Privacy Policy

1. Overview

HRIS is operated by ITDC Systems and is designed for use within organisations that have deployed it for their workforce. This Privacy Policy explains how personal data is collected, used, and protected when you access HRIS as an employee or administrator.

By using HRIS, you agree to the collection and use of information as described in this policy. If your organisation has a separate Data Privacy Agreement with ITDC Systems, that agreement governs where it conflicts with this policy.

2. Data We Collect

HRIS collects personal information necessary to perform HR, payroll, and compliance functions. This includes, but is not limited to:

• Identity data: full name, employee ID, date of birth, gender, civil status, and government-issued IDs (SSS, PhilHealth, Pag-IBIG, TIN).
• Contact data: address, mobile number, and personal email address.
• Employment data: department, position, employment type, hire date, salary, and employment events.
• Attendance data: daily time records, leave requests, overtime, official business, and work-from-home logs.
• Payroll data: compensation profiles, payslips, deductions, and statutory contributions.
• System usage data: IP addresses, session activity, and audit logs for security purposes.

3. How We Use Your Data

Personal data is used solely to:

• Maintain accurate employee records and 201 files.
• Process payroll, deductions, and statutory remittances (SSS, PhilHealth, Pag-IBIG, BIR).
• Manage leave, attendance, and approval workflows.
• Provide self-service access to payslips, leave balances, and personal records.
• Maintain audit trails as required by Philippine labour law and data privacy regulations.
• Improve system security and performance.

Data is never sold, rented, or used for advertising. Access is limited to authorised personnel within your organisation.

4. Data Retention

Employment records are retained for the duration of employment and for a minimum period after separation as required by Philippine law (typically 10 years for payroll and tax records). Audit logs are retained for the period specified in your organisation’s data retention policy.

5. Your Rights Under the Data Privacy Act

Under Republic Act 10173 (Data Privacy Act of 2012), you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Erasure or blocking of data under certain conditions.
• Object to the processing of your data.
• Lodge a complaint with the National Privacy Commission.

To exercise these rights, please contact your HR administrator or reach out to us via the Contact page.

6. Security

HRIS employs role-based access control, encrypted connections (HTTPS), password hashing, antiforgery token validation, and comprehensive audit logging to protect personal data. Access to sensitive payroll and employee information is restricted to authorised roles only.

7. Contact Us

For privacy-related queries, please visit our Contact page or write to your organisation’s Data Protection Officer (DPO).