Privacy Policy

PRIVACY NOTICE

This Privacy Notice explains how Hamlin-Iturralde Corporation (TeamAsia) collects, uses, and protects personal information from website visitors, potential clients/engaged client, potential suppliers/engaged suppliers, My Dream of the Shoebox donors, employees, project managers, consultants  and job seekers. It also outlines your rights as a data subject and how you can exercise them.

This notice aims to express our intent of transparency in how we collect, use, store, share, and protect the information that you have entrusted to us, in accordance with the Data Privacy Act of 2012 and the laws of the Philippines.

Personal information is defined as any type of information or data that is used to distinguish, identify, or contact you.

COLLECTION OF PERSONAL INFORMATION

We collect personal information directly from you when you provide it to us through our website, and other channels such as email and social media platforms . The personal information we collect may include 

1. Website Visitors
   1. Technical data on browsing the Website e.g. login information, language, device ID and type, operating system, application settings as well as other data collected by means of cookies and similar technologies;
2. Potential/Engaged Clients
   1. Name of Point Person
   2. Contact Details,
   3. Email Address,
   4. Business Address,
   5. Job Title,
   6. and other information that is relevant to our business relationship.
3. Potential/Engaged Suppliers
   1. Name of Point Person
   2. Contact Details,
   3. Email Address,
   4. Business Address,
   5. Job Title,
   6. and other information that is relevant to our business relationship.
4. My Dream of the Shoebox Donors
   1. First Name
   2. Last Name
   3. Company Name
   4. Email Address
   5. Phone Number
5. Job Seekers
   1. Name
   2. Email Adress
   3. Phone Number
   4. CV
   5. Personal Data Sheet
   6. Personality Test
6. Employees, Consultants & Project Managers
   1. Full name, job title, department
   2. Contact information such as residence address, phone number, and email address, Other personal information such as civil status, citizenship, and birthday, gender, pronounce
   3. Family background information such as name of parents, nature of work of the parents, and number of siblings
   4. Work experience such as name of your previous employment/company, tenureship, qualifications, certificate of employment
   5. Educational background information such as name of schools, year graduated, diploma, certification, training and transcript of record.
   6. Personality test and Data sheet
   7. English Proficiency test (if applicable)
   8. Government IDs such as SSS, Pag-ibig, Philhealth, BIR/TIN and NBI Clearance
   9. Performance evaluations and disciplinary records Health-related information (if necessary for employment purposes)
   10. Compensation and benefits information
   11. Photos and videos captured during employee engagement activities.

USE OF PERSONAL INFORMATION

We use your personal information for the following purposes:

• To measure the performance of our website and other campaigns.
• To communicate with you regarding our products and services, promotions, and events.
• To fulfill contractual obligations to the clients, comply with legal requirements and to provide proper remittances of output tax to the government agency.
• To accurately calculate and disburse payments to the our vendors.
• To comply with legal obligations such as the payment of input and withholding taxes
• To process your inquiries and requests.
• To evaluate and process your job applications.
• To comply with legal and regulatory requirements.

SHARING OF PERSONAL INFORMATION

We never sell, lend, exchange, post publicly, chat, or send your information to other parties outside of the company. We have strict and stringent human resource policies that safeguard our data, especially our customer data. Breach of these policies are subject to corresponding penalties, depending on the gravity of the offense.

We may shared your information to our bank partners, retirement & HMO providers to process transactions:

1. UnionBank – Employees Payroll, Client and Supplier Payment
2. Metrobank – Client Payment, Government Remittances
3. Securitybank – Government Remittances
4. RCBC – Client Payment
5. Intellicare – HMO Provider
6. Insular – Retirement Provider
7. Prudential Guarantee – Accident Insurance
8. Government Agencies – Taxes and employee benefits

RETENTION OF PERSONAL INFORMATION

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. 

• For website visitors, cookies remain on your device until they are expired or you delete them.
• Potential Clients, if no engagement happened and we didn’t get consent to add you to our emailers, the rentention period is 3 months
• Engaged Clients, the retention period for client data is 5  years after engagement.
• Potential Suppliers, if no engagement happened the retention period is 1 year
• Engaged Suppliers, the retention period for supplier data is 5  years after engagement.
• Job Seekers, job applicants is retained for a period of two (2) months from the time of collection or from the date of the last communication with the applicant, whichever is later
• Employees, Consultants, and Project Managers,

DISPOSAL OF PERSONAL INFORMATION

At the end of the retention period, we will dispose your personal information in a secure manner. This may include permanent deletion or anonymization of data to ensure it cannot be reconstructed or linked to an individual.

RISK INVOLVED

Risk refers to the potential of an incident to result in harm or danger to a data subject or organization. Risks may lead to the unauthorized collection, use, disclosure, or access to personal data. It includes risks involving the confidentiality, integrity, and availability of personal data or the risk that processing will violate the general data privacy principles and the rights of data subjects. 

TeamAsia ensures that adequate physical, technical, and organizational security measures are in place to protect personal information’s confidentiality, integrity, and availability. However, this does not guarantee absolute protection against certain risks involving the processing of personal data, such as when systems are exposed to targeted cyberattacks, malware, ransomware, and computer viruses or when manual records are accessed without authority. 

However, adequate policies are in place to ensure appropriate security incident management in line with existing TeamAsia policies aligned with the Data Privacy Act of 2012.

