Privacy Notice for Job Applicants
This Privacy Notice provides information regarding the processing of your personal data when you apply to work for or attend a recruitment event of or undertake an assessment with the National Book Store Group (“NBS” or “we”), for employment, internship, apprenticeship or learnership (collectively, “employment”).
This Privacy Notice explains what personal data is collected and processed, for which purposes, how long we hold the personal data, who we share your personal data with, how to access and update your personal data, your rights as data subject and where to go for further information.
For individuals who are successful in their application for employment, internship, apprenticeship or learnership or engagement as a contractor, the Privacy Notice for Employees, their Dependents Contractors, and Interns will apply.
What personal data do we process?
We collect and process personal information relating to individuals who apply to work for, or who attend a recruitment event and/or undertake an assessment (“Job Applicants”) only for legitimate purposes.
These include personal information and sensitive personal information as follows:
- Full Name
- Government identification such as TIN, UMID ID number, Driver’s license number, Passport number, GSIS/SSS number, PhilHealth ID number, PAGIBIG ID number, Voter’s registration number.
- Home Address
- Dependents (Spouse, Parents, Siblings)
- E-mail address
- Employment History
- Contact Numbers
- Certifications, Trainings
- Date of Birth
- Marital Status
- Offense committed or alleged to have been committed, the disposal of such proceedings, or the sentence of any court in such proceedings
- Race or Ethnic Origin
- Other information contained in the resume, curriculum vitae or cover letter or provided during interviews
What do we do with the information we gather?
We collect, use, keep, share or otherwise process your personal data for one or more of the following purposes:
We only process your personal data:
- (i) Human resource and personnel management. This purpose includes collection and processing of personal data that is necessary for the preparation of an employment contract or any other prospective contract or relationship with job applicant for managing future employer-employee relationship. Specifically, we use your personal data:
- To consider and evaluate your suitability for employment and, with your permission, inform and consider you for future job opportunities that may be of interest to you;
- To communicate with you about your employment application; and
- To identify and confirm your credentials;
- (ii) Health, safety and security. This purpose includes activities involving screening of Applicants through pre-employment requirements such as physical examination, psychological tests, and the authentication of applicant’s records which can help NBS assess potential risk posed by the prospective employee. Specifically, we use your personal data:
- To check your medical needs, history and condition;
- To determine if you are fit to work;
- To flag past infractions that might impact your ability to perform a job;
- To highlight criminal history and records, if there be any; and
- To ensure that the information in your resume/applications matches with other records.
- (iii) Organizational analysis and development and management reporting. This purpose includes activities such as conducting applicant’s surveys and processing personal data for management reporting and analysis. Specifically, we use your personal data:
- To conduct statistical, historical or scientific research and studies; and
- To transfer personal data to an archive.
- (iv) Compliance with legal obligations. This purpose includes the collection and processing of Applicant’s personal data as necessary for compliance with a legal obligation to which NBS Group is subject. Specifically, we use your personal data:
- To comply with NBS’ obligations under law and as required by government organizations and/or agencies;
- To comply with legal and regulatory requirements or obligations; and
- To perform such other processing or disclosures that may be required under law or regulations.
How we collect, acquire or generate your data?
- When you fill-out the Application for Employment form (Online or Hard copy);
- When you submit a resume or curriculum vitae (CV);
- When we collect your resumes through different channels such as Jobstreet, LinkedIn, Social Media platforms, website, employee referrals, Public Employment Service Office, schools;
- When you contact us or communicate with use through our website/s, email, phone, social media platforms, or other methods of inquiry or communication;
- When you attend or participate in a recruitment event of NBS;
- When you undertake an assessment;
- When you answer surveys, polls, or questionnaires;
- When you consent to undergo physical examinations from NBS’ partner health clinics;
- Surveillance cameras (CCTV) in the company premises; and
- When you submit documents in whatever form submitted to NBS, whether directly or through another person, for purposes of obtaining the above-mentioned purposes.
How we protect your personal data?
