Data Privacy Notice and Consent Form for Employees and Consultants

This privacy notice is issued to all employees and consultants of [Name of Company] and its
subsidiaries or related companies.

In the course of your employment and/or engagement, [Name of Company] will collect and
process Personal Data relating to you and, if applicable, your relatives and character references.
These Personal Data include, among others, information for identification, contact information,
relevant health and medical information, personality attributes, skills, licenses, certifications, and
other credentials, organizations and affiliations, and government-issued information and/or
certifications or clearances particular to an individual. Collection of Personal Data are collected
through various channels such as, but not limited to:

1. Employment forms, interviews, assessments and tests

a. 201 File and similar records
b. Application form and related documents
c. Personnel Information System form and related records
d. Background investigation form and related documents
e. Conflict of interest declaration form and related records
f. Training needs assessments, performance management systems and related
documents
g. Provision of identification card
h. Employment contract, training contract and similar agreements
i. Enrolment into payroll
j. Provision of other administrative, IT and communication systems

2. Health and medical forms, reports and records

a. Enrolment into health/ medical provider system
b. Annual medical examination forms/ results and related records
c. Drug test forms/results and related records
d. Medical/hospitalization utilization reports and related documents
e. Clinic/health counseling and similar records
f. Insurance/health benefit enrolment forms and related documents

3. Other forms, reports and audio/ video records

a. Disciplinary actions and investigations and related documents
b. Administrative hearing audio recording
c. Safety or security incident reports and related documents
d. Lie detector tests and similar assessments

By signing this consent form, you provide consent to [Name of Company] to do the following:

1. Collect and process your Personal Data, as provided under applicable laws, regulations,
and [Name of Company]’s policies, for its and its affiliates’ and partners’ legitimate
purposes such as but not limited to:
 a. To support human resources development such as employee or resource engagement
surveys, training needs assessment, professional or career planning and development
and the like;
b. To provide prospective employers with background information in relation to the
individual’s application for employment;
c. To provide relevant information to financial institutions conducting credit and similar
investigations, as prompted by an application or request from the employee;
d. To protect [Name of Company] or its affiliates and partners’ interests concerning legal
issues and/or cases of whatever nature or kind; and
e. Other similar or related purposes.

2. Make your Personal Data available to [Name of Company]’s affiliates and partners for
them to process the Personal Data for their legitimate purposes as described above; and
3. Make your Personal Data available, and to permit [Name of Company]’s affiliates and
partners also to make your Personal Data available:
a. To third parties who provide products or services to [Name of Company] or its
affiliates and partners for their legitimate purposes as described above; and
b. To other third parties, where required or permitted by law, including regulatory
authorities, government agencies, as well as parties with whom you voluntarily
transact.

A list of [Name of Company]’s affiliates, partners, subsidiaries, related companies, and the third
parties are available here: [insert URL link, if any/applicable; otherwise you can the wording to
“are available upon request”].
You also confirm that, before providing us with the Personal Data of your relatives and character
references (“Your Contacts”), you have obtained their consent to: (i) you collecting their Personal
Data; (ii) you sharing the same with [Name of Company], its affiliates and partners, and the third
parties as indicated above; and (iii) to the processing of their Personal Data by [Name of
Company]. and its affiliates and partners indicated above as provided herein.
Commented [A1]: This insertion is pursuant to the
data subject’s right to be informed of the recipients or
classes of recipients to whom the personal data are or
may be disclosed as provided under Section 34 (a) (2)
of the implementing rules and regulations of the Data
Privacy Act of 2012.

The Personal Data will be retained in [Name of Company]’s records for a period of five (5) years,
(“Personal Data Retention Period”) from the individual’s separation or termination of
employment or engagement. Unless retention for a longer period is required for reasonable cause,
the disposition of Personal Data shall, upon the lapse of the Personal Data Retention Period, be
effected by [Name of Company] in accordance with applicable laws and regulations.

You and your contacts are entitled to certain rights in relation to the Personal Data that may be
collected from you (and from your contacts), including the right to access, correction, and to object
to the processing, as well as the right to lodge a complaint before the National Privacy
Commission in case of violation of your or your contacts’ rights as data subjects. For any concerns
regarding your Personal Data, you may consult the [Name of Company].’s Data Protection Officer
at the following contact details:

Name:
Office address:
Email address:
Phone number:

You further acknowledge that the foregoing was fully explained to you, and that you read and
fully understood the foregoing.

Conforme:

[Name of Employee/Individual]