VIRTUAL STAFFING SOLUTIONS, OPC (VSS)
Privacy Policy
Virtual Staffing Solutions ("VSS," "we," "us," or "our") collects, uses, protects, and discloses the personal information of our website visitors, job applicants, employees, clients, and other third parties. This policy is aligned with our commitment to data protection and compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) of the Philippines, the EU General Data Protection Regulation (GDPR), US- State based Privacy Laws, and other relevant Data Privacy laws in the jurisdictions where we operate, including the United States and the United Kingdom.
1. About This Privacy Policy
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This privacy policy applies when you visit or use our websites, apps and other services, including events, that refer or link to this privacy policy. This privacy policy may be supplemented by additional privacy statements, terms or notices provided to you.
Virtual Staffing Solutions that own or administer the Service, as identified therein, is the primary controller of your personal information provided to, or collected.
We will indicate within the registration processes or of our notices what types of personal information are required and those that are requested. You may choose not to submit the requested information, but that may limit or prohibit any of services, processing, screening of VSS that is able to provide to you.
2. Information We Collect
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We collect personal information through various means, including our website, direct interactions, and third-party tools. The types of information we collect depend on your relationship with us.
2.1 Data You Provide to Us
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For Website Visitors: We may collect data such as your IP address, browser type, pages visited, and other browsing data. If you fill out a form, we collect your name, email, phone number, and any other information you provide.
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For Job Applicants and Employees: We collect personal data necessary for recruitment and employment,
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For Clients (including those in the US, UK, and PH): We collect contact details and other business-related information to provide our staffing services.
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For Suppliers and Vendors: We collect financial details, and other information required to manage our business relationship.
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For Guests and Visitors: We may collect contact details, company affiliation, and time of visit for security and record-keeping purposes.
2.2 Data from Other Sources
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Account login credentials to access our Candidate portal, Employee tool and others.
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Other account registration and profile information.
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Comments, feedback and other information you provide to us.
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Interests and communication preferences, including preferred language.
Publicly available sources and data suppliers from which we obtain data to validate or supplement the information we hold.
2.3 Data including Cookies:
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We collect this data through our servers and the use of cookies and other technologies which may automatically collect information about how you and your device interact with our website and other web-app platforms, including:
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Computer, device and connection information, such as IP address, browser type and version, operating system and other software installed on your device, mobile platform and unique device identifier and other technical identifiers, error reports and performance data.
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Usage data, such as the features you used, the settings you selected, your URL click stream data, including date and time stamp and referring and exit pages, search terms you used, and pages you visited or searched for on our website.
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Cookies are small text files that can be read by a web server in the domain that put the cookie on your hard drive. We may use cookies and other technologies to store your preferences and settings, help you with signing in, provide targeted ads and analyze site operations. You can control cookies through your browser’s settings and other tools. However, if you block certain cookies, you may not be able to register, login, or access certain parts or make full use of the Service. For more details, see the cookie policy of the Service.
3. How we use your information:
We use your personal information to provide our services and manage our business operations, including:
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Service Delivery: To provide our core services to clients, including matching job applicants with client needs.
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Business Management: To manage employee and contractor relationships, including payroll processing, benefits administration, and compliance with labor laws.
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Recruitment and Evaluation: To assess and evaluate job applicants for current or future employment opportunities.
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Legal Compliance: To comply with legal and regulatory obligations in the Philippines, United States, United Kingdom, and other jurisdictions.
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Security: To ensure the physical and information security of our premises and IT systems.
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Others: (For Marketing and or Digital Marketing)
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Respond to your requests, inquiries, comments and concerns.
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Notify you about changes, updates and other announcements related to our Services, Hiring, and or Talent and Acquisition Pool, including Events.
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Deliver targeted advertisements, promotional messages, notices and other information.
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Provide you with promotional messages and other information about our Organization, events and services of ours, our affiliates and third parties such as sponsors.
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4. Location of Processing and Cross Border Data Transfer
Your personal information may be stored and processed in the Philippines or other countries where our clients, affiliates, or service providers are located, including the United States and the United Kingdom.
When transferring data internationally, we ensure adequate safeguards are in place to protect your privacy and security, such as Data Processing Agreements (DPAs) and reliance on the standard contractual clauses mandated by relevant data protection authorities.
