Recruitment System Update – Data & Privacy Notice

RECRUITMENT SYSTEM TRANSITION – LEGAL & PRIVACY SAFEGUARDS

Pursuant to the provisions of Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, and in line with SEAPCI’s obligation to uphold the rights of data subjects, this notice is issued in connection with the organization’s migration of its recruitment management system from a WordPress-based platform to a centralized Applicant Tracking System (ATS) powered by the Manatal API.

1. Scope and Purpose of Processing

1.1. SEAPCI hereby informs all data subjects that only application data voluntarily submitted through job application forms hosted on the WordPress platform shall be retained and processed. Such data includes, but is not limited to, names, contact information, resumes, employment history, and other application-related information.

1.2. The purpose of the processing is strictly limited to recruitment activities, applicant tracking, evaluation, and internal processing of job applications.

1.3. No user account credentials, passwords, or non-application-related metadata shall be processed or retained beyond the scope necessary for compliance or audit purposes.

2. Lawful Basis for Processing

2.1. The processing of personal data under the new ATS is grounded on the lawful basis of data subject consent, as defined under Sections 3(b), 12(a), and 13 of the Data Privacy Act of 2012.

2.2. By voluntarily submitting application forms, all applicants have given their explicit and informed consent to the collection and use of their data for the above mentioned purposes.

2.3. The processing of such data is undertaken with full adherence to the principles of transparency, legitimate purpose, and proportionality under Section 11 of the Act.

3. Data Retention and Disposal

3.1. SEAPCI shall retain personal data only for as long as necessary to fulfill the declared, specified, and legitimate purpose, or for the establishment, exercise, or defense of legal claims, or as required by law.

3.2. All WordPress-based user accounts not directly related to submitted applications shall be scheduled for permanent deletion no later than August 15, 2025, following a 30-day notification period to the concerned data subjects.

3.3. Disposal of data shall be conducted through secure means to prevent unauthorized access, alteration, or disclosure, in accordance with NPC Advisory No. 2016-03 on Security of Personal Data.

4. Data Security and Access Controls

4.1. The Manatal ATS is operated exclusively by SEAPCI and is not integrated with any third-party data processors or external vendors outside the scope of recruitment operations.

4.2. Access to personal data shall be restricted solely to authorized internal personnel on a need-to-know basis, subject to strict confidentiality agreements and internal access control policies.

4.3. SEAPCI has implemented appropriate organizational, physical, and technical security measures, consistent with the Data Privacy Act and its Implementing Rules and Regulations, to ensure the confidentiality, integrity, and availability of personal data throughout the migration process and thereafter.

5. Rights of the Data Subject

5.1. Data subjects retain all rights under Sections 16 and 17 of the Data Privacy Act, including the right to be informed, right to object, right to access, right to rectification, right to erasure or blocking, and the right to damages.

5.2. Any request for the exercise of said rights may be addressed to the Data Protection Officer via dataprivacy.officer@seapci.com.

6. No Breach or Unauthorized Disclosure

6.1. This transition is not the result of any data breach, compromise, or unauthorized disclosure. The migration is a proactive and strategic improvement of SEAPCI’s internal systems to enhance recruitment efficiency and data protection.

For questions or concerns regarding the processing of your personal data or this system transition, you may contact:

JOEL REBLANDO MANLAPAS
Data Protection Officer
Southeast Asian Placement Center, Inc. (SEAPCI)
dataprivacy.officer@seapci.com