Effective Date: October 01, 2020
Last Updated: February 01, 2024

PayrollPRO.PH, an HR-Tech product of Analytics and Data Integrity, Inc. (ADI Consulting), values the privacy and security of the personal data entrusted to us. This Data Protection Policy outlines how we collect, use, store, share, and protect personal data in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations (IRR), and relevant issuances of the National Privacy Commission (NPC).

1. Scope

This policy applies to all personal, sensitive personal, and privileged information processed by PayrollPRO.PH, whether from employees of our clients, client representatives, job applicants, or our own personnel.

2. Data We Collect

PayrollPRO.PH may collect and process the following categories of data:

  • Employee Information: Name, address, birthdate, contact details, marital status, dependents, and government-issued IDs (TIN, SSS, PhilHealth, Pag-IBIG).
  • Employment Information: Position, department, employment status, compensation details, attendance, leaves, and performance data.
  • Payroll and Benefits Information: Salary, allowances, deductions, statutory contributions, and benefits.
  • System Data: Login credentials, access logs, and usage activity within PayrollPRO.PH.

3. Purpose of Processing

PayrollPRO.PH processes personal data for legitimate business purposes, including:

  • Payroll computation and processing.
  • HR and attendance management.
  • Compliance with government reporting (BIR, SSS, PhilHealth, Pag-IBIG, DOLE).
  • Generation of statutory reports and certificates.
  • Maintaining system security and integrity.
  • Client support and account management.

4. Legal Basis of Processing

Processing of personal data is carried out based on:

  • Consent of the data subject.
  • Contractual obligations between PayrollPRO.PH and its clients.
  • Legal obligations under Philippine laws and regulations.
  • Legitimate interests in providing secure and efficient HR and payroll solutions.

5. Data Sharing and Disclosure

PayrollPRO.PH may share personal data only under the following circumstances:

  • With government agencies (BIR, SSS, PhilHealth, Pag-IBIG, DOLE) for compliance with legal obligations.
  • With authorized client representatives for HR, payroll, compliance, and accounting purposes.
  • With third-party service providers and cloud hosting companies like (e.g., Digital Ocean, Azure, Google Workspace) under their own strict data sharing policies, practices, ISO 27001 and PCI DSS L1 Certified.
  • When required by law, regulation, or court order.

We do not sell, rent, or trade personal data to any third party.

6. Data Storage and Retention

  • Personal data is stored securely in encrypted servers and databases.
  • Access is restricted to authorized personnel only.
  • Data is retained only for as long as necessary for its purpose, or as required by law (e.g., BIR requires retention for at least 10 years).
  • After the retention period, data is securely deleted or anonymized.

7. Data Security Measures

PayrollPRO.PH implements organizational, physical, and technical security measures, including:

  • Role-based access controls and authentication mechanisms.
  • Encryption of sensitive data in transit and at rest.
  • Regular vulnerability assessments and penetration testing.
  • Data backup and disaster recovery protocols.
  • Confidentiality agreements and regular privacy training for employees.

8. Rights of Data Subjects

Data subjects whose information is processed by PayrollPRO.PH are entitled to:

  • The right to be informed of how their data is processed.
  • The right to access their personal data.
  • The right to rectify or correct inaccurate data.
  • The right to object to processing under certain conditions.
  • The right to erasure or blocking of data where applicable.
  • The right to data portability.
  • The right to be informed about the update in the security policy, data privacy, and terms of use about the system.

Requests for the exercise of these rights may be sent to our Data Protection Officer (DPO).

9. Data Breach Management

In the event of a data breach:

  • PayrollPRO.PH will implement containment and recovery procedures.
  • Affected clients and data subjects will be notified in accordance with NPC rules.
  • Breach reports will be filed with the NPC when required.

10. Contact Information

For concerns regarding data privacy, you may contact:

Data Protection Officer (DPO)
PayrollPRO.PH by Analytics and Data Integrity, Inc. (ADI Consulting)
Email: james.garcia@payrollpro.ph
Phone: +639178816255
Address: Unit 323, Vinia Building, 929 Epifanio de los Santos Ave, Philam, Quezon City, Metro Manila

11. Policy Review and Updates

This policy is reviewed periodically to ensure compliance with laws and best practices. Updates will be communicated through our website or directly to clients.