Collection of Personal Data

Infobuilder’s Data Protection Officer (DPO) and HR department are responsible for collecting the personal data of employees. Personal Data collection mainly happens during recruitment and the employee on-boarding process. During the application process, applicant/s may disclose necessary information in paper-based and/or electronic format. infobuilder will ensure that Personal Data is collected within the boundaries defined in this Policy. This applies to Personal Data that is collected in person, or by completing a form.

 

When collecting Personal Data, Infobuilder will ensure that employees and applicants:

• Clearly understand why the Personal Data is needed;
• Understand what the Personal Data will be used for and what the consequences are if he/she decides not to give consent to processing;
• As far as is reasonably possible, explicit consent from the Data Subjects should be properly obtained and evidenced by written, electronic or recorded means, and done prior to collection of Personal Data. Furthermore, as far as is reasonably practicable, the employee should be competent enough to give consent and has given so freely without any duress.

 

Use of Personal Data

The Company uses Personal Data mainly for the following purposes, without limitation:

• Payroll processing
• Medical assessments
• Recruitment processes
• Training and development processes
• Compensation and benefit processing
• Employee background checking processes
• Employment termination and retirement processing
• Attendance and leave management

 

HR operations and reporting Personal Data will be retained, shared, updated and disposed according to internal polices including this Privacy Policy and other relevant record management processes and procedures to ensure high quality and secure information management.

 

Further Disclosure

We take reasonable precautions to ensure non-affiliated third parties and affiliates, to whom we disclose employee Personal Data are aware of our Privacy Policy and will treat the data in a similarly responsible manner. A Non-Disclosure Agreement (NDA) will be signed between relevant authorities.

 

Accuracy and Access

The Company will keep employee Personal Data as accurate, complete, and up-to-date as is necessary for the purpose for which it is processed. All employees are responsible for updating the HR department with their latest and accurate Personal Data.

 

Security

The Company employs adequate organizational, physical, and technical security measures

such as password protection, encryption, firewalls and other controls, to ensure and preserve the confidentiality, integrity and availability of Personal Data. Only authorized persons from the Company have access to an employee’s Personal Data. Employees who misuse any data are subject to disciplinary action, including termination.

 

Retention and Disposal

The Company will retain your Personal Data for only as long as is necessary for the fulfillment of the business process. All paper-based and digital records are retained with necessary security measures based on Infobuilder’s record retention procedures.

 

Applicable Law and Rights

The Company upholds compliance with Republic Act No. 10173 or the Data Privacy Act of 2012 , its Implementing Rules and Regulations (IRR), and other relevant policies,

including issuances of the National Privacy Commission. The Company acknowledges the

right of employees to be informed, object to processing, access and rectify, suspend or withdraw Personal Data, and be indemnified in case of damages pursuant to the provisions of the DPA.

 

Changes to Privacy Policy

The Company reserves the right to amend this Privacy Policy at any time, consistent with

applicable law. In such case, an updated version of the Privacy Policy will be posted in our

website. If we are required to use Personal Data in a manner different from that stated at the time of collection, we will notify the employee, who will have a choice as to whether or not we can use the Personal Data in such a way.

 

How to Contact Us

For any queries, clarifications or requests on any aspect of this Privacy Statement, the exercise of rights pertaining to Personal Data or to discuss our processing of an employee’s Personal Data, please contact the HR department at (02) 7205485.