These measures include:
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Contractual Protections: We enter into Data Processing Agreements (DPAs) and other contractual arrangements with our clients and service providers to ensure they handle your personal data in a manner consistent with this Privacy Policy and the requirements of the Data Privacy Act of 2012 and other applicable laws like the GDPR.
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Where a Third-Party processes personal data on behalf of and under the instructions of our Organization or VSS. Hence, VSS retains full control and accountability for the data.
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Where a Third- Party is essentially an extension of our Organization or VSS, performing a specific task without its own independent purpose for processing the data.
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Data Processing Agreement (DPA): A mandatory requirement. The DPA explicitly states in Section 21(a) that a Personal Information Controller (PIC) must use contractual or other reasonable means to ensure that a Personal Information Processor (PIP) provides a comparable level of data protection. A DPA is the standard and most effective way to fulfill this legal obligation.
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Compliance Mechanisms: For transfers of personal data from the Philippines to other countries, we ensure the recipient is either in a country with an adequate data protection law or that the transfer is governed by a legally binding agreement that upholds data protection standards.
We take steps, including through contracts, intended to ensure that the information continues to be protected wherever it is located in a manner consistent with the standards of protection required under applicable law.
5. Purpose and Legal Basis of Processing
5.1 We process your personal information for the following purposes:
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To provide our core services to our clients, including matching job applicants with client needs.
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To manage employee and contractor relationships, including payroll processing, benefits administration, and compliance with labor laws.
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To assess and evaluate job applicants for current or future employment opportunities.
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To manage our business operations, including billing, invoicing, and contract management with clients and suppliers.
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To comply with legal and regulatory obligations in the Philippines, United States, United Kingdom, and other jurisdictions where we operate.
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To ensure physical and information security of our premises and IT systems.
5.2 Our processing of personal data is based on one or more of the following legal grounds:
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Consent: We process personal data with your explicit consent, especially for sensitive personal information.
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Contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering a contract (e.g., employment, client, or supplier agreements).
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Legal Obligation: Processing is necessary to comply with a legal obligation to which VSS is subject (e.g., remitting government contributions).
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Legitimate Interest: Processing is necessary for the legitimate interests of VSS or a third party, provided your fundamental rights are not overridden (e.g., for security purposes or business analytics).
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Where we also rely on your consent to process personal information, you have the right to withdraw your consent at any time, and where we rely on legitimate interests, you may have the right to object to our processing.
6. Your Data Privacy Rights:
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Under the Data Privacy Act and other applicable laws, you have the following rights:
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Right to be informed that your personal data is being processed.
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Right to access the personal information we hold about you.
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Right to object to the processing of your personal data.
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Right to erasure or blocking (or forgotten) of your personal data.
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Right to restrict processing if under the scope of European Union, General Data Protection Regulation Law (GDPR) can request that the processing of their personal data be restricted.
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Right to rectification to correct inaccurate or incomplete data.
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Right to data portability, allowing you to receive your data in a structured, commonly used format.
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Rights in relation to automated decision-making and profiling: if under the scope of European Union, General Data Protection Regulation Law (GDPR) you have rights regarding automated decisions, including profiling, that may have legal or similarly significant effects on you.
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Right to file a complaint and indemnified for damages: with the National Privacy Commission (NPC) in the Philippines.
7. Data Retention
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We retain your personal information for as long as necessary to provide and fulfill the transactions you have requested, or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.
8. Data Protection and Security
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We implement reasonable and appropriate physical, technical, and organizational security measures to protect your personal data from unauthorized access, accidental loss, destruction, or alteration.
These measures are aimed at ensuring the integrity, confidentiality, and availability of personal information.
9. Changes
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We will update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. If we make any material changes, we will provide notice through the Service or by other means.
10. Contact
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If you have any questions, comments, complaints or requests regarding this privacy policy, your data privacy rights or our processing of your information, please contact us thru;
VSS Data Protection Office.
Email: dataprotectionoffice@virtualstaffing.net
Address: 2nd & 3rd Floor Chinatown East Gate, Lilia Avenue, Brgy. Cogon, Ormoc City, Leyte, Philippines 6541