Privacy Notice

This Data Privacy Policy (also known as a Privacy Notice) concisely tells you about Design Coordinates Inc.’s (DCI) policy regarding the personal data that we collect, use, or process from its employees, consultants and stakeholders. DCI respects your right to privacy and aim to comply with the requirements of all relevant privacy and data protection laws, particularly the Data Privacy Act of 2012 (DPA). As in the case of the National Privacy Commission (NPC), we also seek to strike a balance between your personal privacy, and the free flow of information, especially when pursuing our legitimate interests and when necessary to carry out our responsibilities as the company where you are employed, partnered with or do business. In this Policy, the terms, “data” and “information” are used interchangeably. When we speak of “personal data”, the term includes the concepts of personal information, sensitive personal information, and privileged information. The first two are typically used to distinctively identify you. For their exact definitions, you may refer to the text of the DPA or you can visit the website of the National Privacy Commission. You should also note that while we give examples here to explain this Policy in simple and clear language, they do not make up an exhaustive list of all the data that we process .

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    Information We Collect, Acquire, or Generate

    We collect, acquire, or generate your personal data in many forms. They may consist of written records, photographic and video images,
    digital material, and even biometric records. Examples include:
    1. Information you provide us during your application for employment. When you apply with us for employment, we collect, among others: (1) personal database, like your name, email address, telephone number, and other contact details; (2) data about your personal circumstances, such as your family background, employment history, and other relevant circumstances, schools attended, professional licensure, trainings and seminars, and medical records; and (3) and any or all information obtained through interviews and/or during trade tests and pre-employment checklists.
    2. Information we collect or generate during employment and within your engagement with the company. When you on-boarded the company, we may also collect additional information about you, including: (1) your personal milestone, such as the birth certificate of your new born child, death certificate of your family member, marriage contract etc.; (3) co-curricular activities that may require acquisition of your passports, driver’s license, government issued IDs, bank certificate, certification from government agencies/LGUs, payslips, etc.; (4) your extra-curricular activities, such as membership in professional organizations, leadership positions, and participation and attendance in seminars, competitions, programs, outreach activities, and personal development programs; and (5) any disciplinary incident that you may be involved in, including accompanying sanctions. There will also be times when we will acquire other forms of data like pictures or videos of activities you participate in, via official documentation of such activities, or through recordings from closed-circuit security television cameras installed within the company and all project site offices.
    3. Unsolicited Information. There may be instances when personal information is sent to or received by us even without our prior request. In such cases, we will determine if we can legitimately keep such information. If it is not related to any of our legitimate interests, we will immediately dispose of the information in a way that will safeguard your privacy. Otherwise, it will be treated in the same manner as information you provide us.If you supply us with personal data of other individuals (e.g., person to contact in the event of an emergency), we will request you to certify that you have obtained the consent of such individuals before providing us with their personal data
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    How We Use Your Information

    To the extent permitted or required by law, we use your personal data to pursue our legitimate interests as an employer and business partner,
    including a variety of administrative, employee-employer relationship, business, historical, and statistical purposes. For example, we may use the information we collect for purposes such as:
    1. evaluating employment applications;
    2. processing compensation & benefits;
    3. recording, generating, and maintaining employment records also known as 201 file;
    4. recording, storing, and evaluating employee database, such as personnel action notices, code of discipline records, performance evaluations;
    5. recording, generating, and maintaining records, whether manually, electronically, or by other means;
    6. establishing and maintaining employee information systems;
    7. sharing of relevant information between and among accredited vendors, and others with legitimate official need, for benefits administration and compensation review;
    8. processing loan applications, grants, allowances, reports to benefactors, and other forms of financial assistance;
    9. investigating incidents that relate to employees behavior and implementing disciplinary measures;
    10. maintaining directories and employee records;
    11. compiling and generating reports for statistical and data management purposes;
    12. providing benefits and employee welfare such as health, insurance, counseling, information technology, safety and security;
    13. managing and controlling access to office and equipment;
    14. communicating official announcements;
    15. sharing marketing and promotional materials regarding business-related functions, events, projects, and activities;
    16. sharing your information with persons or institutions as provided below.

