Privacy Policy

1. Portal owner and privacy responsibility

The Department of Labor and Employment, Regional Office No. I (DOLE RO I), owns and operates this recruitment portal. This Privacy Policy describes the handling of information through the portal workflow. Contact the regional office for its designated privacy contact and applicable institutional privacy procedures.

The system developer's footer credit identifies technical support and does not designate the developer as the agency's Data Protection Officer or the decision-maker for recruitment or privacy requests.

2. Information collected and created

A submitted PDF may contain additional personal or sensitive information required by the vacancy, including information in a Personal Data Sheet and supporting certificates. Provide only material relevant to the published requirements, and avoid including unrelated information about yourself or other people.

• Account and personal details: name and optional suffix, birthdate, sex/gender, civil status, home address, mobile number, email address, and account credentials.
• Qualification records: eligibility or license title; college and master's degree information, schools, completion details or units; training titles and hours; and employment positions, organizations, and dates.
• Application records: the vacancy applied for, submission date where recorded, a vacancy-specific copy of relevant profile and qualification entries, and the compiled PDF submitted by the applicant.
• Recruitment administration: application statuses, remarks, evaluation scores, report preparation and assessment dates, and signatory information entered by authorized personnel.
• Technical information: a session identifier used by the website, and diagnostic information generated when errors occur. Hosting systems may separately record request details such as IP addresses and request times; production logging must be confirmed by the hosting team.

3. Sources and purposes

Most applicant information is supplied directly during registration, profile updates, and application submission. Authorized personnel create assessment and recruitment-administration records during review.

The portal uses this information to establish accounts, authenticate access, deliver account and password-reset messages, receive applications, verify qualifications against supporting documents, support evaluation, prepare recruitment reports, and respond to relevant inquiries.

The reviewed application code does not include advertising trackers or automated hiring decisions. Personnel enter statuses and scores; the system calculates totals and arranges report output to assist review. Hosting and other production services require separate agency confirmation.

4. Lawful processing and required information

Personal information must be processed under an applicable lawful basis, and sensitive information requires the additional conditions prescribed by the Data Privacy Act of 2012 and its implementing rules. The agency must confirm and document the basis for each category used in its recruitment functions.

Where consent is required, it should be obtained for the specified purpose. Reading this notice or accepting portal terms is not blanket permission for unrelated processing. Required fields support the account and recruitment workflow; withholding necessary information may prevent registration, submission, or verification. Optional qualification sections may be left blank when there is nothing applicable to declare.

5. Access, reports, and service providers

The portal provides administrative access for recruitment review, including application documents, assessments, and report generation. Applicants can access their own account and application information through their authenticated sessions. Access and any disclosure must follow the agency's authorization and applicable law.

Recruitment reports may contain applicant information and signatory details and can be printed or downloaded by authorized personnel. Handling of those copies must remain subject to the agency's records-management and confidentiality procedures.

Hosting, technical support, and the configured email-delivery service may process information needed to provide their services. Transactional emails include recipient details and message contents, such as account credentials or password-reset instructions. For details about the production service providers, applicable safeguards, and any overseas processing, contact the regional office through its official channels.

This policy does not authorize public publication of applicant records, unrestricted sharing, or disclosure for unrelated purposes.

6. Session cookies and external links

The application uses PHP session cookies to maintain login and multi-step form state. Blocking these cookies may prevent account or submission features from working. The reviewed application code does not set advertising or marketing cookies; the hosting team should confirm whether additional services add cookies or analytics.

The footer includes links to external websites and actions for email and telephone contact. Following an external link may expose request information to that service and is subject to its own privacy practices. The location-selection dataset is stored with the project rather than requiring the applicant's selected address to be sent to a location lookup service.

7. Security measures and limitations

The application includes password hashing, encryption for selected profile contact fields, authenticated document access, administrative access checks, and request-security tokens. These are safeguards for particular operations; this policy does not claim that every database field or uploaded file is encrypted.

Protection also depends on deployment, HTTPS, server permissions, credential management, backups, and authorized handling of exports. The agency and hosting team must verify those production arrangements. No online system can guarantee that loss, unauthorized access, or other incidents will never occur. Report suspected misuse using the office contact below.

8. Retention, removal, and disposal

A fixed retention period for applicant profiles, submitted PDFs, assessment records, reports, logs, and backups is not specified in this notice. Contact the regional office for the records-retention schedule applicable to your information.

Records should be kept only for the period justified by the declared purposes, applicable public-records requirements, and other lawful obligations. Retention and disposal remain subject to applicable records-management requirements. You may request the relevant retention periods or criteria and disposal procedure through the regional office.

Marking an application as removed in the portal hides it from the active applicant list; it does not automatically erase its database record or PDF. Updating a profile likewise does not overwrite previously submitted application snapshots. The reviewed code does not implement a general automatic-deletion schedule.

9. Your privacy rights and requests

Subject to applicable law and its limitations, you may exercise rights to be informed, access your personal data, seek correction, object to processing, request erasure or blocking, withdraw consent where processing relies on it, and request data portability where applicable. You may also seek remedies and file a complaint with the National Privacy Commission.

Some requests may be limited by a lawful recruitment, public-records, or other retention requirement. Erasure is not automatic merely because it is requested. The agency should explain the applicable basis and process when responding.

You can edit available profile fields through My Account. A correction to a submitted application or an institutional privacy request must be directed to the agency for review. Identity verification may be necessary before personal records are released or changed.

10. Contact and privacy inquiries

The office email and phone below are existing general contact channels displayed by the portal. They are not presented as a verified DPO contact. Ask the office to refer privacy concerns to its designated privacy personnel.

For clarification about processing purposes and lawful bases, retention and disposal, service providers, or privacy requests and incidents, contact the regional office and request referral to its designated privacy personnel.