Personnel Locator Chart

1. Introduction

The Personnel Locator Chart system is committed in protecting your privacy and ensuring the security of your personal data. This Privacy Policy outlines our practices concerning the collection, use, and disclosure of your personal information in accordance with the Data Privacy Act of 2012 (RA 10173) of the Philippines. By using the Service, you consent to the data practices described in this policy.

2. Data Controller

For the purposes of the Data Privacy Act of 2012, the data controller for the Personnel Locator Chart system is:

3. Information We Collect

We collect several types of information from and about users of our Service, including:

3.1 Personal Data

Personal data refers to any information that can be used to identify you as an individual. We collect the following personal data:

• Full name
• Employee ID number
• Contact information (email address, phone number)
• Department or unit assignment
• Position or job title
• Profile photo (if provided)
• Emergency contact information

3.2 Location Data

The primary function of the Personnel Locator Chart system is to track and display the location of personnel within organizational premises. We collect:

• Your current location within organizational premises
• Time stamps of your location updates
• History of your movements within the premises (limited to the retention period specified in Section 7)
• Status information (available, busy, in meeting, etc.)

3.3 Technical Data

We also collect certain technical information when you use the Service:

• IP address
• Device information
• Browser type and version
• Login timestamps
• System usage statistics

4. How We Collect Information

We collect information through various methods:

• Direct Collection: Information you provide when you register for or use the Service
• Automated Technologies: Information collected automatically through cookies, server logs, and other tracking technologies
• Human Resources Systems: Basic information may be imported from existing HR systems with appropriate authorization

5. Purpose of Data Collection

We collect and process your personal data for the following purposes:

• To provide and maintain the Personnel Locator Chart service
• To track and display personnel locations within organizational premises for operational efficiency
• To facilitate communication and coordination among personnel
• To manage resource allocation and space utilization
• To ensure safety and security within organizational premises
• To assist in emergency response and evacuation procedures
• To generate reports and analytics for organizational planning
• To comply with legal obligations

In accordance with the Data Privacy Act of 2012, we process your data based on legitimate interests of the organization, contractual necessity, compliance with legal obligations, and your consent.

6. Lawful Basis for Processing

Under the Data Privacy Act of 2012, we process your personal data on the following lawful bases:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contractual Necessity: Processing is necessary for the performance of an employment contract to which you are a party of this site
• Legitimate Interests: Processing is necessary for our legitimate interests or those of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms
• Legal Obligation: Processing is necessary for compliance with a legal obligation to which we are subject
• Vital Interests: Processing is necessary to protect your vital interests or those of another person, particularly in emergency situations

7. Data Retention

We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. Different types of data are retained for different periods:

• Basic Profile Information: Retained for the duration of your employment or engagement with the organization, plus an additional period of up to 3 years for administrative purposes
• Location History: Retained for a maximum of 90 days, after which it is anonymized for statistical purposes or deleted
• System Logs: Retained for up to 1 year for security and troubleshooting purposes
• Emergency Response Data: Retained for up to 3 years as required by safety regulations

We will also retain your personal data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

8. Data Sharing and Disclosure

We may share your personal data with the following categories of recipients:

• Legal Authorities: When required by law, court order, or governmental regulation
• Emergency Services: In case of emergencies, your location data may be shared with emergency responders
• Service Providers: Third-party vendors who provide services on our behalf, such as hosting, maintenance, and security
• Internal Personnel: Authorized employees and management who need access to the data for operational purposes

All third-party service providers are required to take appropriate security measures to protect your personal data in accordance with our policies and the Data Privacy Act of 2012. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

9. Data Security

We have implemented appropriate technical and organizational measures to ensure a level of security appropriate to the risk of processing your personal data, including:

• Encryption of personal data during transmission and storage
• Regular testing and evaluation of the effectiveness of security measures
• Access controls and authentication procedures
• Regular security assessments and audits
• Staff training on data protection and security
• Incident response procedures

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the National Privacy Commission and affected data subjects in accordance with the requirements of the Data Privacy Act of 2012 and its Implementing Rules and Regulations.

10. Your Rights as a Data Subject

Under the Data Privacy Act of 2012, you have the following rights regarding your personal data:

• Right to Information: You have the right to be informed about the collection and processing of your personal data
• Right to Access: You have the right to request access to your personal data that we hold
• Right to Correction: You have the right to request correction of inaccurate or incomplete personal data
• Right to Erasure or Blocking: You have the right to request the deletion or blocking of your personal data under certain circumstances
• Right to Object: You have the right to object to the processing of your personal data
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used format
• Right to Damages: You have the right to be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data
• Right to File a Complaint: You have the right to file a complaint with the National Privacy Commission for violations of your data privacy rights

To exercise any of these rights, please contact our Data Protection Officer using the contact details provided in Section 13.

11. Cookies and Tracking Technologies

The Personnel Locator Chart system uses cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier.

We use the following types of cookies:

• Essential Cookies: Necessary for the operation of the Service
• Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and see how visitors move around our Service
• Functionality Cookies: Used to recognize you when you return to our Service
• Session Cookies: Used to maintain your session while using the Service

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

12. Children's Privacy

The Personnel Locator Chart system is not intended for use by individuals under the age of 18. We do not knowingly collect any personal information from children under the age of 18. If you are a parent or guardian and you are aware that your child has provided us with personal data, please contact us so that we can take necessary actions.

13. Data Protection Officer

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO using the details below:

14. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. For significant changes, we will provide a more prominent notice or obtain your consent as required by law.

15. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the Republic of the Philippines, particularly the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations. Any dispute arising out of or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of the Philippines.