Astoria Hotels and Resorts (AHR) process of collecting applicants’ information can be categorized to as Digital and Traditional recruitment process.

As companies reorganize to gain a competitive edge, HR plays a key role in helping deal with a fast-changing environment and the greater demand for quality employees. The Human Resources department is in-charge with finding, screening, recruiting, and training job applicants, and administering employee-benefit programs, etc.

Our company’s HR functions to implement a meaningful and value-added program impact the business process of recruitment in positive way.  This approach broadens the limitations of recruitment thru different venues and platforms including traditional walk-in process and online application which involves collection of Personal Data in our websites.

When issues occur due to breach, data privacy inquiries and concerns and applicants request to opt-out, block and copy, the Data Privacy Committee will handle all decisions and resolutions.  Depending on the gravity of concerns, the Data Privacy Committee will analyze and perform a data privacy assessment report which states details and timeline of the issue.

HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information from applicants in a variety of ways including online application in our various websites but we will collect data only if they voluntarily submit such information to us.  Applicants can refuse to supply important personal and sensitive information but doing so gives them a limited chance of being hired as they are withholding relevant information necessary in the recruitment process.

COLLECTION OF PERSONAL DATA

The personal data we collect are personal and sensitive information that identifies and corresponds to the applicants position they are applying for. We collect Personal Data in accordance with the law, such as:

Personal Information – refers to any information or set of information in any form that would directly identify the applicant. These may include name, contact number, address, email address, among others.

Sensitive Personal Information – refers to personal information which may include nationality, marital status, age, gender, education, passport or other government identification, license number, among others.

Privileged Information – refers to data which are considered as privileged information under the law. These may include any information between you and your doctor, your lawyer or your spouse.

In more limited circumstances, we may also collect:

• Applicants preferences, enquiries, comments and reviews, and other personalized data such as interests, activities, hobbies, food and beverage choices, services and amenities of which they advise us or which we learn about during the process of employment.
• Electronic data such as photos or digital images, biometrics, IP address and Device ID, Geolocation information, Internet click activities in our website
• For security and protection of applicants, we capture Images, videos and audio data via CCTV or security cameras located in public areas, such as hallways and lobbies of our properties
• Images, video and audio data can be officially taken, recorded and stored by Security department for administrative purposes but may be use also for marketing initiative of the company.

HOW WE COLLECT OTHER DATA

• BROWSING – we collect general information about applicants and their activities through which you cannot be identified. When they use the Internet, their web browser or client software may transmit certain kinds of information to the servers that host the websites you visit. The information may include the IP address or unique numbers assigned to their server or Internet connection, the capabilities and features of your computer, geographic location, movement within and interaction with the website, including what pages and what information are When you visit our websites, its servers collect such general information.  This general information generates aggregate statistics about visitors to its website. In situations where it is possible to do so, general information may be linked to personal information.
• COOKIES – our website uses cookie technology. Cookies are identifying pieces of information that are transferred to your computer hard drive by our website. Cookies helps identify you when you access its website. Cookies do not allow to access any personal information about you, but they do allow it to better understand your use of our website so that it may improve its website. You can configure your browser to allow you to browse the Internet and website without cookies or to notify you when each cookie is offered so that you can accept or reject each cookie. You may not be able to use some services on our website if you disable your browser from accepting cookies.
• PHISHING AND MALWARE – we strive to maintain the highest standards of decency, fairness and integrity in all its operations. Likewise, it is dedicated to protecting user’s online privacy on its website. Browsing the website will not result in your computer getting infected by spyware, adware, viruses or other forms of hostile or intrusive software. We do not phish, harm or participate in any illicit or identity theft activities.
• GOOGLE ANALYTICS: We use Google Analytics to help us get a better understanding of how visitors use our Website and to facilitate interest-based advertising associated with your Google Account and other devices you use. The information generated by the Google Analytics cookie about your use of our Website is transmitted to and stored by Google.
• MOBILE DEVICES: When you use or access our Services from a mobile device, we may collect information such as your unique device ID and your location. If you download and use an App, we and our service providers may track and collect App usage data, such as the date and time the App on your device accesses our servers and what information and files have been downloaded to the App based on your device number, as well as any other Personal Information specified by the App in its terms or notices.

THIRD PARTY LINKS/SITES

Our companies are not responsible for the privacy policies and procedures of third-party sites that may link to our websites, or we may link to as part of past or present business relationships or initiatives.  Please review the privacy policies of any linked sites you visit before using or providing information to any of those sites.

HOW WE USE YOUR INFORMATION

We may use the collected information when you enter into or perform a contract with our company;

• To enable to contact you for confirmation of application, employment, activities and services
• Respond to results of your evaluation, requirements, inquiries, complaints, reviews and feedbacks and other form of communications
• For marketing purposes, facilitating social sharing functionalities, travels and assignments, etc.
• Comply with legal processes under applicable laws, responding to requests from public and government authorities, and enforcing our terms and conditions.

