Data Privacy Statement

Citihomes Builder and Development, Inc. (hereinafter referred to as “CBDI”, the “Company”, “Us”, “Our”, and “We”) have a strong commitment to protect our data subjects’ personal data from any breaches or unauthorized use in compliance with the Data Privacy Act of 2012 or otherwise known as Republic Act (R.A.) 10173 as governed by the National Privacy Commission (NPC).

To ensure you can make informed decisions and feel confident about supplying your personal data with us, we provide you this Data Privacy Statement outlining our data collection, usage, retention, disclosure, and disposal practices and your rights as “Data Subjects”, as defined by the Act.

The term “personal data” refers to any personal information that can be used to identify you as an individual, such as your name, contact details, age, gender, government-issued identification, financial information, and other personal information as defined by the Act.
This statement applies to all data subjects whose personal data are collected and processed by CBDI. It explains:

How do we collect your Personal Data?
How do we use information about you?
How do we transfer information about you?
How do we store and dispose of your information?
Your rights as a data subject
Notifications in case of breach of information
Compliance with data privacy clauses on contracts
Updates to our Privacy Policy
Where do you go for further information?

1. HOW DO WE COLLECT YOUR PERSONAL DATA?

1.1 The Company gathers different personal data from you. The amount and type of personal data collected varies with the purpose of such data. It may include, but is not limited to, the following:

(For employees/applicants)

Personal characteristics such as name, age, gender (sex), birth date, birth place, citizenship, nationality, height, weight, marital status, photographs, signature and biometric information;
White page information such as addresses (permanent, present and provincial), telephone and mobile number, email address, sketch of residence, and business contact information (business address, number, email and personal assistant contact information);
Educational background including schools attended and years graduated, licenses, professional memberships, honors or awards received, and trainings attended;
Professional and employment information such as occupation/title, job description/roles, income or other compensation, employer name, employment status, character/professional references;
Health related information like medical results, family history, allergies, and medications taken among others;
Bank account number, card number. and cardholder name of your payroll account;
Information about your parents, siblings, spouse, and children; and,
Other sensitive personal information like government-issued identification, religious beliefs, administrative offenses, criminal records and background checks.

(For buyers)

Name, age, gender (sex), birth date, citizenship, marital status, photographs, and signature;
Home address (permanent and present), telephone and mobile number, and email address;
Professional and employment information like your occupation, employer or business name, address, industry, office numbers, position, number of years employed, and email address;
Financial info such as monthly income, bank deposit accounts, credit card accounts, and loans;
Your spouse’s personal data, i.e., name, birth date/age, citizenship, home and mobile number, TIN, email address, number of dependents, occupation, employer name, and employer address;
Your attorney-in-fact or authorized representative’s personal data, i.e., name, permanent home address, birthdate, age, contact numbers, email address, TIN, and relationship to you; and,
Government-issued IDs and others such as type of home ownership and character references.

(For brokers)

Personal characteristics such as name, age, gender (sex), birth date, citizenship, marital status, photographs, and signature;
White page information such as permanent home address, business postal address, telephone number, fax number, mobile number, and email address;
Educational information, specifically records of license or professional membership;
Professional and employment information such as realty name and address, real estate affiliations, and real estate experience;
Family related information, i.e., parents’ name, and the name of your children; and,
Other sensitive personal information like SSS number, TIN and PRC license.

(For suppliers)

Name, occupation/title, and signature;
White page information such as addresses (permanent and present), telephone and mobile number, email address, and business contact information (business address, numbers, email, personal assistant contact info);
Taxpayer Identification Number and bank account number; and,
Types of services provided or product types purchased, leased, or returned.

(For contractors)

Personal characteristics, like your name and signature;
White page information such as telephone and mobile number, email address, and business contact information (business address, numbers, email, personal assistant contact info); and,
Sensitive personal information, specifically your Taxpayer Identification Number.

(For all website users)

Name, mobile number, email, and other personal data you choose to provide in our online forms; and,
Information obtained through cookies when you visit and use our website.