PROTECTION OF PERSONAL INFORMATION

We implement technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. We also ensure that our employees and authorized personnel who have access to your personal information are trained in data protection and privacy.

We have systems in place, both in our IT systems and within our organizational workflows, that protect and secure our customer information:

1. Role-based access control – Our internal systems assure that each employee level is allowed a specific level of access to our database. Only specific roles in the organizations are allowed access to customer data.
2. Internal data security policy – we have specific protocols in place when accessing and handling data, they are namely:
   1. Password protection policy
   2. Social media policy
   3. Data privacy policy
   4. Non-disclosure agreements and use for marketing communications
3. IT security systems and software – Our internal work processes are protected by selective access. Our firewall software is always up-to-date, and includes an intrusion-prevention system feature. We also have anti-virus software in place all throughout our data systems, servers, and client computers.
4. Secure Socket Layer (SSL) Encryption in our online media, including our various brand websites.

YOUR RIGHTS AS A DATA SUBJECT

As a data subject, you have the following rights under the Data Privacy Act of 2012:

• The right to be informed about the collection and use of your personal information. Kindly email dpo@teamasia.com for inquiries.
• The right to access your personal information and obtain a copy of it. Please click here.
• The right to correct any inaccurate or incomplete personal information. Please click here.
• The right to object to the processing of your personal information for certain purposes. Kindly email dpo@teamasia.com for inquiries.
• The right to erasure or block your personal information under certain circumstances. Please click here.
• The right to data portability, or the ability to transfer your personal information to another organization. Kindly email dpo@teamasia.com for inquiries.

To exercise any of these rights, you may contact our DPO at dpo@teamasia.com. We will respond to your request within a reasonable timeframe and in accordance with applicable laws and regulations.

UPDATES TO THIS PRIVACY NOTICE

Changes on this Privacy Policy will automatically reflect on this webpage as soon as they are available. Once they are made available, they are immediately implemented.

TEAMASIA DATA POINT OF CONTACT

Mr. Jeff Enriquez
Data Protection Officer
dpo@teamasia.com

PRIVACY NOTICE FOR CLOSED CIRCUIT TELEVISION

This Privacy Notice applies to all employees and all visitors to Hamlin-Iturralde Corporation’s (TeamAsia) premises at Polaris Corporate Center, Spectrum Midway, Alabang, Muntinlupa City, and all other individuals about whom TeamAsia collects or holds personal data as a result of the operation of its CCTV systems.

HOW WE OBTAIN YOUR PERSONAL DATA

Our CCTV monitors the main office space and server room 24 hours a day and this data is continuously recorded. Camera locations are chosen to minimize the capture of images which are not relevant to the legitimate purposes of the monitoring.

Images are monitored by TeamAsia’s authorized personnel during working hours only and can be accessed remotely at other times if required.

Live feeds from CCTV cameras are monitored only where this is reasonably necessary, for example, to protect health and safety.

TeamAsia will ensure that live feeds from cameras and recorded images are only viewed by approved members of its staff whose role requires them to have access to such data. This may include TeamAsia’s Executive office, IT, and HR staff involved in disciplinary or grievance matters.

No CCTVs will be placed in areas where there is an expectation of privacy (for example, in  restrooms).

TeamAsia does not carry out covert monitoring or surveillance (that is, where you are unaware that the monitoring or surveillance is taking place) unless, in highly exceptional circumstances, there are reasonable grounds to suspect that criminal activity or extremely serious malpractice is taking place and, after suitable consideration, TeamAsia reasonably believes there is no less intrusive way to tackle the issue.

Any covert monitoring or surveillance will be carried out for a limited and reasonable period of time consistent with the objectives of the monitoring or surveillance and will relate only to the specific suspected criminal activity or extremely serious malpractice.

THE TYPES OF PERSONAL DATA WE USE AND HOW WE USE THEM

The types of personal data we collect and use, the purposes for which we use your personal data, and the lawful bases we rely on to allow us to use your personal data in that way are set out in the table below.

Where the lawful basis is our legitimate interests or the legitimate interests of a third party, we have also indicated what those interests are.

We may have more than one lawful basis for using your personal data.

TYPE OF PERSONAL DATA	HOW WE USE THAT DATA	THE LAWFUL BASIS FOR OUR PROCESSING THAT DATA
Images of individuals on and around TeamAsia Office	To protect and manage the safety of its facilities and assets;	The legitimate interests of staff and visitors and of TeamAsia in protecting the office and their assets
	to increase safety of employees and partners within the company’s facilities, and reduce the fear of crime;	The legitimate interests of staff and visitors in being safe and the legitimate interests of TeamAsia in keeping their staff and visitors safe
	To aid investigation of security-related incidents;	The legitimate interests of TeamAsia and other occupants of or visitors to the office in resolving disputes which arise in the course of disciplinary or grievance proceedings

Where images from our CCTV system are relevant to other occupants of the building or any individual (for instance if they show that their car has been broken into), TeamAsia may share them with those other occupants/individuals if it considers that this is reasonably necessary for any of the purposes set out above.

TeamAsia is not responsible for the use of other occupants or individuals to make copies of those images. You are advised to consult other occupants of the building about how they use your personal data.

TeamAsia may allow law enforcement agencies to view or remove CCTV footage where this is required in the detection or prosecution of crime.

TeamAsia will keep a record of all disclosures of CCTV footage.