Republic Act No. 10173 — Data Privacy Act of 2012
Data Privacy Notice
Schools Division of Kidapawan City — PRIME HRIS v2
The Schools Division of Kidapawan City (hereinafter referred to as the "Division"), through the PRIME Human Resource Information System (PRIME HRIS), is committed to protecting the privacy and security of the personal data of its employees, officials, and other authorized users in accordance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, its Implementing Rules and Regulations (IRR), and the issuances of the National Privacy Commission (NPC).
This Notice explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have as a data subject.
1. Identity of the Personal Information Controller
The Schools Division of Kidapawan City acts as the Personal Information Controller (PIC) for all personal data processed through PRIME HRIS. For data privacy-related concerns, you may contact us at:
Schools Division of Kidapawan City
Kidapawan City, North Cotabato, SOCCSKSARGEN Region
2. Personal Data We Collect
In the course of using PRIME HRIS, we may collect personal data.
3. Purpose and Legal Basis for Processing
We process your personal data based on the following legal grounds under Section 12 and 13 of the Data Privacy Act of 2012:
Performance of a Contract / Compliance with Legal Obligation
To fulfill our obligations as a government employer and process HR functions including payroll, leave management, attendance monitoring, and benefits administration as required by civil service rules and laws.
Legitimate Interest of the Government
To ensure the efficient delivery of government HR services, maintain accurate employee records, and ensure accountability and transparency in public service.
Consent (where applicable)
For optional features or disclosures beyond the core HR functions, we will seek your explicit consent before processing your personal data.
4. How We Use Your Personal Data
Your personal data is used exclusively for the following purposes:
- Employee record management and onboarding
- Payroll processing and payslip generation
- Leave application and credit management
- Attendance and Daily Time Record (DTR) monitoring
- Performance appraisal and evaluation (IPCRF/IDP)
- Training and event attendance tracking
- Loan and financial benefit processing
- Account authentication and system security
- Generation of official reports and government compliance documents
- Audit trail maintenance for accountability purposes
5. Sharing of Personal Data
Your personal data is not sold, traded, or transferred to outside parties. However, we may share your data with:
- Authorized personnel within the Schools Division of Kidapawan City with a legitimate need to access the information
- The Department of Education (DepEd) central and regional offices, as required for HR reporting and compliance
- Government agencies (GSIS, PhilHealth, BIR, etc.) for statutory reporting and remittances
- Accredited banks and financial institutions, solely for payroll crediting purposes
Any third-party sharing is governed by a Data Sharing Agreement (DSA) and limited to the minimum data necessary for the specific purpose.
6. Data Retention
Personal data is retained for as long as necessary to fulfill the purposes stated in this Notice, comply with legal obligations, resolve disputes, and enforce agreements. Employee records are subject to the retention schedule prescribed by the National Archives of the Philippines and applicable civil service regulations. Upon deactivation of an account, personal data may be retained in an anonymized or archived form as required by law.
7. Security Measures
We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:
- Password encryption using industry-standard hashing algorithms
- Role-based access control limiting data access to authorized personnel only
- Audit logging of all system activities
- Secure HTTPS connections for all data transmissions
- Regular review of access privileges and user accounts
8. Your Rights as a Data Subject
Under the Data Privacy Act of 2012, you have the following rights with respect to your personal data:
Right to be Informed
Know how your personal data is collected, processed, and used.
Right to Access
Request a copy of your personal data held by the Division.
Right to Rectification
Request correction of inaccurate or incomplete personal data.
Right to Erasure
Request deletion of personal data no longer necessary for the purpose it was collected, subject to legal retention requirements.
Right to Object
Object to the processing of your personal data in certain circumstances.
Right to Data Portability
Obtain a copy of your personal data in a commonly used format, where applicable.
Right to Lodge a Complaint
File a complaint with the National Privacy Commission (NPC) at www.privacy.gov.ph if you believe your rights have been violated.
Right to Damages
Claim compensation for damages caused by inaccurate, incomplete, or unauthorized use of your personal data.
To exercise any of these rights, please send a written request to our Data Protection Officer at the contact information provided in Section 1.
9. Cookies and System Logs
PRIME HRIS uses session cookies solely for authentication and system functionality. No tracking or advertising cookies are used. System access logs (IP address, timestamps, actions performed) are retained for security and audit purposes in accordance with applicable regulations.
10. Changes to This Notice
This Data Privacy Notice may be updated from time to time to reflect changes in laws, regulations, or our data practices. Any material changes will be communicated through the system or official announcements. Continued use of PRIME HRIS after updates constitutes acknowledgment of the revised Notice.
This Notice is issued pursuant to Republic Act No. 10173 (Data Privacy Act of 2012) and the implementing regulations of the National Privacy Commission.
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