GOLD COIN APPLICANT AND EMPLOYMENT DATA PRIVACY STATEMENT AND CONSENT FORM
APPLICANT AND EMPLOYMENT DATA PRIVACY STATEMENT AND CONSENT FORM
GOLD COIN APPLICANT AND EMPLOYMENT
DATA PRIVACY STATEMENT AND CONSENT FORM
Collection and Processing of Personal Data
In connection with my application for employment with the Company, I understand that the Company collects, uses, transfers, retains and disposes my personal data (sometimes referred to as “personal information, sensitive personal information or personally identifiable information or PII”), allowing it to assess my suitability for the position I am applying for. I consent to the collection and further processing of my Personal Data including information about my identity, previous work experience, educational background, professional qualifications and standing with professional bodies including sanctions if any, dealings with any government agencies, bank or other financial institution, or information about any judicial, quasi-judicial or administrative case or proceeding, filed for or against me.
Personal Data of Third Parties
I represent and warrant that I have obtained the prior consent of third parties whose Personal Information is included in my application documents. I hereby release the Company from any liability arising from the processing of my Personal Information in the manner described in the Consent Form.
Disclosure of Personal Data
I understand that the Company may engage a third party (the “Company Representative”) to verify or validate the information I have provided in relation to my application. I consent to the disclosure by the Company of my Personal Data to the Company Representative who may do further collection and processing of my Personal Information including disclosure of my Personal Data to the Company Representative’s own affiliates or third party service providers. Processing of my Personal Information by the Company Representative such as storage may occur in other countries.
In the event that I am employed by the Company and during the course of my employment, the Company will collect, process and maintain certain Personal data including all personal identifiable information. I understand that the collection and processing of these Personal Information by the Company are necessary so that the Company can carry out its obligations to me as my employer, comply with legal and regulatory requirements and manage its business.
“Processing” means any action performed by the Company or any third party acting upon the instruction of the Company on my Personal Data including, but not limited to, the collection, recording, organization, storage, updating, retrieval, use, erasure or destruction of my Personal Data.
I am aware that the Company may share with or disclose my Personal Data to:
1. Any of our affiliates or subsidiary within or outside the country only for the purposes we have collected your Personal Data;
2. Any quasi-judicial or judicial tribunal where we have reason to believe that disclosing your Personal Data is necessary for establishing a legal claim or defense, including to obtain legal advice, to exercise the rights of the Company or those of its affiliates or subsidiaries or to institute any legal action, whether under our contract with you or against any third party; or
3. Any person as required or permitted by law, rule or regulation or by any decision or order of any court or government agency.
Any access to Personal Data will be limited to the person who requires your Personal Data to perform the functions for which personal information has been collected, and as required or allowed by law. We do not sell, trade, or otherwise transfer your Personal Data to third parties. If shared, we will, at your request, provide you with details of the companies with whom we have shared your Personal Data.
TYPES OF PERSONAL INFORMATION COLLECTED AND PURPOSES OF PROCESSING
1. Payroll and benefits administration
The Company collects, uses, stores, maintains or otherwise processes my Personal Information to allow the Company to pay and deduct my salary and provide me with the statutory and other Employee benefits (such as leave, loan and medical benefits) I am entitled to in a timely manner.
The Personal Information processed for this purpose may include my name, address and other contact details, date of birth, gender, civil status, nationality, relevant government-issued identification numbers (such as my tax identification number and ID numbers issued by local government, social and security system, Company-appointed health insurance corporation), job and position data, biometric data including data on attendance or hours worked, terms of employment details, tax details, family relationship including beneficiary and dependent details, payment details such as payroll account numbers, financial information including credit history or information, Personal File, data generated during the performance of the employment contract, medical records and history, correspondence with the Company with regard to salary and benefits matters, benefits availment history.
2. Strategic human resources planning and work assignment management
The Company also processes my Personal Information for purposes of planning for its future human resources needs in order to meet its strategic goals, as well as to manage work assignments to meet current organizational requirements.
The Personal Information processed for this particular purpose may include my age, length of tenure with the Company including remaining years to retirement, areas of expertise, career goals, results of performance appraisals, training attended, educational background, work experience, current projects and work assignments.
3. Performance review and talent development
The Company regularly reviews my performance to determine my qualification for promotion, salary increases, bonuses and additional benefits, as well as to offer me career opportunities within the Company or in other companies of the Aboitiz Group.
