The Intellectual Property Office of the Philippines (IPOPHL) through the Financial Management and Administrative Service (FMAS) collects, stores, and processes personal and sensitive personal information through IPOPHL Recruitment Portal (IPOPHL-RP) in compliance with Republic Act No. 10173 (Data Privacy Act of 2012), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (NPC).

By accessing and using IPOPHL-RP, you acknowledge that you have read and understood this Privacy Notice and agree to the lawful processing of your personal data in accordance with the Data Privacy Act of 2012.

1. Purpose of Processing

Personal data collected through IPOPHL-RP are processed solely for legitimate and lawful human resource and employment-related purposes, including:

• Recruitment, selection, and placement
• Official communications
• Compliance with legal, regulatory, audit, and transparency requirements

2. Personal and Sensitive Personal Information Collected

FMAS collects personal data necessary for the performance of its functions, which include:

• Basic personal information (e.g., full name, birthdate, gender, civil status, address, educational background, contact details)
• Family information
• Employment and service records (e.g., appointments, leave, performance, training)
• Biometric data, government-issued IDs
• Official photographs and identity documents

Note: The Human Resource Management and Development Division (HRMDD) operates IPOPHL-RP on behalf of FMAS and is responsible for the day-to-day collection, input, and processing of personal data.

3. Collection, Storage, and Security

• Personal data are collected voluntarily through printed forms, electronic submissions, email, or direct system input via IPOPHL-RP.
• Personal data are stored securely on IPOPHL’s servers maintained by the Management Information Service (MIS). Physical records are kept in secured and locked cabinets located within the HRMDD premises.
• Access to personal data is strictly limited to authorized personnel under the principle of need-to-know, with multi-factor authentication, encryption, and role-based access controls in place.
• The IPOPHL-RP have passed the Privacy Impact Assessments (PIAs) in accordance with the National Privacy Commission (NPC) Circular 16-01 standards and measures.

4. Data Sharing

Personal data may be shared with other government agencies only when required by law or under official Data Sharing Arrangements (DSAs), such as:

• Civil Service Commission (CSC)
• Department of Trade and Industry (DTI)
• Freedom of Information (FOI) offices
• National Archives of the Philippines

All shared data are covered by agreements ensuring lawful, limited, and secure use.

5. Third-Party Processing

Accredited third-party service providers (e.g., Doña Alejandra, Inc.) may process personal data, in limited capacity, in support of IPOPHL-RP system operations, configuration, and performance testing. Such processing is:

• Covered by Data Privacy Agreements
• Limited to the duration of the service contract
• Subject to access controls and compliance with the Data Privacy Act of 2012

6. Retention and Disposal

Personal data are retained and disposed of according to IPOPHL’s Records Retention and Disposition Policy, approved by the National Archives of the Philippines, ensuring secured destruction of both physical and electronic records when no longer needed.

7. Your Data Privacy Rights

As a data subject under the Data Privacy Act of 2012, you have the following rights:

8. Contact Information

For inquiries and concerns regarding this Privacy Policy, the processing of personal data, or to report a potential data breach, please refer to the following contact details:

• IPOPHL Data Protection Office (DPO)
  📧 dpo@ipophl.gov.ph
• • Financial Management and Administrative Service (FMAS)
  📧 fmas@ipophl.gov.ph
• Human Resource Management and Development Division (HRMDD)
  📧 hrd@ipophl.gov.ph
🔗 Full IPOPHL Privacy Notice: https://www.ipophil.gov.ph/privacy-notice/