Data Privacy Policy for Applicants 

 Last Updated: September 6, 2024

 

1. Introduction

At QNE Software Philippines, Inc., we are committed to protecting the privacy and security of the personal data of all applicants, including but not limited to those applying for internships, entry-level positions, or recent graduates. This Data Privacy Policy explains how we collect, use, store, and protect your information during the recruitment process. By submitting your application, you agree to the terms outlined in this policy. This policy is QNE Software Philippines Inc.’s efforts to comply with the Data Privacy Act of 2012 (DPA 2012) and other applicable data protection laws.

 

2. Information We Collect

During the application process, we may collect the following types of personal information:

Personal Identification Information: Name, contact details (e.g., phone number, email address), date of birth, address, and other identifying information.

Employment History: Details of your previous employment or internship, including company names, job titles, responsibilities, salary, and dates of employment.

Educational Background: Information about your academic qualifications, including institutions attended, degrees obtained, and dates of attendance. This includes information relevant to both fresh graduates and current students seeking internships.

Skills and Qualifications: Information about your skills, certifications, qualifications, and results from assessments, including theoretical, practical, and personality tests like the DISC, to evaluate your fit for the role.

Application Materials: Resumes, cover letters, portfolios, introductory videos, and any other documents submitted as part of your application.

References: Contact information for professional references, preferably including superiors or managers from previous internships or work experiences, whom we can contact to verify your qualifications and suitability for the position.

Interview Records: We may record audio, video, and chat transcripts of online and in-person interviews to ensure process integrity and support informed hiring decisions.

Onsite Visit Records: For applicants who visit our physical premises, we may collect records such as sign-in logs, security footage, and health declarations. Onsite visits for the application process will also follow our visitor policy or any other applicable policies, ensuring the safety and security of our employees, visitors, and facilities.

Additional Information: Responses to specific questions regarding your background, including but not limited to, health conditions, criminal history, compliance with work conditions, and details about your home office setup.

 

3. How We Use Your Information

We use the information collected to:

Evaluate Your Application: Assess your qualifications and suitability for the position or internship.

Communicate with You: Contact you regarding your application status, interview arrangements, and any other relevant information.

Conduct Background Checks: Verify details like your academic background, previous internships, or work experience, if applicable.

Improve Our Recruitment Process: Analyze application data to enhance our recruitment practices and make informed decisions.

Ensure Security: Utilize records from online interviews and onsite visits to maintain a secure and safe environment for our employees and visitors.

 

4. Data Sharing and Disclosure

We may share your personal data and information with:

Internal Staff: Employees of QNE Software Philippines, Inc. who are involved in the recruitment and hiring process and need access to your information to perform their duties.

Third-Party Service Providers: Companies that provide recruitment-related services, such as but not limited to, background checks and applicant tracking systems, who are contractually obligated to protect your information.

Legal and Regulatory Authorities: When required by law or in response to legal processes, such as to comply with legal obligations or to protect our rights and interests.

 

5. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy.

Unsuccessful Applicants: If your application is unsuccessful, we may retain your data for up to 6 months for potential future opportunities, including internships and entry-level positions. Interview records and onsite visit records will also be kept for this period in accordance with our internal policies and legal requirements.

Successful Applicants: If you are hired, your data will become part of your employee records and will be retained as part of your 201 files, subject to our employee data retention policy.

If your application is closed and you wish to have your data removed from our records before the end of the retention period, please send your request to [email protected].

 

6. Your Rights

You have the right to access the personal data we hold about you, request corrections to any inaccurate or incomplete information, and ask for deletion of your data, subject to legal and contractual requirements. You may also object to the processing of your data in certain circumstances and request a copy of your data in a structured, commonly used format. To exercise any of these rights, please contact [email protected].

 

7. Contact Us

If you have any questions or concerns about this Data Privacy Policy or our data protection practices, please contact us at:

Email: [email protected]

Phone: (02) 884 19 643

Address: Unit 3103 The Stiles Enterprise Plaza Bldg. Podium 2, Hippodromo St., Brgy. Carmona, Circuit, City of Makati NCR, Fourth District, Philippines, 1207

 

8. Changes to This Policy

We may update this Data Privacy Policy from time to time. Any changes will be communicated to you through our website. We encourage you to review this policy periodically to stay informed about how we protect your information.

Thank you for considering a career or internship with QNE. We value your trust and are committed to protecting your personal data.