Personal Information processed during performance reviews include my personal goals, performance appraisal ratings, feedback from supervisors and colleagues, performance improvement plan, disciplinary record, past work and assignments, areas of expertise, skills set, work experience and educational background.
The Company also uses the foregoing Personal Information to identify the appropriate training, mentorship, coaching or other forms of career guidance or personal development to suit my career goals and needs.
4. Promotion of employee engagement and well-being
The Company may also ask me to participate in surveys or interviews to study Employer culture and measure the level of employee engagement. My answers to these surveys and studies are used to identify and develop programs to increase employee engagement and motivation, and to promote employee well-being.
5. Protection of my vital interests
When it is necessary to process my Personal Information to protect my vital interests, the Company will do so. For example, the Company processes or will process my Personal Information in connection with its crisis or disaster preparedness planning or during the occurrence of a crisis or disaster.
The Company may process my contact details, family relationships, home address, location, health data and other relevant Personal Information for this purpose.
6. Employer communications
The Company may use my Personal Information in its communications with its stakeholders (internal and external) and the public. These Employer communications include annual reports for the Company’s shareholders and investors; magazines, newsletters, announcement and books published by the Aboitiz Group; posts and stories in Employer or Aboitiz Group portals, social media accounts and websites; newspaper articles about the Company or the Aboitiz Group.
Personal Information that may be used for these publications may include my personal quotes or personal stories about my work or experience in the Company or in the Aboitiz Group that you have agreed to share for publication, as well as my name, job and position, and pictures.
7. Compliance with law and regulation or legal obligation
The Company collects, uses, stores or discloses my Personal Information to regulatory agencies or to third parties (such as a counterparty to a contract) to comply with applicable laws and regulations or to comply with legal obligations.
The Personal Information Controller or the Data User may process for this purpose may include my name, contact details, date of birth, gender, civil status, nationality, government-issued ID card or passport details, employment status, medical certificate, medical report, health data, disciplinary record, financial information and transaction, job and position data, work permit data, terms of employment details.
If I am an officer, the Company may also be required to disclose information about my shareholdings, and tax returns, educational background, business and work experience including directorships held within and outside the Aboitiz Group, family relationships, photos and involvement in any legal proceeding.
8. To monitor compliance with Employer policies and regulations
The Company may also use my Personal Information to monitor compliance with the Company policies and regulations, including the Company’s Code of Ethics and Business Conduct. For example, the Company collects information about my use of its networks, systems and information to check compliance with its policies. Such information include the time and date of my logins, the type of information and files shared, the search queries made, the type of device used, the mobile number of the device, IP addresses, MAC addresses, documents accessed and duration of access, mobile network information, mobile operating system and mobile browser used, time zone settings and device details.
If an employee is suspected of behavior or actions that are not compliant with the Company’s policies and regulations, the Company may use more specific content and traffic data for any investigation or inquiry that may be conducted. The Company will use these data to make legal decisions and to conduct legal proceedings. Such data includes my internet communications (including social media), sent and received email messages, printed documents, data on computers and storage devices (including USB sticks, portable hard drives) and data on back-ups.
9. People Analytics
The Company may conduct assessments or studies to improve organizational capability, enhance employee experience or solve business problems for and on behalf of the Company, and its subsidiaries, affiliates, and other entities under common control (the “Aboitiz Group”). This may require your personal data such as name, age, gender, civil status, address, educational background, religion, nationality and other demographic data, your health data (subject to compliance of existing laws), your work-related information (e.g career movements, developments plants, performance, transaction made as a team member of the company), and responses to data collection tools ( e.g surveys, assessments,etc).
In conducting assessments or studies, the Company and/or and its subsidiaries, affiliates, and other entities under common control (the “Aboitiz Group”) may use machine learning techniques and other data science methodologies, or partner with a third party service provider.
10. Other legitimate business purposes
In some cases, the Company collects, uses, discloses and stores my personal data for legitimate business purposes beyond those specifically stated in numbers 1 to 8. Such legitimate business purposes may include, without limitation, (i) the requirements of the general internal management of the Company; (ii) management reporting and disclosure purposes in the context of mergers, acquisitions, divestitures, and financing (initial public offerings, secondary offerings, and loans); (iii) requirements necessary to allow you to perform my tasks in the regular course of business or (v) HR studies or analyses to facilitate better decision making.
