Privacy Notice
What we collect, why, and the rights you have over it.
This notice explains what personal data the HR & OMS platform collects, why, and the rights you have over it, in line with the Philippine Data Privacy Act of 2012 (RA 10173) and, for users in scope of it, the EU General Data Protection Regulation.
What we collect
When you self-register or are onboarded by HR, we collect your name, email address, and username. Once your account is linked to an employee record, additional employment data may be processed, including attendance and time-in/time-out records (including RFID tap events), leave and overtime requests, payroll and compensation records, performance review records, government-mandated identifiers where applicable, and an ID photo for your company ID card.
Why we collect it
This data is processed to administer your employment: authenticating you, recording attendance and computing pay, evaluating leave and overtime requests, running performance reviews, issuing your company ID, and meeting the employer's statutory reporting obligations. We do not sell personal data or use it for advertising.
How long we keep it
Active employment records are retained for the duration of your employment. Once an account or employee record is deleted, it is retained in a recoverable state for 365 days (to allow correction of processing errors) before permanent removal, unless a longer period is required by law (e.g. payroll and tax records).
Who can see it
Your data is visible to HR and platform administrators who need it to perform their role, and to your line manager where the platform's approval workflows require it (e.g. leave, overtime, and correction requests). It is not shared with third parties except service providers strictly necessary to operate the platform (e.g. cloud hosting, email delivery).
Your rights
You may request a copy of the personal data we hold about you, and you may request its correction or erasure, subject to our statutory retention obligations. Self-service tools for both are available from your My Portal profile under Privacy & Data. Erasure requests are reviewed by HR before being carried out, since your data may still be needed to satisfy legal or payroll obligations.
Contact
Questions about this notice or how your data is handled can be sent through our contact page, or directly to your HR department.