DISCLOSURE OF COLLECTED INFORMATION

• Affiliates and Partners: We may share Personal Information with our affiliated resort owners and operators in order to provide you with needed trainings, official business activities or duties and facilitate accommodation.
• Service Providers and Vendors: We may disclose your personal information to service providers and vendors we retain in connection with our hospitality business such as: travel services companies, payment processing, information technology, customer service, email delivery and legal advisers.
• Sponsors, Business Partners and other Third Parties: We may disclose your Personal Information to Sponsors and co-sponsors of promotions, business partners and other third parties in order to provide you with services that may interest you. Furthermore, we may share your Personal Information with third party providers located on-site at hotels or resorts, such as concierge, and dining. If you provide additional information to any of these third parties, such information will be subject to such third parties’ privacy practices.
• Message Boards: We may make reviews, message boards, blogs, and other such user-generated content facilities available to users. Any information disclosed in these areas becomes public information and you should always be careful when deciding to disclose your Personal Information. We are not responsible for privacy practices of other users including website operators to whom you provide information.
  • Disclosure Permitted by Law as follows:
    • to comply with a court order, subpoena, search warrant or other legal process
    • to comply with legal, regulatory, or administrative requirements of any governmental authorities
    • to protect and defend the company, subsidiaries, and affiliates, and all their officers, directors, employees, attorneys, agents, contractors, and partners, in connection with any legal action, claim or dispute
    • to enforce the terms of our website
    • to prevent imminent physical harm
  • Except as outlined in this Privacy Policy, we will not sell or trade to third parties any personal information obtained through its website without your consent.

CHOOSING TO PROVIDE INFORMATION

Providing personal information is required through our websites to be able to provide you with best employment and services we offer. You may opt not provide any personal information; however, it will not be possible to process your application and employed in the company.  

If you submit any personal information in behalf of another person, you represent that you have the authority to provide such information and to permit us to use said personal information in accordance with this Privacy Policy.

HOW WE STORE AND SECURE YOUR INFORMATION

Personal information we collect is stored on secure servers. The secure servers are protected by firewalls and other advance security system and procedures. The secure servers are not generally accessible by unauthorized third parties but could become accessible in the event of a security breach.

YOUR RIGHTS AND PREFERENCES UNDER THE DATA PRIVACY ACT OF 2012

You acknowledge that you have a full understanding of and completely agree to giving your consent to us to collect, store, access, share, process, and/or destroy copies of your personal data. You further agree and give consent to the sharing of all your personal information with third parties, when required by the law or public authority in connection with the abovementioned purposes; and warrant that you are fully aware and completely understand your rights under the Data Privacy Act of 2012, including the right to request access to your personal, sensitive and/or privileged data, as well as to move for the correction of the same, if said data is already inaccurate and/or outdated.

We shall safeguard the confidentiality of all types of personal data we collected, stored, shared or used and treat them with reasonable and appropriate degree of protection.

We are keen to protect your privacy rights.

• You have the right to be informed for which your personal data is collected
• You have the right to access your personal data with us and you right to rectify should you find that your personal data needs updating. We respect the exercise of said rights provided that the accompanying request is not vexatious and unreasonable.
• You have the right to object to processing of your personal data or withhold consent previously given.
• You have the right to erasure or blocking of your personal data. Should you exercise these rights, we will be constrained to limit your access to the school or affiliate hotel and the quality service.
• You have the right to data portability; and
• You have the right to damages

HOW CAN YOU REQUEST TO ACCESS, CHANGE, DELETE, RESTRICT THE USE OR OBJECT TO THE PROCESSING OF YOUR PERSONAL DATA

If you would like to request to access, change, delete, restrict the use or object to the processing of your Personal Data that you have previously provided to us, or if you would like to receive an electronic copy of your Personal Data for any legal purposes, please complete access form. If you have any questions about the form or our process, feel free to email us at dpo@astoria.com.ph

For your protection, we may need to verify your identity before fulfilling your request. We will try to comply with your request as soon as reasonably practicable and consistent with applicable law.

Please note that we often need to retain certain data for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion. There may also be residual data that will remain within our database and records, which will not be removed. In addition, there may be certain data that we may not allow you to review for legal, security, or other reasons.

RETENTION

We will retain your Personal Data for the period necessary to fulfill the purposes outlined in this Privacy Statement unless a longer retention period is required or permitted by law.

The criteria used to determine our retention period include:

• The length of time you are employed with us.
• Whether there is a legal obligation to which we are subject to certain laws that require us to keep records of your transactions for a certain period before we can delete them
• Whether retention is advisable considering our legal position for statutes of limitations, litigation or regulatory investigations.

USE OF SERVICES BY MINORS

The Services are not directed to individuals under the age of sixteen (16), and we request that they not provide Personal Data through the Services. 

UPDATES TO THIS PRIVACY STATEMENT

Any changes will become effective when we post the revised Privacy Statement on the Online Services. Your use of the services following these changes means that you accept the revised Privacy Statement.

CONTACTING US

If you have any questions about this Privacy Statement, please contact us by email.

Data Privacy Officer
Astoria Hotels and Resorts
#15 J. Escriva Drive, Ortigas Business District
Pasig City, Philippines
dpo@astoria.com.ph