Woodfields Consultants, Inc. (“WCI”) respects your right to privacy. We are committed to protecting your privacy and ensuring that all Personal Data collected from you is processed following the data privacy principles of transparency, legitimate purpose, and proportionality in compliance with the Republic Act No. 10173 or the Data Privacy Act of 2012, its Implementing Rules and Regulations, and other relevant government regulations and issuances. We recommend that you read this Privacy Notice to understand how we collect, use, and process your Personal Data.
We aim to protect your Personal Data on the channels you interact with us- through our website, in our offices, on phones, through electronic mail (email), written communication, and through the social messaging system (SMS) platform, such as the official WCI Facebook, Twitter, and Instagram accounts, if available.
1. WHAT IS PRIVACY NOTICE?
A statement made to the Data Subject that describes how the organization collects, uses, retains, and discloses personal information. A privacy notice is sometimes referred to as a policy statement, a fair processing statement, or sometimes a privacy policy.
2. CONSENT
Providing us with your Personal Data signifies that you have read and understood this WCI Privacy Notice and expressly consent to process sensitive information in the manner and the purpose provided in this Notice.
If you do not allow the collection, use, and processing of your Personal Data, kindly refrain from using our website, and/or contact us for any privacy-related concerns.
We may modify this Privacy Notice at any time. To update yourself on any change in processing your Personal Data, please regularly review this Privacy Notice.
3. YOUR DATA PRIVACY RIGHTS
Under the Data Privacy Act of 2012, you have the following rights:
• Right to be Informed whether your Personal Data shall be, are being, or have been processed;
• Right to Object to the processing of your Personal Data;
• Right to Reasonable Access to, upon demand your Personal Data;
• Right to Rectification. Right to dispute the inaccuracy or error in your Personal Data, and have the Parties accordingly correct or cause the correction thereof, unless such is vexatious or unreasonable;
• Right to Erasure or Blocking. Right to suspend, withdraw, or order of blocking, removal, or destruction of your Personal Data from the Personal Controller’s (agency) filling system;
• Right to Data Portability. Right to obtain a copy of the Personal Data, where your Personal Data is processed by electronic means;
• Right to Damages. Right to be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your Personal Data; and
• Right to Complain before government authorities of any data privacy violations committed by either Party in processing your Personal Data.
WCI reserves the right to decide about providing access, requests for correction or erasure, and addressing objections to process data, which are always subject to applicable internal policies, relevant laws, and regulations.
4. COLLECTION, PROCESSING AND RETENTION OF YOUR PERSONAL DATA
The processing of your Personal Data shall adhere to the following general principles in the collection, processing, and retention of Personal Data:
• Collection must be for a declared, specified, and legitimate purpose;
• Personal Data shall be processed fairly and lawfully;
• Processing should ensure data quality;
• Personal Data shall not be retained longer than necessary; and
• Any authorized further processing shall have adequate safeguards.
4.1 WHY WE COLLECT AND PROCESS YOUR PERSONAL DATA?
In general, WCI collects only the Personal Data needed to serve you and carry out our consultancy business operations effectively. We may collect, use, and process your Personal Data for the following general purposes:
• to conduct due diligence before executing a service contract, and to facilitate the fulfillment of the terms of the contract thereafter;
• to respond to your queries, complaints, and requests;
• to provide information about the services we offer;
• to conduct research and analysis to improve customer experience;
• to maintain security; and
• to comply with legal, regulatory, and contractual requirements or obligations.
Using and processing your Personal Data also depends on your transactions with us.
If you inquire about or avail yourself of our services, we may collect, use, or process your Personal Data to:
• conduct an appropriate personal investigation to assess the risk of transacting with you;
• prepare and execute the necessary contract to cover the transaction;
• update our records and keep your contact details and mailing address up-to-date; and
• communicate any advisories, changes, and other information relevant to your contract with us.
If you are a vendor/supplier, a potential vendor/supplier, a partner, a contractor, or a sub-contractor, we may collect, use, or process your Personal Data to:
• conduct the appropriate due diligence checks;
• evaluate your proposal, including your technical, financial, and operational capacity;
• assess the viability of your proposal and process your accreditation;
• communicate any decision on such proposal; and
• perform any other action as may be necessary to implement the terms and conditions of our contract.
If you want to join our workforce, we may collect, use, or process your Personal Data to:
• evaluate your suitability for employment and, with written or expressed consent, retain your Personal Data for a maximum of five (5) years for future job opportunities that may be of interest to you;
• communicate with you about your employment application;
• when hired, process your Personal Data as may be necessary for purposes such as, but not limited to, payroll, benefits application, allowances and refunds processing, tax processing, retirement benefits, and other purposes that demand or require processing of your Personal Data (e.g., to execute business transactions directly related and/or incidental to your job, business travels, socials, and so on);
• while employed, evaluate your performance and career development;
• upon separation, process your Personal Data for the exit interview and prepare your final pay;
• assist, and account for, employees in case of emergency; and
• perform such other processing or disclosure that may be required during WCI’s business or under law or regulations.
