Introduction

Mix Plant, Inc. (MPI) respects your privacy and recognizes the need for appropriate measures to protect and manage the personal data you entrusted us. To ensure that we remain worthy of your confidence and trust, we have developed this Privacy Policy in accordance with the Data Privacy Act of 2012 (DPA), its Implementing Rules and Regulations (IRR), other issuances of the National Privacy Commission (NPC), as well as other relevant laws of the Philippines in order to protect your personal data.

Personal information refers to “any information, whether or not recorded in any form, from which the identity of an individual is apparent or can reasonably and/or directly be ascertained by the entity holding the information, or, when put together with other information, would directly and certainly identify an individual.” Personal data pertains to all types of personal information, sensitive personal information, and privileged information.

This Privacy Policy pronounces how we process (collect, use, share, retain, and dispose) and protect your personal data. It also provides you with steps you can take should you request for any change in the way we process your personal data, or if you want us to stop using your personal data.

Processing of Personal Data

Why do we collect your personal data?

It is important that we collect, use, store, and retain your personal data when it is reasonable and necessary to enable us to perform processes related with our business and transactions with all our customers, as well as to help us in our compliance with regulatory requirements.

In general, we use the personal data you entrusted us to:

• perform activities in relation with the services we are offering;
• perform processes related with security monitoring, incident reporting, and CCTV surveillance to ensure safety and security of all guests, staff, and other visitors;
• comply with the requirements for relevant certifications; and
• comply with our obligations under the law and as required by other government organizations.

In addition, we may use your personal information depending on your transactions with us in any of the following:

a) when you want to become a part of our team as employee or trainee

• to consider and evaluate your suitability for employment;
• to conduct initial background checking procedures;
• to communicate with you about the status of your employment application;
• to inform and consider you for future job opportunities that you may be interested in;
• to facilitate procedures as necessary for your pre-employment such as, but not limited to, conducting pre-employment medical examination with our accredited clinics; conducting background investigation or reference checks; and your submission of required documents which will form part of your employee 201 file;
• to perform procedures as necessary for your employment such as, but not limited to, ID creation, timekeeping, payroll processing, allowances and reimbursements processing, tax processing, HMO enrollment, annual physical examinations, loan processing, and other purposes that may demand processing of your personal data (e.g., business travels, social activities, emergencies, and so on);
• as necessary, to execute business transactions such as preparation and/or approval of business documents and any other functions that are directly related and/or incidental to your job and that will demand the processing of your personal data;
• to evaluate your performance as well as open opportunities for career development within the company, which may entail activities such as seminars, trainings, workshops, and compliance monitoring;
• upon separation, to facilitate procedures such as exit clearance, exit interview, preparation of your final pay, and issuance of your Certificate of Employment;
• to comply with our obligations under the law and as required by government organizations such as the Department of Labor and Employment (DOLE), Bureau of Internal Revenue (BIR), Social Security Services (SSS), Home Development Mutual Fund (Pag-IBIG), and Philippine Health Insurance Corporation (PhilHealth), and local government units;
• to perform processes related with security monitoring, incident reporting, and CCTV surveillance to ensure safety and security of all customers, employees, contractors, and other visitors; and
• to comply with our obligations under the law and as required by government organizations and local government units.

b) when you become one of our customers

• to manage your inquiries, reservations, or bookings in our functions and/or catering services;
• to facilitate your billing;
• to provide customer care activities, monitor our quality and security, and provide services efficiently and in a timely fashion;
• to respond to specific complaints, enquiries, and requests, as it may be necessary to ask for your personal information; and
• to conduct research and analysis to improve customer experience/satisfaction.

  c) when you are a supplier, a potential supplier, or a contractor

• to initially check the completeness of requirements that you’ve sent to us through e-mails;
• to evaluate your credentials as potential supplier in terms of your business/company profile, list of products/services, and list of clients;
• to conduct a methodical way of accreditation through visits in supplier premises;
• to evaluate your proposal, including your manpower, technical, and operational capacity;
• to reassess and reevaluate your credentials and performance in continuance of our business relationship;
• to perform actions necessary to implement the terms and conditions of our contract and processes related to or in connection with our business, including processing disclosures that may be required under the law or relevant regulations; and
• to be used as a requirement for taxation purposes, and serve as a reference for processes related with Purchasing and Accounting.

d) when you are a visitor

• to perform processes related with security monitoring, incident reporting, and CCTV surveillance to ensure safety and security of all guests, staff, and other visitors;
• to monitor all persons who were given access to the company premises; and
• for reference in case of security- or emergency-related incidents occurring within company grounds.

 What personal data do we collect from you?

• We collect information relevant to our pursuit of providing you with details regarding our products, services, and promotions. We also do this to ensure that we are able to perform processes related to our business or transactions with you. This includes information such as:
  • personal information (full name, home address, e-mail address, telephone number, other personal contact numbers), family information (spouse name and occupation), dependent information, photos;
  • sensitive personal data (birthdate, nationality, civil status, educational background, medical condition, criminal violations), government-issued identification documents (e.g., SSS, TIN, PhilHealth, Pag-IBIG), birth certificate, marriage certificate, permits, and licenses;
  • employment records (employment history, certifications, trainings attended), resume, and income information from your previous jobs; and
  • information collected using our CCTV surveillance system and other similar tools.

