Human Resource Information System

PRIVACY NOTICE

The DEPARTMENT OF EDUCATION (“we, us”) is committed to protect and respect your personal data privacy. We are at the forefront of not only implementing but also complying with the Data Privacy Act of 2012.

1. SERVICE DESCRIPTION

The Human Resource Information System (HRIS) aims to provide you with access to your data:

• Pertaining to your Daily Time Record (DTR) which includes final records of your swipe intervals and raw data of your swipe record with the location of the machine used in swiping;
• Pertaining to your Personal Data Sheet (PDS) which includes your sensitive personal data, past work experiences, and past trainings;
• Pertaining to authorization slips comprising of travel order, permit to leave, trip ticket, OBAS, PASCO.

2. PERSONAL INFORMATION THAT ARE COLLECTED

In order for you to acquire access to the data mentioned above, we may ask you to provide us with certain personally identifiable information that can be used to contact you or identify you which we’ll call your personal data. In order for us to deliver the best service we can, we will need to ask you for some information that relates to your personal life. The information we ask for include, but are not limited to: first name, last name, gender, blood type, civil status, religion, birthdate, citizenship, and address. Also required for the acquisition and storage of your DTR is your biometric fingerprint registered to our database needed for your swipe attendance records. The information collected are vital in the in the processing of your information by the human resources department.

Usage Data

The Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of HRIS that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data. When you access HRIS with a mobile device, this Usage Data may include information such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on HRIS and hold certain information. Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze HRIS. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of HRIS.

3. COLLECTION METHOD

The information to maximize the use of HRIS are taken from you, our internal clients – employees. Some of your information was taken by the HR Office while some information will be provided by you through the employee profile tab inside the HRIS page where you’ll be given access to with authentication details.

4. TIMING OF COLLECTION

The collection of information for the HRIS is continuous. Some information will be collected prior to your access to the HRIS while other information will be collected on the duration of your use of HRIS. The updating of your information will depend on many variables, one of which is the change of status of your employment or civil status or during the submission of PDS at the start of the year.

5. PURPOSE OF COLLECTED PERSONAL INFORMATION

The information collected in HRIS are used for the account creation, maintenance, and monitoring of employee information of the provincial government in order to track the daily time records, documents, and processes being used in the local system developed by the organization. The DEPARTMENT OF EDUCATION uses the collected data for various purposes:

• To provide and maintain the HRIS.
• To allow you to participate in interactive features of our HRIS when you choose to do so
• To provide customer care and support
• To provide analysis on valuable information so that we can improve the HRIS
• To monitor the usage of the HRIS
• To detect, prevent, and address technical issues.

6. STORAGE AND TRANSMISSION OF PERSONAL INFORMATION

Your information is maintained on computers within the provincial government data center. Your consent to this Privacy Notice followed by your submission of such information represents your agreement to the collection, use, and storage to your data and personal information. The DEPARTMENT OF EDUCATION will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice and no transfer of your Personal Data will take place with an organization unless there are adequate controls in place including the security of your data and personal information. The information within the HRIS are accessible by select administrators and you will have access to your personal data that requires authentication to view and update.

7. METHOD OF USE

The personal information collected is used by both you and the organization for both different and common purposes. You can use the information in HRIS to update your personal data sheet and to monitor your DTR for missing and/or excess attendance and to fix it. The organization uses your personal information to assist you in your daily tasks in order to excel in serving the government for public interest. The information collected through the viewing or use of any websites within the DEPARTMENT OF EDUCATION are stored and processed by this organization for the monitoring and analysis of the website.

8. LOCATION OF PERSONAL INFORMATION

The data collected are stored digitally in the Data Center within the DEPARTMENT OF EDUCATION building.

9. THIRD PARTY TRANSFER

The personal information collected is not transferred to third parties for any kind of processing.

10. RETENTION PERIOD

The data collected by this organization will only be retained for the duration of the employment of a member of the organization and will be disposed after the duration of retention is over. The method of disposal is closing the accounts of the employees and classifying them as inactive after leaving the organization. Some identifiable records about the employees need to be retained for references purpose. Some information will be retained and stored in the organization’s archives solely for the purpose of statistics or public interest archiving.

11. PARTICIPATION OF A DATA SUBJECT

You have the right to be informed on the processing of personal information pertaining you. You also have the right to be provided information regarding the processing of your information before entry of your information. You have the right to access the personal information that is held about you by the organization. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict the processing, or object to processing, or to receive an electronic copy of the personal information you provided to the organization. Your lawful heirs and designates may invoke the rights of the data subject when you are incapable of exercising your rights in the way of death or incapacity.

12. INQUIRY

The data subjects may contact the Data Privacy Officer regarding a rights request through sending an official letter given to the HR Office of the DEPARTMENT OF EDUCATION addressed to the Data Privacy Officer of DEPARTMENT OF EDUCATION with the letter containing the details of the request.