confidentiality obligations proportionate to their access.

Hosts and Guests confirm acceptance of this Policy Pack when they sign up / accept a placement.

Appendix A — One-page checklist (Hosts & Guests)

For Hosts

• Provide: clean bed + linens + towel; bathroom access; house rules (quiet hours, kitchen/laundry, smoking/alcohol).
• Before arrival: confirm exact address, check-in time, access instructions; share public transport directions if helpful.

For Guests

• Bring: toiletries as needed; budget for meals, transport, personal expenses.
• Before arrival: confirm address, check-in time, access; communicate delays.
• During the standard hosting window: respect house rules; no sleepover visitors; raise concerns early and contact Duty Manager within duty hours if needed.

If something happens

• Immediate danger / emergency (any time): call 999.
• Urgent but non-emergency (standard hosting window only): call the SG500 Duty Manager during duty hours.
• Non-urgent (standard hosting window only): message the SG500 Duty Manager.

5.0 Matching timeline (at a glance)

• Host sign-up & basic suitability check: May–Jul 2026
• Guest applications & pastoral recommendation: May–Aug 2026
• Matching & introduction sent (email/WhatsApp): Aug–early Sep 2026
• First host–guest contact to confirm logistics (address, check-in time, access): within 7 days of introduction
• Final reconfirmation: 1 week before arrival
• Standard SG500 hosting window: 24 Sept 2026, 3pm to 29 Sept 2026, 12pm

5.1 How matching and first contact works

• SG500 matches Guests to Hosts based on practical constraints (e.g., gender, language, accessibility and dietary needs where possible) and maintains a buffer to manage last-minute changes.
• SG500 sends an introduction to both parties (typically via email and/or WhatsApp) with the minimum details needed to start arranging logistics.
• Host and Guest then connect directly to confirm: exact address, check-in time, access instructions and any house rules, including whether any optional extension is being considered.

5.2 Contingencies

Contingencies include: no-show, lock-out, mismatch, illness, safety concern, or a need for re-housing.

During the standard hosting window, Hosts/Guests should contact the SG500 Duty Manager during duty hours (see Section 2). In an emergency, call 999.

For any optional extension beyond 29 Sept 2026, 12:00pm: SG500 does not provide Duty Manager coverage, re-housing or contingency support. Hosts and Guests should plan and agree their own contingency arrangements. In an emergency, call 999.

6.1 Who we safeguard

• Hosts and their household members (including minors living in the home).
• Guests (adult conference participants).
• Children & young persons: anyone under 18 years old.

If there is immediate danger, call Police (999). For suspected abuse or serious concerns involving a child or young person, contact the National Anti-Violence & Sexual Harassment Helpline (NAVH: 1800-777-0000) and follow relevant guidance.

6.2 Our safeguarding objectives

• Ensure a safe, respectful, and dignified experience for both Hosts (and household members) and Guests.
• Prevent harm through clear boundaries, proportionate vetting, and early issue-spotting.
• Act promptly and appropriately on concerns, prioritising immediate safety and lawful reporting where required.

6.3 Minimum standards & boundaries

A. Identity, contact & first connection

• Exchange only necessary contact details via SG500’s introduction. Use WhatsApp or email for first contact; avoid sharing sensitive identifiers in public channels.
• Optional: a brief video/phone call to confirm expectations before arrival, including whether any extension is being considered.

B. Arrival, access & private spaces

• Hosts provide access instructions consistent with estate by-laws; Guests must not share access codes/keys.
• Hosts define private/no-go areas; Guests honour these boundaries.

C. Rooms, sleeping & privacy

• Each Guest is provided their own bed with reasonable privacy and bathroom access.
• If minors are in the household: keep interactions observable & interruptible (no 1-to-1 behind closed doors with unrelated adults/minors).
• Photos of minors require guardian consent and should be shared only via approved channels.

D. Money, gifts & valuables

• No compensation or fees. Tokens of appreciation are optional and should be modest (e.g., below SGD20) and never expected.
• Both parties keep valuables secured; neither is responsible for the other’s personal items.

E. Daily living norms

• Guests cover their own meals and local transport unless the Host explicitly offers otherwise.
• Agree on quiet hours; kitchen/laundry use; and any smoking/alcohol rules.
• No unlawful substances or activities.

F. Visitors & third parties

• No unapproved overnight visitors. Day visitors only with explicit Host consent.

G. Behaviour & dignity

• Zero tolerance for harassment, bullying, or discrimination. Raise concerns early for a respectful resolution.

6.4 Vetting & preparation

• Hosts: peer-referral and church-verified model; acceptance of Host Code of Conduct; brief home suitability check (bed and basic safety); acknowledgement of household minors (if any).
• Guests: adult participants with a pastoral recommendation; acceptance of Guest Code of Conduct; clarity on costs and boundaries.

