Privacy Policy

1. Information We Collect

We may collect and process personal information necessary for employment, onboarding, HR administration, payroll coordination, statutory compliance, benefits administration, document management, and workforce operations.

• Full name
• Contact details
• Email address
• Address
• Birth date
• Civil status
• Citizenship
• Emergency contact details
• Beneficiary or dependent information
• Government identification numbers such as SSS, PhilHealth, Pag-IBIG, and TIN
• Employment information
• Position, department, work location, and company assignment
• Compensation and payroll-related information
• Bank or payment details
• Uploaded documents and 201 file requirements
• Job offer and onboarding information
• Clearance, asset accountability, and offboarding information
• System access logs and audit trails

2. Purpose of Processing

We process personal information for legitimate HR and business purposes, including:

• Recruitment and job offer processing
• Employee onboarding
• Verification and completion of 201 file requirements
• Employee masterfile management
• HR administration
• Payroll and benefits coordination
• Compliance with labor, tax, and government requirements
• Asset accountability and clearance processing
• Internal reporting, audit, and recordkeeping
• User access control and platform security

3. Document Uploads and 201 Files

Users may upload documents through Hired by VITO. Uploaded documents may be reviewed, approved, rejected, or marked as not applicable by authorized HR personnel. Approved documents may become part of the employee's official 201 file.

4. Access and Confidentiality

Access to Hired by VITO is role-based. Users may only access information permitted for their role. Employees and new hires may only view their own information and document submission status unless otherwise authorized.

5. Sharing of Information

Personal information may be shared internally with authorized HR, Finance, Payroll, Management, and other personnel only when necessary for legitimate HR and business purposes. Information may also be shared with government agencies, benefits providers, clients, auditors, legal advisers, technology providers, or service providers when required or permitted by law, contract, or business necessity.

6. Storage and Security

We apply reasonable organizational, technical, and administrative safeguards to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse. Documents may be stored in secure company-approved systems, including cloud storage or document management platforms used by the company.

7. Retention

Personal information and employment records are retained only for as long as necessary for employment, legal, regulatory, accounting, audit, or legitimate business purposes.

8. User Responsibilities

Users are responsible for ensuring that information they submit is accurate, complete, and updated. Users must not upload false, misleading, unauthorized, or unlawful documents.

9. Rights of Data Subjects

Subject to applicable data privacy laws, users may request access, correction, updating, or deletion of their personal information, subject to legal, employment, and recordkeeping requirements.

10. Contact

For privacy-related concerns, users may contact HR or the designated company representative through the official HR communication channels.

11. Changes to this Policy

This Privacy Policy may be updated from time to time. Continued use of Hired by VITO after updates means the user acknowledges the revised policy.