The Company may need to disclose my personal data for legitimate business purposes to the third parties identified below.
For this purpose, the Company may collect, use, disclose, store, or otherwise process, without limitation, my your name, contact numbers, email address, spouse’s name, number of children, number of employees, area of coverage and assets, monthly sales, monthly expenses and monthly income, house ownership, residence, billing address, years of stay in residence, depositary banks, and other businesses, sensitive personal information such as your age, date of birth, bank account numbers, religion, marital status, date of marriage, profession, tax identification number, government issued identification cards, financial information ,job and position data, biometric data including data on attendance or hours worked, terms of employment details, tax details, family relationship including beneficiary and dependent details, payment details such as payroll account numbers, financial information including credit history, 201 file or Employee Data and other HR files or data including but not limited to my performance ratings, medical records and history, correspondence with the Company with regard to salary and benefits matters, benefits availment history and internet usage. and tax returns, among others and other information relevant to customer or applicant surveys and/or offers (collectively, your “Personal Data”).
PERSONS/ENTITIES AUTHORIZED TO ACCESS PERSONAL DATA
1. Access to my Personal Information within the Company
Aside from the HR Department, my Personal Information can be accessed by other Employer departments such as IT, Accounting, Governance and Compliance, Legal Management Service or the Data Privacy Officer, but only to the extent necessary to fulfill their respective tasks.
2. Access to my Personal Information by third parties
In limited circumstances, the Company may need to disclose, share or provide access to third parties my Personal Information for the purposes described in this Privacy Statement. The Company will comply with applicable laws and regulations in disclosing my personal data to third parties.
The Company may disclose my personal data to the following third parties:
(a) Service providers engaged by the Company to carry out functions or activities related to its legitimate business activities in connection with the services they are providing to the Company. These service providers may include, without limitation, payroll and healthcare administration providers; financial, tax, legal, authorities, technology or other consultants or advisors; auditors; insurance providers; information and communication technology service providers; travel agencies; transportation service providers.
(b) The parent Employer, subsidiaries and other affiliates of the Company to facilitate management of human resources in the Aboitiz Group, including postings, assignments, career advancement opportunities in any of the Company’s subsidiaries or affiliates where appropriate.
(c) Government agencies, other regulatory authorities (such as stock exchanges), quasi-judicial or judicial authorities to comply with laws, regulations or lawful orders.
(d) Any person or entity to whom the Company proposes to assign or transfer any of its rights and duties.
The Company endeavors to retain my Personal Information only for as long as it is necessary to fulfill the purposes stated above, except when as otherwise required or permitted under applicable laws, regulations or lawful orders of authorities, or for the establishment, exercise or defense of legal claims.
We may, instead of destroying or erasing my Personal Information, make it anonymous such that it cannot be associated with or traced back to you.
RIGHT TO OBJECT, ACCESS, RECTIFICATION, ERASURE/BLOCKING
I understand that I have the following rights in regard to the processing of my Personal Data:
1. Right to object if my Personal Data is processed for purposes other than stated in this Declaration and Privacy Consent.
2. Right to access how my Personal Data was processed and with whom it was shared.
3. Right to dispute any inaccurate or erroneous Personal Data and to have the Company correct such inaccurate or erroneous information.
4. Right to suspend or order the blocking, removal or destruction of Personal Data that is erroneous, outdated, or unlawfully obtained, or processed not in according to the purposes stated and with the law.
Concerns About Processing:
If you have any concerns or problems with the way your personal data has been handled, please contact our Data Protection Officer at firstname.lastname@example.org. To assist us in dealing with your complaint, you may be requested for information which may consist of Personal Data and you consent to such disclosure.
Company Data Protection Officer
Mailing Address: Data Privacy Officer, 47 Scotts Road, Goldbell Towers, #16-01/02, Newton, 228233, Singapore
Please use the following subject format: Inquiry on Data Privacy
To know more about exercising your rights as data subject, please visit https://www.goldcoin-group.com/privacy-statement/
Sending your application containing personal data and related Personal Identifiable Information to the Company means you have agreed to the purposes stated above.
NOTIFICATION OF CHANGES: We recommend that you check this privacy notice every time you visit our website or mobile applications as we may update this privacy notice from time to time, by posting the amended notice on this page. Any changes will be effective when posted.