INTRODUCTION

Infant Jesus Academy (IJA) collects, generates, maintains, and processes information from job applicants and employees. This Data Privacy Notice describes what information is collected, how IJA uses the information and with whom IJA shares the information. This notice covers all data, documents, and other files collected or generated manually via paper-based processes and electronically via any of the information systems used by the school in its day-to-day operations.

The processes and policies set forth in this document shall be applied and interpreted in agreement with all relevant laws of the Republic of the Philippines, including the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations.

DATA COLLECTION

The following is a list of personal information we collect or generate in the different phases of one’s job application and during the course of employment with IJA:

During the application process

1. the applicant’s name, date of birth, sex assigned at birth, and the names of his/her parents all verified via Birth Certificate from the Philippine Statistics Authority (PSA);
2. national identifiers such as citizenship, residency and work permit status, and government issued identification numbers;
3. contact email addresses, home address, social media IDs, and telephone numbers;
4. medical information including existing medical conditions, allergies, and fitness for work;
5. names, birth dates, and contact details of spouses/partners, children, and dependents;
6. relationships to current or former IJA personnel;
7. academic background including high schools, colleges and/or universities attended, years attended, grades, degrees and certificates attained, and awards received;
8. professional background including job titles/positions held, names of previous employers, performance, disciplinary, training records, achievements, and affiliations with professional organizations;
9. licenses held including professional licenses and driver’s license;
10. CCTV footage and other photos or videos collected for documentation purposes;
11. cookies and other metadata collected when using the school’s web and social media sites; and
12. all other information obtained via tests, interviews, and background checks.

During Employment at IJA

1. attendance information including absences, tardiness, leaves and vacations taken;
2. medical information including physical examinations results, laboratory test results, illnesses and injuries, and medical conditions;
3. roles and functions performed and official designations held;
4. compensation and benefits, loans, government and retirement fund contributions;
5. training records including seminars and workshops attended or conducted;
6. past and present memberships to professional organizations and positions held;
7. grievances;
8. disciplinary cases involved in either as the respondent or witness;
9. participation in any work-related activities, meetings or committees;
10. CCTV footage and other photos or videos collected for documentation purposes; and
11. cookies and other metadata collected when using the school’s web and social media sites Upon Separation
12. information gathered through exit interviews;

Incidental and Unsolicited Information.

By submitting any form or document, manually or electronically, you certify that you have obtained the consent of any third parties whose information you have shared with us including but not limited to names of emergency contact persons and their contact information and your relationship to them.

STORAGE AND SECURITY

All paper-based files are stored and secured on campus while electronic files and data are kept on secure systems protected by two-factor authentication, firewalls and encryption. Please note that protecting your personal devices, passwords, and external email accounts is your responsibility. We ask that you kindly inform us as soon as you notice any security breaches to your work-related accounts and devices so that we can disable access to your school management system account and prevent further malicious access.

Sensitive and privileged information such as those related to mental and physical health, counseling, disciplinary incidents, and abuse are not stored electronically and files pertaining to such information are never transferred outside the campus. Furthermore, such information will only be discussed by personnel designated to investigate or handle such cases and other persons involved within secure locations.

For applicants who are not successfully hired, only their names and documents containing the results of their interviews, exams, and teaching demonstrations will be kept for a period of 4 years. All other records will be disposed of.

Employee service records containing each employee’s name, positions held, and their corresponding inclusive dates are archived permanently. All other employee records are stored for the duration of their employment and up to 10 years from the date of separation. Paper-based files may be digitized to preserve legibility. Incidental and Unsolicited information and materials that have no bearing on one’s employment will not be retained.

INFORMATION USAGE

All Information, as described in the previous sections is only used in legitimate activities and processes related to the performance of our legal and contractual obligations as an educational institution and as a duly registered corporation. These activities may include but are not limited to the following:

1. computation and releasing/remittance of salaries, contributions and taxes;
2. planning, providing and managing services and facilities;
3. assignment of tasks and responsibilities;
4. generating reports and forms submitted to the Department of Labor and Employment and other public authorities;
5. evaluating performance;
6. monitoring employees’ physical and mental health and providing initial care or first aid;
7. investigating misconduct and implementing appropriate sanctions;
8. controlling access to facilities and equipment;
9. security and event documentation;
10. communicating work-related information including policies, events, and announcements;
11. aggregating data for statistical purposes in aid of management;
12. creating materials geared towards marketing and community building;
13. sharing your information with third parties as discussed in the section below
    In instances not mentioned above, we will be asking for your consent prior to using your
    information unless there is another legal basis for the processing of personal information.

INFORMATION SHARING

IJA shares your personal information with other individuals or agencies when deemed necessary or beneficial to the fulfillment of our contractual obligations and legitimate interests or as required by law. Here are some examples of said third parties together with the reasons why we may share your information with them.

1. sharing of your personal information with your parents, guardians, or next of kin in the interest of protecting your health, safety, and security, or that of others;
2. featuring photos and/or videos of you or your work or celebrating your achievements in school publications or on social media for marketing and community-building purposes;
3. submitting forms and reports to the Department of Labor and Employment or other government agencies or disclosing information in compliance with court orders and subpoenas;
4. sharing your information with doctors or other medical workers as required by occupational safety and health laws and in the event of an emergency;
5. sharing your contact tracing information to third-party organizations as mandated by the national or local government;
6. sharing of information with accrediting organizations in the interest of continuously improving the quality of our services;
7. providing information to other organizations in relation to your participation in seminars, educational tours or other programs;
8. sharing information with software companies who provide and maintain our information systems for the purpose of troubleshooting and technical support;
9. forms and surveys we publish via Google forms may mean having your browsing information collected by Google;
10. sharing your information with banks and other payment platforms in order to facilitate payments and to address any issues that may arise in relation to your payments;
11. sharing your employment records with other companies you plan to transfer to

YOUR RIGHTS

Under the DPA, you may exercise the following rights pertaining to your personal information:

Your Right to Access the collected data and information pertaining to its source, recipients, processing, reasons for disclosure or processing, location, automated systems involved, access and information about the school;

Your Right to Object to the collection, storage, transfer, or processing of your personal information if the purpose of such activity is not related to your application or enrollment to the school. Please note that if you validly exercise your Right to Object, we may no longer be able to provide you services that require processing of your personal information;

Your Right to Correct your personal information under our custody;

Your Right to Erase or Block your personal information under our custody;

Your Right to Transfer your personal information to other systems or file formats; and

Your Right to file a Complaint with our Data Protection Officer or the National Privacy
Commission

REPORT A DATA PRIVACY ISSUE

By submitting your job application to Infant Jesus Academy or by signing your employment contract you certify that you have read and understood this Data Privacy Notice and give us your consent to collect information about you. If you wish to exercise any of your rights under the Data Privacy Act of 2012 or report any issues related to data privacy, or if you have questions about this document, please don’t hesitate to contact our Data Protection Officer whose contact details are shown below:

FUTURE CHANGES TO THIS NOTICE

The contents of this notice are subject to regular review and may be updated in the future. We will announce such changes through regular coordination meetings.