Please note that when you share with us the personal data of another person—like your character references, spouse, and dependents—you guarantee that you have obtained their consent for the processing of their personal information in line with this Statement.

Depending on the urgency for the fulfillment of such purpose, the Company may employ different means to gather your personal data including but not limited to:

a. Email (MS Outlook)
b. Web-based platforms (e.g. Company’s website, social networking sites, etc.)
c. Telephone calls
d. Fax
e. Forms (both for internal and external purposes)
f. Logbooks
g. CCTV cameras

The ways stated above are the general means that the Company uses to collect your personal data. We may seek your data via other means as necessary for processing and for as long as it does not breach the principles set by the Data Privacy Act of 2012.

1.2 You have the option to choose which personal information you are comfortable to share with us. However, if you choose not to provide the personal information that we need or that is mandatory, we may not be able to process the requested services or complete your transaction.

2. HOW DO WE USE INFORMATION ABOUT YOU?

2.1 Purposes of data collection include, but not limited to, the following:

(For employees/applicants)

To facilitate an applicant’s initial screening process including examination, interview and background checks;
To facilitate preparation of job offers, employment requirements, contracts and notification of newly hired employees;
To acquaint our current employees with a new hire’s education and work experience.
To facilitate new hire orientation activities, government reporting (e.g., TIN, SSS, PhilHealth, and HDMF), payroll processing, company ID preparation, site orientation, and update of employee information;
To manage employee benefits and entitlements;
To arrange travel, visa and transit booking for employee travel incentive;
To monitor and evaluate performance and conduct;
To monitor and manage employee training and career development;
To facilitate time-keeping activities such as filing of overtime, leaves, and official business trips, and verification of Daily Time Record (DTR);
To facilitate the deployment and use of IT resources and communication tools within CBDI;
To employ security and employee authentication;
To facilitate, document, and monitor participation in employee programs and events;
To manage company library and telephone directory;
To perform computer operations activities such as managing user accounts/access, processing program change and troubleshooting requests;
To process in connection with your roles and responsibilities as an employee;
To conduct human resources research, planning, statistical analysis, policy development and reporting across CBDI; and,
To process employee separation activities.

(For buyers)

To process and provide customer-related support services;
To conduct site tripping and negotiate sales transactions with potential buyers;
To process sales reservation and prepare the buyer’s docket;
To conduct financing activities (e.g., dropped sales, account amendments, cancellation and reactivation, short term loan line (STLL) processing, and advance credit investigation);
To process collected post dated checks, over-the-counter receipts, spot and deferred payments;
To facilitate bank referrals and vault management activities (e.g., titles, buyer records);
To facilitate loan takeout/turnover activities, monitoring and preparation of monthly reports;
To facilitate notarial services, title transfer, archiving and monitoring of buyer’s account;
To process buyer’s application for water utility, insurance, MERALCO master plan and secondary activities;
To conduct move-in activities, i.e. move-in invitation and orientation, house inspection and acceptance, post-occupancy repairs, temporary power connections, application for housing improvements, refunds for construction and amenities bond;
To monitor, secure and release legal documents such as land titles to homeowners;
To bill homeowner’s association dues, property management services and amenity usage fee, collect general information, and issue vehicle stickers;
To facilitate the establishment of a homeowners’ association, vital to which is the sharing of your information with the Election Committee and the elected Homeowners’ Association officers;
To identify profitable market segment through statistical analysis.

(For brokers)

To process broker’s application and accreditation requirements;
To facilitate notarial services and process broker’s service agreement; and,
To determine the amount and timing of broker’s commission and fees, and prepare its request and release.

(For suppliers)

To facilitate vendor accreditation;
To maintain a master file of suppliers which is used as a reference for purchase order details;
To process CBDI’s materials/supply requirements;
To record receipt, movement, and usage of inventory; and,
To facilitate billing and preparation of required tax forms.

(For contractors)

To process accreditation of contractors and awarding of construction projects;
To facilitate the signing of the Construction Service Agreement and issuance of Notice to Proceed (NTP);
To facilitate billing and preparation of required tax forms; and,
To maintain a list of active/accredited contractors for reference and monitoring

(For all data subjects)

To help provide safety and security in our premises; and,
To conduct operational, compliance and financial audits.

