PRIVACY POLICY

EMS Services Philippines, Inc. (ESPI)

We, ESPI, respect your privacy and recognize your need for appropriate protection and management of your personal data that you have directly and voluntarily entrusted to us. We have developed this Privacy Policy in order to protect your personal data in accordance with the Data Privacy Act of 2012 (DPA), its Implementing Rules and Regulations (IRR), other issuances of National Privacy Commission (NPC) and other relevant laws of the Philippines.

Personal data refers to all types of personal information, sensitive personal information and privileged information. Personal information refers to “any information, whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual”.

This Privacy Policy tells you how we process (meaning, how we collect, use, share, and retain) and protect your personal data. It also tells you what steps you can take if you want us to change how we use your personal data, or if you want us to stop using your personal data.

Why do we collect your personal data?

To enable us to comply with corporate policies of ESPI, putting interest of its employees as a top priority, it is important that ESPI collects, uses, stores and retains your personal data when it is reasonable and necessary.

In particular, we are using your information:

  • To formalize your employment with ESPI;
  • To ensure proper security management and monitoring in connection with ESPI adherence to its policies;
  • To facilitate the requirements needed for the onboarding and/or deployment process;
  • To provide services to clients for which you are involved or endorsed as team member/practitioner;
  • To monitor the movement of company assets;
  • To assess your health condition during employment;
  • To evaluate performance and career development of the employees including training and compliance monitoring;
  • To monitor accident or incidents on which you may be involved;
  • To process information such as payroll, benefits application, and tax processing of the company’s Finance and Accounting;
  • With your permission, for disclosure to banks to process your loans;
  • To be used as reference to update currently existing records, as necessary;
  • To comply with its obligations under law and as required by Government Agencies such as DOLE, BIR, HDMF, PhilHealth, and SSS; and,
  • To perform other processes related to or in connection with our business, including those processing or disclosure that may be required under law or regulations.

In case of resignation, we will use your information:

  • To formalize and process your resignation with ESPI;
  • To improve and maintain the administration of employee benefits (such as final pay and pension);
  • For historical and statistical data regarding your employment within the Company; and,
  • To comply with ESPI obligations under law and as required by government organizations and/or agencies such as, but not limited to, the following: NPC, BIR, HDMF or Pag-IBIG, PhilHealth, and SSS.

What type of personal data we collect?

We collect information as part of your employment in our company. The following had been collected from you during your pre-employment which contains personal and/or sensitive personal information:

  • Basic personal information such as names, addresses, telephone numbers, and other personal contact details;
  • Gender, age, date of birth, height, weight, physical or mental health or condition;
  • Marital status, family background (including parents, sibling/s, spouse, and children’s names, birthdays, occupation, and current company);
  • SSS number, Tax Identification Number and tax exemption status, PAG-IBIG number, PhilHealth number;
  • Biometric information such as full-face photographs and thumb prints;
  • ESPI employment information such as employee number, position, company, business unit, name of immediate superior, and date hired; and,
  • Educational background, trainings and seminars attended, and employment records.

Please note that you are responsible for ensuring that all such personal data you submit is accurate, complete and up-to-date

How we collect, acquire or generate your data?

We collect your data when you:

  • Fill-out our forms (HR Forms, Finance Forms, TQM forms, Purchasing & Logistics Forms, CSR forms, Asset Management Forms, Facilities Forms, Operations Forms, Business Development Forms);
  • Submit your resumes and pre-employment requirements during recruitment and hiring, respectively; and,
  • Disclose your personal information through phone calls, emails, SMS or verbal communication with our authorized representatives

We also obtain your personal information from third parties, including the following instances:

  • Information collected from our Security Agency when you leave your resumes at our guardhouse; and,
  • Information collected from job recruitment websites (Indeed, JobStreet, BestJobs Philippines, LinkedIn, etc.)

Who we share your data with?

As a general rule, we are not allowed to share your data to third party, except in limited circumstances as noted below.

By giving your consent, you authorize ESPI to disclose your personal data to accredited/affiliated third parties or independent/non-affiliated third parties, whether local or foreign in any of the following circumstances:

  • As necessary for the proper execution of processes related to the declared purposes
  • The use or disclosure is reasonably necessary, required or authorized by or under law

This means, we might provide your personal data to the following:

  • Our affiliates, subsidiaries, partner companies, organizations, or agencies including their sub-contractors or prospective business partners that act as our service providers and contractors;
  • Law enforcement and government agencies;
  • With your consent, we share your personal information with our partner companies, organizations and government agencies which require the use of your personal data in a manner that is consistent with this Privacy Policy.

However, these companies may only use such personal data for the purpose(s) disclosed in this Privacy Policy and may not use it for any other purpose.

How we protect your data?

We take reasonable steps to make sure that your personal data we collect, use or disclose are accurate, complete, and up-to-date. We strictly enforce our Privacy Policy within ESPI and we have implemented technological, organizational and physical security measures to protect your information we hold from loss, misuse, modification, unauthorized or accidental access or disclosure, alteration or destruction. We put in effect safeguards such as the following:

  • We keep and protect your personal data using secured servers behind a firewall, deploying encryption on computing devices and physical security controls.
  • We restrict access to your personal data only to qualified and authorized personnel who hold your personal data with strict confidentiality.
  • Any personal data that you provide is initially processed and stored by ESPI. Using a secured connection, only authorized ESPI personnel can then access and download your personal data from the system.

Where and how long do we keep your data?

ESPI reserves the right to retain your personal data in our files located in the Philippines [and/or ] under certain circumstances such as when your personal data may be necessary to resolve disputes, or if ESPI is required to do so by law or in the good faith; provided that such action is necessary to comply with a legal obligation and/or protect and defend the rights or property of ESPI or its affiliates. If ESPI is required to retain any portion of your personal data for such purposes, it shall use reasonable efforts to limit such data to what is necessary to accomplish the particular purpose.

What if there are changes in our Privacy Policy?

From time to time, it may be necessary for ESPI to change this Privacy Policy. If we change our Privacy Policy, we will post the revised version in our [website: https://core.emsgroupglobal.com OR utilize other means to inform the data subject on the latest Privacy Policy] and its implementation. Thus, we suggest that you check our website periodically for the most up-to-date version of our Privacy Policy. Rest assured, however, that any changes will not be retroactively applied and will not alter how we handle previously collected personal data without obtaining your consent, unless required by law.

How you can access, correct and update the personal information we have about you?

To exercise your rights which include right to access, modify, erase and object to processing your personal data within a reasonable time after such request or should you have any inquiries, feedbacks on this Privacy Policy, and/or complaints to ESPI, you may reach us through our “Contact Us”/”Customer Service” menu in our website: https://www.ems.com.ph/emsg/, through a written letter or through an email to our Data Protection Officer (DPO).

Our contact details are as follows:

Data Protection Officer
Address: The ELIS Place, #2 Bgy. Milagrosa, Calamba City, Laguna
Telephone: 541-0213
Email address: dpo@espi.com.ph

You may also lodge a complaint before the National Privacy Commission (NPC). For further details, please refer to NPC’s website: https://privacy.gov.ph/mechanics-for-complaints/.

Our decisions to provide such access or consider any request for correction, erasure and objection to process your personal data as it appears in our records are always subject to any exceptions under applicable and relevant laws and/or the DPA, its IRR and other issuances of NPC.

To cover for the cost of verifying a request for information and locating, retrieving, reviewing and copying any material requested, we may charge you reasonable fees based on administrative costs.