Please note that you are responsible for ensuring that all personal data you submit is accurate, complete, and up-to-date.

 How do we collect or acquire your personal data?

We collect your data when you

• submit your resume either through walk-in applications, via official job-posting websites, or through e-mails sent to our authorized representatives;
• fill out our forms and submit necessary documents as part of your pre-employment requirements (as our applicants/employees/trainees), supplier accreditation requirements (as our prospective suppliers/suppliers), or to avail of our services (as our customers);
• provide personal information related to inquiries, requests, and complaints;
• disclose your personal information through phone calls, e-mails, SMS messages, or verbal communication with our authorized representatives; and
• enter any part of the company’s premises, in which case images and footage you take may be collected through our camera surveillance (i.e., CCTV).

With whom do we share your personal data?

As a general rule, we are not allowed to share your data to any third party, except in select circumstances as noted below. By giving your consent, you authorize MPI to disclose your personal data to accredited/affiliated third parties or independent/non-affiliated third parties, whether local or foreign, in any of the following situations:

• as necessary for the proper execution of processes related to the declared purposes in this Privacy Policy; or
• when the use or disclosure is reasonably necessary, or otherwise required or authorized by or under law.

This means that we might disclose your personal data to the following:

• our affiliates, subsidiaries, partner companies, organizations, or agencies including their sub-contractors or prospective business partners that act as our service providers and contractors; and
• law enforcement and government agencies.

However, these companies may only use such personal data in a manner that is consistent with and for the purpose(s) as enumerated in this Privacy Policy.

Privacy Policy for Camera Surveillance

Mix Plant, Inc. uses a CCTV system to capture employees’ and visitors’ images and videos to monitor anti-social behavior, crime, and emergency incidents or situations within our premises. The CCTV data is stored in secure locations, accessed by authorized Mix Plant, Inc. personnel for legitimate purposes, and may be shared with the appropriate authorities for investigatory purposes.

For questions or concerns, you may reach us through the contact details as listed under “Your Data Privacy Rights.”

Data Protection

We take reasonable steps to ensure that the personal data we process are accurate, complete, and up-to-date. We strictly enforce our Privacy Policy within MPI, and we have also implemented technological, organizational, and physical security measures to protect the information we hold about you from loss, misuse, modification, unauthorized or accidental access or disclosure, alteration, or destruction. We enforce safeguards such as the following:

• keeping and protecting your personal data by using a secured server behind a firewall, and by deploying adequate physical security controls; and

• restricting access to your personal data only to qualified and authorized personnel who hold your personal data with strict confidentiality.

Data Retention

The personal data will be kept in our facilities located in the Philippines in accordance with our retention schedule, unless you request your personal data to be deleted in our systems, databases, and any form of hard copy immediately. Once deleted, your personal data will no longer be searchable or included in anonymous searches and will be completely removed from all storage locations.

MPI reserves the right to retain your personal data in our files located in the Philippines under certain circumstances, such as when your personal data may be necessary to resolve disputes, or if MPI is required to do so by law or in good faith, provided that such action is necessary to comply with a legal obligation and/or protect and defend the rights or property of MPI or its affiliates. If MPI is required to retain any portion of your personal data for such purposes, it shall use reasonable efforts to limit such data to what is necessary in accomplishing the particular purpose.

Changes in Our Privacy Policy

As necessary, this Privacy Policy may be updated from time to time. If we change our Privacy Policy, we will post the revised version in our website (https://www.mixplant.com.ph/contact). Such updates will take effect immediately, so we suggest that you check our website periodically for the most up-to-date version of our Privacy Policy. Rest assured that any changes will not be retroactively applied and will not alter how we handle previously collected personal data without obtaining your consent, unless required by law.

Your Data Privacy Rights

Should you wish to exercise your rights as a data subject (including the right to access, modify, erase, and object to the processing of your personal data), or should you have any inquiries and feedback on this Privacy Policy, or should you have complaints you want to take up with MPI, you may reach us through the “Contact Us” tab in our website (https://www.mixplant.com.ph/contact), through a written letter or through an e-mail to our Data Privacy Officer (DPO).

Our contact details are as follows:

Lilian B. Quintans

Data Privacy Officer

E-mail: lilyquintans@mixplant.com.ph

Mix Plant, Inc.

5F Tuscan Bldg., 114 V.A. Rufino St., Legaspi Village, Makati City 1229

+63 2 814-0123

You may also lodge a complaint before the National Privacy Commission (NPC). For further details, please refer to NPC’s website (https://privacy.gov.ph/mechanics-for-complaints/).

Our decisions to provide such access or consider any request for correction, erasure, and objection to process your personal data as it appears in our records are always subject to any exceptions under applicable and relevant laws and/or the DPA, its IRR, and other issuances of the NPC.