3. HOW DO WE TRANSFER DATA ABOUT YOU?

3.1 Your information may be shared through email or by any other means available to any of our authorized personnel across all properties of Citihomes Builder and Development, Inc., and to third parties if deemed necessary to complete your transaction/s with us. A Data Sharing Agreement shall cover any transfer of data between and among CBDI and/or those third parties.

3.2 We may disclose your information to government agencies, professional bodies, and other third parties, as required by applicable laws or regulations. This may include disclosures outside the country, if necessary. As part of our commitment to protect your personal data, we will review and use your information to determine whether disclosure is required or permitted.

3.3 The Company ensures that Personal Data shared through email or by any other means available are protected based on the standards set by the law in order to mitigate the risk of data breaches. We ensure our employees are properly trained and informed on their responsibilities, particularly in sharing your personal information.

4. HOW DO WE STORE AND DISPOSE OF YOUR INFORMATION?

4.1 We may retain your personal data in various forms such as paper or electronic files. Only you and authorized personnel may access your personal data for privacy and security. All of your personal data collected and documented in various official CBDI Forms/Templates will be filed by the designated custodians in a secured location. On the other hand, personal information in electronic forms will be retained in our computer systems which we have employed with information security controls.

4.2 We will keep your personal information as long as required by laws or regulations, or as needed for a purpose described in this Statement. Personal data shall not be retained in perpetuity in contemplation of a possible future use yet to be determined.

4.3 After such, the Company is no longer responsible for keeping and providing you with your personal data/documents. As authorized, our designated custodian will purge your personal information through shredding of paper files, deletion of electronic files in our computer system, or in any other manner that would prevent the further processing of your personal data.

5. YOUR RIGHTS AS A DATA SUBJECT

The Company acknowledges your rights as data subjects. Thus, you are entitled to perform any of the following:

a) Request a copy of or access to your information. The Company will provide your request in a commonly portable format (e.g., a printed copy of any soft copy files you have requested, or a photocopy of the document).

However, the Company is not generally required to undertake endless and disproportionate searches for information to respond to a request and the Company may refuse your request if:

The relevant personal data is not in the Company’s possession or control;
The request is identical or very similar to the one you have recently requested;
The request is obviously unfounded; and
Harm would arise or likely to arise from disclosure, for example, if disclosure would be likely to prejudice a criminal investigation or someone’s commercial interests.

In case your request is declined, we will provide you a formal notification indicating its grounds.

b) Request for the correction/rectification or deletion of your information, provided that the information is not necessary for compliance with a regulatory obligation and is not needed to establish, exercise, or defend legal claims.

c) Object/Restrict processing of your information, provided that personal data requested for restriction is not necessary for compliance with a regulatory obligation and is not needed to establish, exercise or defend legal claims. This right may be exercised upon discovery and substantial proof that personal data was obtained or processed unlawfully.

d) File a complaint with the National Privacy Commission (NPC) and be indemnified for damages if any of the DPA provisions regarding security of your personal data, including your rights as data subjects, are violated.

For further knowledge and reference about your rights as data subjects and how you can exercise them, you may visit NPC’s official website at https://privacy.gov.ph/.

6. NOTIFICATION IN CASE OF BREACH

In the event your Personal Data is breached, we are prepared to follow any laws and regulations which would require us to notify you of such a breach including the quality of information affected.

7. COMPLIANCE WITH DATA PRIVACY CLAUSES ON CONTRACTS

You are expected to comply with security related and privacy clauses that need to be executed as part of our standard terms of business and/or contract(s).

8. UPDATES TO OUR PRIVACY POLICY

We may amend our Privacy Policy including this statement from time to time and the updated version shall apply and supersede any and all previous versions. Prior versions of this Statement may be provided to the data subject upon formal request.

9. WHERE DO YOU GO FOR FURTHER INFORMATION?

If you have other questions or clarifications further to this statement, you may contact our Data Protection Officer at dpo@mycitihomes.com.ph or at (0917) 809-5978.