DPA Form No. 2-2022 (Personnel)

Central Luzon Doctors Hospital Educational Institution, Inc., or CLDHEI, is committed to protect and respect your personal data privacy. We are at the forefront of implementing and complying with the Data Privacy Act of 2012.

Our Services
CLDHEI is a private and non-sectarian school which offers Basic Education programs from Kindergarten to Senior High School and Tertiary programs like Nursing and other medical allied courses.

When and why we collect information
We collect your personal data in various forms such as written records, photos, videos and other digital materials and even your facial recognition and biometrics. We collect them during:

1. Employment application – When you apply for a certain job or position or engagement for a particular service, you will be required to fill out the application for employment and submit pertinent documents, which include, but not limited to the following: curriculum vitae, transcript of records, diploma, professional license/s, board exam certificate/s and professional references. To process your application for a new or different position if you are already employed by the school, we may use the information that we already have.

   You shall be obliged to certify that you have obtained the consent of your professional references for the use of their personal data and even those of the persons to be notified in case of emergency.

2. Hiring – When you get accepted and is given a job offer, you will be required the additional set of information including, but not limited to the following: pictures, SSS/TIN/Pag-ibig/Philhealth numbers, Barangay/Police/NBI clearances, you and your dependents’ birth certificates, marriage contract, certificate of employment, certificate of trainings and seminars, Income Tax Return (BIR form 2316) and Pre-Employment medical exam.

3. While you are employed or during your engagement with the school – You will be required annually to also update your personal information. In case you have completed further studies, you must also submit your Transcript of Records or diploma. If you are a Teaching Staff and wants to be included in the faculty ranking, you have to provide pertinent documents such as the latest certificates of seminars and trainings attended and even published books or researches if there’s any. There will also be times that pictures or videos of school activities which you participated in shall be necessary. These are either through the official documentations such as recordings or those taken from the CCTV installed within school premises.

4. Unsolicited Information – There are times that we receive random personal information. We will keep those we could legitimately maintain or store them to be treated in the same manner as the information we received from you. Otherwise, we will immediately dispose them to safeguard your privacy.

How we use your information
We use your personal data to pursue our purpose as an educational institution, employer and/or contracting party which includes administrative, research, historical and statistical purposes. We may use the information we collect for the following purposes:

1. Shortlisting of applicants and processing applications
2. Assessing the suitability of applicants for the position applied for
3. Validating and verifying submitted documents and information
4. Payroll processing and other company remuneration
5. Processing of government-mandated contributions
6. Facilitating of government-mandated benefits
7. Processing of company benefits like tuition fee and hospital discounts, salary deductions for tuition fee and hospital charges
8. Processing performance evaluation, faculty ranking, promotion and transfer
9. Administering disciplinary issues and/or sanctions
10. Communicating effectively to personnel issued memos, guidelines, policies and procedures
11. Supporting personnel training, health, safety, and welfare
12. Compiling statistics and conducting surveys and research for internal and statutory reporting purposes
13. Allowing the Human Resource Department to contact immediate family members or designated kin in case of emergency
14. Other similar or related tasks

How we share, disclose or transfer your information
To pursue our legitimate purpose as an educational institution, we may share, disclose or transfer your personal data to other person/s or organization/s. We may share, disclose or transfer your personal data for the following:

1. Compliance to reportorial requirements of DepEd and CHED
2. Compliance to Pag-ibig, BIR, Philhealth and SSS for the provision of employment benefits mandated by law
3. Sharing of necessary information to banks, insurance companies and other similar agencies in relation to your loan applications and insurance claims.
4. Sharing information with entities or organizations for accreditation like PEAC and PAASCU, PACU
5. Disclosure of your information for the reportorial requirements of DOLE
6. Other purposes necessary and permitted or required by law

How we store and retain your information
Your personal data are stored and kept in a secured place and/or databases where access is limited to school personnel who need them in carrying out their respective tasks for the legitimate purpose of the school. They are transmitted securely via soft and hard copies between units or offices of the school. We assure you that our use of your personal data will not be abused and shall be limited to whatever is necessary to achieve the purpose of their collection, and/or only when permitted by law.

Personal information retention period is:

• for resigned or retired employees, one (1) year from date of employment, records will be transferred to inactive files;
• for job applicants, Six (6) months for pooling purposes after which to be shred and disposed in a secured and safe manner;
• for other types of personal data such as contributions to PERAA, SSS and Pag-ibig, Philhealth to be retained for historical and statistical purposes, until there is a law that will provide their disposal.

Responsibility and rights to access or correct
You are responsible for the accuracy and correctness of any personal information you provide CLDHEI and you will be held accountable for failure to provide the accurate, correct and updated personal information.

You have the right to access and to correct or update the personal information, which you provided and which CLDHEI collected and stored, in accordance with the conditions and requirements under the DPA and IRR.

Please contact our Data Protection Officer (DPO) to access and/or correct or update your personal information by sending an email at dpo@cldhei.edu.ph with email subject “For the Data Protection Officer (DPO) and provide us your complete name and the personal information you wish to access or to be corrected. The DPO will contact you within the time required by the law and regulations. Where correction of personal information is not possible, the DPO shall explain the reason for refusing to make such correction or alteration.

Should you wish to obtain a hardcopy or printout of such personal information, any and all costs related thereto shall be charged to your own account.

Your rights with respect to your personal data
If you wish to exercise your rights with respect to your personal data as provided under DPA or should you have any concern or questions regarding these rights, you may contact the school’s Data Protection Officer (DPO) at: dpo@cldhei.edu.ph or call to us at (045) 982-5019 local 214 or 258. Website: cldhei.edu.ph Address: Romulo Highway, San Pablo, Tarlac City

Amendment
CLDHEI may change this Privacy Notice from time to time by posting the updated version of the Privacy Notice.