If you are a WCI stockholder, we may use, collect, or process your Personal Data to:
• maintain and update your records with WCI;
• administer your stock transactions; and
• comply with legal, regulatory, and contractual requirements or obligations.
If you are a visitor of WCI or any of our project sites, we may use, collect, or process your Personal Data to:
• grant access to our premises; and
• maintain security within our premises.
4.2 WHAT PERSONAL DATA WE COLLECT?
Personal Data collected may include any of the following, among others:
• Your name;
• Your e-mail;
• Your other contact details;
• Your address;
• Your IP address; and/ or
• Any information relevant to the feedback you have provided or the request or transaction you have made.
Further transactions with us may require the processing of your other Personal Data, such as but not limited to the following:
• sensitive personal information, such as age, nationality, marital status, gender, health, education, and government-issued identification documents; and
• employment history.
4.3 HOW DO WE COLLECT PERSONAL DATA FROM YOU?
When you access our website and/or communicate/interact with us, WCI may collect your Personal Data :
• Personal Data sent to us by your web browser
Your web browser may automatically send us Personal Data, which may include your IP address and location, or Non-Personal Data, which may include the pages you access, the operating system you use, and the name and version of your web browser. These are collected to improve your browsing experience. You may want to check your web browser to know more about the Personal Data sent to us by your web browser, and to modify your web browser settings as you see fit.
• Personal Data collected by placing a cookie on your computer
We may also obtain information about you by placing a cookie on your computer. This is typically done to ease navigation through our website. Cookie that may be used are of two kinds – session cookie and persistent cookie. A session cookie is used to place on your computer a computer-generated, unique identifier whenever you access our website. It does not identify you personally and expires as soon as you close your web browser. A persistent cookie does not expire when you close your browser and stays on your computer unless you delete it.
If you do not wish to receive cookie, you may modify your web browser settings to turn them off or delete them from your computer.
• Personal Data you knowingly and voluntarily provide.
We may also process the Personal Data you knowingly and voluntarily provide when you contact us. The Personal Data you provide will then be used to provide the service you requested. For instance, when you e-mail us a query, necessarily, we will collect your name and e-mail address to respond to you.
4.4 WHERE DO WE STORE YOUR PERSONAL DATA?
Your Personal Data is controlled by WCI, a company registered under Philippine laws, whose principal office is at 153 Kamias Road Extension, Kamias, Quezon City.
4.5 HOW LONG DO WE RETAIN YOUR PERSONAL DATA?
WCI retains your Personal Data as prescribed in the WCI’s Policy on Office Documents and Records Schedule for Active Files and Archives. Any extension on the retention period shall be communicated to you unless a longer period is allowed or required by law.
4.6 TO WHOM DO WE DISCLOSE YOUR PERSONAL DATA?
WCI will not disclose your Personal Data to third parties without your consent. It may however share your Personal Data to its other business units. In such cases, your Personal Data will be used in a manner consistent with the purpose for which it was originally collected and to which you consented, and the Data Privacy Act, its Implementing Rules and Regulations, and all relevant regulations and issuances on privacy and data protection.
WCI may also share your Personal Data with third parties who perform services for us. Under such circumstances, we may require our service providers to limit the use of the Personal Data we share with them in a manner consistent with the purpose for which it was originally collected and to which you consented, and the Data Privacy Act, its Implementing Rules and Regulations, and all relevant regulations and issuances on privacy and data protection. Our service providers will not process your Personal Data for any other purpose than what we have agreed with them.
WCI may also share your Personal Data with unrelated third parties, upon your request, when we are legally required to do so, or when we believe it is necessary to protect and/or defend our rights, property, or safety, and those of other individuals. Nevertheless, we will take all the necessary steps to protect your Personal Data.
5. YOUR ROLE IN ENSURING THE COMPLETENESS, ACCURACY AND PROTECTION OF YOUR PERSONAL DATA.
You should ensure that the personal data you submit to us is complete, accurate, true, and correct. Failure on your part to do so may result in our inability to provide you with the necessary services you have requested.
6. HOW TO CONTACT US?
For data privacy requests and concerns, you can get in touch or write to our Data Protection Officer:
The Data Protection Officer
Woodfields Consultants, Inc.
153 Kamias Road Extension, Kamias, Quezon City, 1102
(02) 8925-3621/ (02) 3436-7300/(02) 8925-3621 loc 42
dataprotectionofficer@wci.com.ph
7. CHANGES TO OUR PRIVACY NOTICE
WCI amends this Privacy Notice to ensure that it is consistent with the industry trends, and legal and regulatory requirements applicable to handling your Personal Data. Relevant updates will be posted on the WCI website.
For more information on the WCI Data Privacy Policy and Manual, please visit the WCI Website at wci.com.ph.
For a complete reference on the Data Privacy Act, please visit the National Privacy Commission (NPC) website at https:/www.privacy.gov.ph/.
DPO/10/9/2