Company Privacy Notice Template for Philippines

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Key Requirements PROMPT example:

Company Privacy Notice

"I need a Company Privacy Notice for my e-commerce business that operates across Southeast Asia, with specific sections on cross-border data transfers and cookie policies for our website launching in March 2025."

Document background
The Company Privacy Notice is a mandatory document under the Philippines Data Privacy Act of 2012, required for organizations that collect and process personal data. It serves as a primary mechanism for transparency and compliance with data protection regulations in the Philippines. The notice must be provided to data subjects (including customers, employees, and other stakeholders) before or at the time of data collection, detailing how their personal information will be handled. This document is essential for establishing trust with stakeholders while demonstrating compliance with regulatory requirements, including those set by the National Privacy Commission. It should be regularly reviewed and updated to reflect changes in data processing activities or regulatory requirements.
Suggested Sections

1. Introduction: Overview of the privacy notice and its purpose

2. About Us: Information about the company and its role as a data controller

3. Scope and Application: Who the privacy notice applies to and what activities it covers

4. Types of Personal Data We Collect: Comprehensive list of personal data categories collected and processed

5. How We Collect Your Personal Data: Methods and sources of data collection

6. Purposes of Processing: Detailed explanation of why personal data is collected and how it will be used

7. Legal Basis for Processing: Legal grounds under the Data Privacy Act for processing personal data

8. Data Sharing and Disclosure: Information about third parties with whom data is shared and circumstances of sharing

9. Data Security Measures: Description of technical and organizational measures to protect personal data

10. Data Retention: How long different types of personal data are kept and criteria for retention periods

11. Your Rights as a Data Subject: Explanation of rights under the Data Privacy Act and how to exercise them

12. Updates to This Privacy Notice: How and when changes to the privacy notice will be communicated

13. Contact Information: Details of the Data Protection Officer and how to raise queries or complaints

Optional Sections

1. International Data Transfers: Required if personal data is transferred outside the Philippines, detailing safeguards and legal basis

2. Automated Decision Making: Required if the company uses automated processing to make decisions about individuals

3. Cookie Policy: Required for companies with websites using cookies and similar technologies

4. Special Categories of Personal Data: Required if processing sensitive personal information as defined in the Data Privacy Act

5. Children's Privacy: Required if services may be used by or data collected from minors

6. Employee Data Processing: Required if the privacy notice covers employee personal data

7. CCTV and Surveillance: Required if the company uses surveillance systems

8. Direct Marketing: Required if personal data is used for marketing purposes

Suggested Schedules

1. Schedule 1: Detailed Data Categories: Comprehensive list of all personal data categories collected, organized by purpose

2. Schedule 2: Third Party Recipients: Detailed list of categories of third parties with whom data is shared

3. Schedule 3: Technical and Organizational Security Measures: Detailed description of security measures implemented to protect personal data

4. Schedule 4: Data Subject Request Procedures: Detailed procedures for handling data subject access requests and other rights exercises

5. Schedule 5: Cookie List: Detailed list of cookies used on company websites, if applicable

6. Appendix A: Consent Forms: Standard consent forms for specific data processing activities

7. Appendix B: Privacy Impact Assessment Summary: Summary of privacy impact assessments for high-risk processing activities

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Clauses
Relevant Industries

Technology

Healthcare

Financial Services

Retail

E-commerce

Education

Manufacturing

Professional Services

Telecommunications

Hospitality

Insurance

Real Estate

Transportation

Energy

Media and Entertainment

Relevant Teams

Legal

Compliance

Information Security

Human Resources

Information Technology

Risk Management

Customer Service

Marketing

Operations

Data Protection

Privacy

Corporate Communications

Internal Audit

Executive Leadership

Relevant Roles

Data Protection Officer

Chief Privacy Officer

Compliance Officer

Legal Counsel

Chief Information Security Officer

HR Director

IT Manager

Risk Manager

Customer Service Manager

Marketing Director

Operations Manager

Chief Executive Officer

Chief Technology Officer

Information Security Manager

Privacy Analyst

Industries
Data Privacy Act of 2012 (Republic Act No. 10173): The primary legislation governing personal data protection in the Philippines, establishing the framework for data privacy compliance and creating the National Privacy Commission
Implementing Rules and Regulations of the Data Privacy Act of 2012: Detailed regulations that provide specific requirements and guidelines for implementing the Data Privacy Act, including requirements for privacy notices
National Privacy Commission Circulars and Advisory Opinions: Various circulars and opinions issued by the NPC that provide additional guidance on specific aspects of data privacy compliance
Electronic Commerce Act of 2000 (Republic Act No. 8792): Legislation governing electronic data messages and electronic documents, relevant for online privacy notices and digital data collection
Cybercrime Prevention Act of 2012 (Republic Act No. 10175): Law addressing cybercrime and data security, relevant for sections dealing with data security measures and breach notifications
Consumer Act of the Philippines (Republic Act No. 7394): General consumer protection law that includes provisions relevant to the handling of consumer information and transparency requirements
NPC Circular No. 16-01 on Security of Personal Data in Government Agencies: While primarily for government agencies, provides good practice guidelines that private companies often reference for data security measures
NPC Privacy Policy Office Advisory No. 2017-003: Guidelines on privacy impact assessments, relevant for explaining risk assessment approaches in privacy notices
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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