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
- We keep and protect your personal data using a secured server behind a firewall, deploying encryption on computing devices and physical security controls.
- To the extent that certain information are not digitized, we keep and protect your information by keeping them out of sight of unauthorized personnel and third parties and kept in a locked receptacle as soon as possible.
- We restrict access to your personal data only to qualified and authorized personnel who hold your personal data with strict confidentiality.
How and who we share your personal data with?
As a general rule, we are not allowed to share your data to third parties except in limited circumstances as listed below. Personal data will only be shared on a strict need to know basis and solely to complete the process for the purposes mentioned above with the following:
- NBS affiliates and subsidiaries;
- Authorized third party partners, service providers and/or subcontractors, including health clinic partners;
- With your express consent;
- When we believe in good faith that disclosure is necessary to enforce our rights, protect your safety or the safety of others, and safeguard, deter, and investigate against illegal, fraudulent, or unauthorized actions in relation to the business of NBS; and
- Government, regulatory authorities or agencies where it is necessary to comply with legal or regulatory obligation, as required or authorized by or under the law.
Where and how long do we keep your personal data?
We hold personal information of unsuccessful Applicants for no longer than 6 months after the recruitment process or assessment has completed.
In all cases information may be held for a) a longer period of time where there is a legal or regulatory reason to do so (in which case it will be deleted once no longer required for the legal or regulatory purpose or b) a shorter period where the individual objects to the processing of his/her personal data and there is no longer a legitimate purpose to retain it.
Your personal data are retained in accordance with the above said parameters, industry standards, laws and regulations, unless you request that your personal data be deleted from our systems, databases and hard copies 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.
How can I access my personal data?
Personal data of walk-in, online, active pool and failed applicants can be accessed, corrected, updated, deleted and restricted through sending a request to National Book Store’s Talent Acquisition Group.
The Data Privacy Officer may, however, choose not to grant access or correct information based on the request following laws and regulations. He/she will give the individual a written notice that sets out the reason/s for the refusal.
What are your rights as a Data Subject?
The following are your rights as a Data Subject and our legal obligations with respect to your information:
- The Right to be Informed
- The Right to Access
- The Right to Object
- The Right to Erasure of Blocking
- The Right to Rectify
- The Right to Data Portability
- The Right to File a Complaint with the National Privacy Commission
- The Right to Damages
The rights mentioned are not applicable if personal data are processed only for scientific and statistical research purposes, and without being used as basis for carrying out any activity or taking any decision regarding you as the data subject. Your rights as a data subject are also subject to other limitations provided by law.
The law requires you to exercise your rights as described in this Privacy Notice in a reasonable and non-arbitrary manner, and with regard to rights of other parties.
Who can I contact for more information?
To exercise your rights which include right to access, modify, erase and object to processing your personal data within a reasonable time after such request or should you have any inquiries, feedbacks on this Privacy Notice, and/or complaints about https://www.nationalbookstore.com, you may reach us through our “Contact Us” menu in this website: https://www.nationalbookstore.com, through a written letter or through an email to our Data Protection Officer (DPO).
Our contact details are as follows:
- Data Protection Officer
- 2/F Quad Alpha Centrum Building
- 125 Pioneer Street, Mandaluyong City
- 02-6318061 to 66
You may also lodge a complaint before the National Privacy Commission. For further details, please refer to the National Privacy Commission’s website: https://privacy.gov.ph/mechanics-for-complaints/.
Any action to a request for correction, erasure and/or objection to process your personal data as it appears in our records is subject to applicable laws and/or the Data Privacy Act, its Implementing Rules and Regulations and other issuances of the National Privacy Commission.
NBS may revise this Privacy Notice as the need arises or when dictated by issuances of the National Privacy Commission or any amendment to the Data Privacy Act. Any change to this Privacy Notice shall be duly posted in this website and will take effect immediately. Data subjects are encouraged to periodically check for such updates. Changes shall not be retroactively applied and will not alter how we handle personal data previously collected without obtaining your consent, unless required by law.