    We consider the processing of your personal data for these purposes to be necessary for the performance of our contractual obligations to its employees, business partners, for our compliance with a legal obligation, to protect your vitally important interests, including your life and health, for the performance of tasks we carry out in the public interest (e.g., public order, public safety, etc.), or for the pursuit of the legitimate interests of the company or a third party. We understand that the DPA imposes stricter rules for the processing of sensitive personal information and privileged information, and we are fully committed to abiding by those rules.
    If we require your consent for any specific use of your personal data, we will collect it at the appropriate time.
    Please note further that we will not subject your personal data to any automated decision-making process without your prior consent.

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    How We Share, Disclose, or Transfer Your Information

    To the extent permitted or required by law, we may also share, disclose, or transfer your personal data to other persons or organizations in order
    to uphold your interests and/or pursue our legitimate interests as an employer and business partner. For example, we may share, disclose, or transfer your personal data for purposes such as:
    1. posting of recognition, awarding of financial aid and merit grants, work schedules, online, in company portal, or other places such as official social media account;;
    2. sharing of your personal data with your parents, guardians, or next of kin, as required by law, or on a need-to-know basis, as determined by the company, in order to promote your best interests, or to protect your health, safety, and security, or that of others;
    3. sharing of information to accredited vendors for purposes of training, financial support, and other forms of assistance;
    4. distribution of the list of employees for recognition, awardees, distribution and assignment for employee activities in preparation for and during general staff assembly;
    5. reporting and/or disclosure of information to the NPC and other government bodies or agencies (e.g., Department of Labor & Employment, Bureau of Working Conditions, Bureau of Immigration, Department of Foreign Affairs, Social Security System, Bureau of Internal Revenue, Professional Regulation Commission, PhilHealth, Home Development Mutual Fund, etc.), when required or allowed by law;
    6. sharing of information with entities or organizations (e.g. HMO, Life Insurance Providers ,Broker on Record, Industry Relevant Organization , Colleges and Universities,) for accreditation, membership and similar purposes;
    7. complying with court orders, subpoenas and/or other legal obligations;
    8. conducting internal research or surveys for purposes of continuing development and process improvement;
    9. publishing academic, co-curricular, and extra-curricular achievements and success, names of awardees in company bulletin boards, website, social media sites, and publications;
    10. sharing your academic accomplishments or honors and co-curricular or extra-curricular achievements with schools you graduated from, awards and commendations from the companies you worked for or were previously employed in;
    11. use of photos, videos, and other information in order to promote the company, including its activities and events, through marketing or advertising materials, such as company profile, brochures, website posts, newspaper advertisements, physical and electronic bulletin boards, and other media;
    12. live-streaming of company events;
    13. publication of communications with journalistic content, such as news information in news publications, and social media sites;
    14. providing information such as employee database and photos to partner hospitals, local health centers and other similar organizations.
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    How We Store and Retain Your Information

    Your personal data is stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between
    departments and different units or offices. Access to your personal data is limited to HRSD personnel who have a legitimate interest in them for the purpose of carrying out their functional duties. Rest assured that our use of your personal data will not be excessive.
    Unless otherwise provided by law or by appropriate company policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or company policy, all affected records will be securely disposed of after such period.
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    Your Rights with Respect to Your Personal Data

    We recognize your rights with respect to your personal data, as provided by the DPA. If you wish to exercise any of your rights, or should you have any concern or question regarding them, this Notice, or any matter involving the University and data privacy, you may contact the Data Protection Officer (DPO) at:
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    Changing This Policy

    We may, from time to time, make changes to this Policy. Access to your personal data is limited to HRSD personnel who have a legitimate
    interest in them for the purpose of carrying out their functional duties. Rest assured that our use of your personal data will not be excessive.
    Unless otherwise provided by law or by appropriate company policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or company policy, all affected records will be securely disposed of after such period.
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    Other Company Policies

    Other policies of the company, which are not inconsistent with this one, will continue to apply If any provision of this Policy is found to be
    unenforceable or invalid by any court having competent jurisdiction, the invalidity of such provision will not affect the validity of the other provisions, which shall remain in full force and effect.