6.5 Responding to concerns & incidents

Reporting line (during standard SG500 hosting window): Host/Guest → SG500 Duty Manager → (Police 999 / NAVH 1800-777-0000) + Church responder + Privacy Contact (DPO)

Steps:

• If immediate danger or medical emergency: move to a safe place (if safe to do so) and call 999.
• If urgent but not an emergency during the standard hosting window: call the SG500 Duty Manager during duty hours (see Section 2).
• For suspected abuse involving a child/young person: contact NAVH (1800-777-0000) and inform the Duty Manager (if within the standard hosting window).
• Document the incident: complete a Safeguarding Incident Form within 24 hours (who/what/when/where; actions taken; who was notified; next steps).

When to call (vs message):

• Call 999 immediately if there is immediate danger, violence, medical emergency or you feel unsafe.
• Call the SG500 Duty Manager during duty hours for urgent situations only within the standard SG500 hosting window.
• Message the SG500 Duty Manager for non-urgent matters during the standard hosting window.
• For any optional extension beyond 29 Sept 2026, 12pm: there is no SG500 Duty Manager coverage. Hosts and Guests should rely on their own agreed support arrangements. In an emergency, call 999.

6.6 Confidentiality & records

Share safeguarding information strictly on a need-to-know basis (Duty Manager and Safeguarding/Hospitality Lead during the standard hosting window; and—if necessary—relevant authorities and partner church responders). Keep concise, factual records to support duty of care and lawful reporting.

7.1 Short-term accommodation rules (for Hosts)

Singapore housing rules generally restrict short-term rentals. In brief:

• Private residential property: renting out for fewer than 3 consecutive months is generally not allowed unless specially approved (e.g., licensed serviced apartments).
• HDB public housing: minimum rental period is 6 months; short-term rentals are not allowed.

SG500 Open Homes is a voluntary, unpaid hospitality arrangement (not a rental). Hosts should also comply with estate by-laws (condo/HDB/MCST) and avoid conduct that resembles short-term rental operations.

If the host & guest choose to extend the stay for Antioch21 Summit (1–3 Oct 2026), it remains an unpaid hospitality arrangement and must continue to comply with estate by-laws and applicable housing rules.

8.1 Purpose & obligations

We collect and use personal data only to run SG500 Open Homes (vetting, matching, communications, incident handling, post-event feedback) and to meet our responsibilities under Singapore’s Personal Data Protection Act (PDPA).

8.2 Data we collect

Hosts: name, contact, general location, church affiliation/reference, household composition (adults/children), no. of available rooms, languages, home accessibility, emergency contact.

Guests: name, contact, nationality, gender, preferred language, accessibility/dietary needs, pastoral recommendation.

We avoid collecting NRIC/FIN/passport numbers unless legally necessary (e.g., verification or incident reporting).

8.3 Consent & notifications

We will tell you (in a privacy notice) what data we collect, why we need it, who we may share it with, and how long we keep it. We will ask for your consent when you sign up, and we will ask separately for any optional uses (e.g., photography, publicity).

You may withdraw consent at any time by contacting the Privacy Contact (DPO). If you withdraw consent, SG500 may not be able to continue matching/hosting you, and we will stop using or sharing your data for that purpose.

8.4 Accuracy, access & correction

You can ask to see the personal data we hold about you and request corrections (e.g., updated contact details). We will respond within a reasonable time. We may need to verify your identity and may provide information about how your data was used or shared in the past year, where required.

8.5 Protection (security controls)

We adopt reasonable security measures such as role-based access (need-to-know), staff/volunteer confidentiality, and appropriate technical controls (e.g., MFA for admins, restricted sharing, and secure storage).

8.6 Retention & disposal

We retain matching/operations data through the event and incident resolution. Default retention: 12 months post-event for debrief/audit, then secure deletion/anonymisation unless a legal hold applies.

8.7 Sharing & cross-border transfers

We share personal data only with: (i) the assigned Host/Guest; (ii) SG500 operations on a need-to-know basis; (iii) church verifiers (limited fields); (iv) processors/vendors (e.g., email/CRM) under binding terms.

If systems are hosted overseas, we will take reasonable steps to ensure comparable protection when transferring data.

8.8 Data incident / breach response

We treat any loss, unauthorised access/disclosure, or ransomware affecting personal data as a data incident. We will assess and respond promptly, including any required notifications under the PDPA, and keep records of incidents and actions taken.

8.9 Privacy Contact (DPO) & contact details

Privacy Contact (DPO/DPO representative): Mervyn (TBC)

Email/Phone: (TBC)