Employee

Undertaking on
Data Privacy
Version No 1.0
 Revision History

Revision Date Prepared By Approved By Description

1.0 1st March 2022 J. Salting, DPO Rommel Roque, CM Initial Version.

Version No: Revision Date

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1.0 1st March 2022
DATABASE INFORMATION

PERSONAL
Given Name

Surname

Middle Name

Gender

Civil Status

Birthdate

Mobile Number

Email Address

Home Address

GOVERNMENT ACCOUNT NUMBERS

SSS

TIN

PhilHealth

Pag-lbig

EMERGENCY CONTACT PERSON

Complete Name

Mobile Number

Data Classification Level: CLASSIFIED 1

 PRE-EMPLOYMENT REQUIREMENTS CHECKLIST

Employee Name

Client Name

PRIMARY DOCUMENTS DATE SUBMITTED

Birth Certificate
Birth Certificate of dependents (If applicable)
Marriage Certificate (If applicable)
SSS (ID, E-1 Form)
TIN (ID, 1902/2305/1905 with Stamped)
Pag-lbig (ID, MDF)
PhilHealth (ID, MDR)
NBI Clearance
Medical Examination

SECONDARY DOCUMENTS DATE SUBMITTED

1 Other Valid ID (Police Clearance, Voter's ID, Passport, Driver's License)
2316 / Income Tax Return (from the most recent employer)
Clearance/ Certificate of Employment (from the most recent employer)
Diploma
Transcript of Records

FORMS DATE SUBMITTED

PhilHealth Member Registration Form (PMRF)
PagIbig - Merging of Member's Records (MMR)
Acknowledgement Receipt: Requirements Checklist
Database Information
Employee Undertaking on Data Privacy V1.0 (1 March 2022) (002)
Employee Inventions, Contributions, and Non-Disclosure Agreement
Acknowledgement Receipt: Orientation Guide
ID Request Form FMS (Send it back in Word file format)
Declaration With Undertaking (Whichever applicable)

Data Classification Level: CLASSIFIED 1

 Employee Undertaking on Data Privacy

Personal information/data (collectively “Personal Data”) means all information that

could lead to the identification of any individual that is disclosed to ManpowerGroup
Philippines, directly or indirectly. Thismay include but is not limited to personal data, special categories
of personal data, sensitive personal data of our employees/ customers/ clients such as racial or ethnic
origin, trade union membership, genetic data, biometric data, and data related to criminal offences,
compensation details, technical, commercial or financial matters, etc.

The parties acknowledge and therefore agree to the following:

1. The employee (hereafter also referred to as ‘You’ or ‘Your’) shall process Personal Data only upon
the instructions from ManpowerGroup Philippines, (hereafter also referred to as “Company”) and
shall hold all Personal Data in trust and strict confidence according to the Company’s Data Privacy
Policy or applicable law, whichever is more stringent;

2. You shall agree that Personal Data shall be used only for the purposes required to fulfill our
operational duties for the Company, and shall not be used for any other purpose, or disclosed to any
third party;

3. You shall only disclose Personal Data to any person or entity with a genuine “need to know” and
only to the extent reasonably required;

4. You shall not disclose Personal Data to any employee, consultant or third party, unless the other
employee, consultant or third party is bound by the terms of a similar undertaking and has been
approved by the Company in an official, legal capacity;

5. You are not to use, reproduce, transform, transfer across borders or store any Personal Data on a
computer or device accessible to a third party without the prior written approval of the Company;

6. You are to promptly return or destroy all Personal Data, excluding automated back-up systems, at
the Company’s written request or on expiry of your employment;

7. You shall keep any Personal Data under your control or in your possession in a physically secure
location to which only you and other persons who have signed a similar undertaking with the
Company have access;

8. You shall not remove any Personal Data from the Company unless, and to the extent that, you obtain
the Company’s written authorization. For any reason you are so authorized, you agree to take all
necessary steps to keep such Personal Data secure and to protect such Personal Data from
unauthorized use, reproduction or disclosure;

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1.0 1st March 2022
9. You shall comply with all privacy laws and regulations, which apply to the collection, use, and
disclosure of the Personal Data. Upon any unauthorized use, release or disclosure of Personal Data
or violation of this undertaking, you may be subject to disciplinary action including termination of
your employment or contract, depending on the severity of the violation;

10. At the conclusion of any discussions, or upon demand by management, You shall return all Personal
Data and other confidential information such as prototypes, code, written notes, photographs, data
flow diagrams, inventory of Personal Data, client contacts, lead information, memoranda or notes
taken, to the Company and the responsible manager, where applicable; and

11. The employee shall notify the Company, to promptly report any data breach without delay.

Acknowledgement Receipt

Date Signature

Name

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1.0 1st March 2022
 EMPLOYEE INVENTIONS,
CONTRIBUTIONS,AND NON-
DISCLOSURE
AGREEMENT

I (Contract Staff Name) _______________________________________understand that during my

employment, I may have access to confidential information belonging to Manpower or its clients. As a
condition of my employment, I agree to protect and preserve all information to which I may be exposed
or have access to hereafter.

I understand that for the terms of this agreement, "Manpower" refers to Manpower Inc. or any of its
group companies, partners or subsidiaries by Manpower.

I understand that for the terms of this agreement, confidential information is defined as any information
that is not generally known to others and which could confer a competitive advantage to the recipient
that the recipient would not otherwise have. Confidential information also includes any information that
Manpower or any client to whom I am assigned receives from third parties.

I understand that for the terms of this agreement, Proprietary refers to any information to which
Manpower or any of its clients have a proprietary interest.

Specifically, I agree to the following:

1. I will not copy or remove any confidential information from Manpower or its Clients premises
except as may be required in the normal course of my work and as specifically approved and
authorized by an authorized Manpower or Client representative. Upon termination of my
services, I will return all confidential information in my possession including, but not limited to,
all photocopies or duplicates, and will erase all confidential and proprietary information from the
memory (including email) of any computer used outside Manpower or its Clients premises.

2. I will not use any confidential or proprietary information belonging to Manpower or its Clients,
which comes to my attention during the course of my work except in the legitimate performance
of my work.

3. I will not disclose to any third party any confidential information and will use all reasonable
precautions, at least to the same extent that I would use to protect my own confidential
information, to preserve and protect such confidential information while in my possession or
which comes to my attention during my association with Manpower or its clients.

4. I understand that my obligations of confidentiality under this agreement will continue indefinitely,
even after I have completed my work with Manpower or its Clients except for such information
that subsequently enters the public domain.

5. Specific information on known hazards, safety requirements and emergency procedures

associated with Manpower or its clients' locations, work areas or operation s in which I am
involved will be provided by Manpower or its Clients. I agree to treat such information as
confidential information.

6. If I am granted access to any of Manpower's or its Clients computer networks, systems,

programs or databases, I shall treat as confidential, all data and information accessed from
such systems as confidential information. In addition, I will not make any unauthorizedelectronic
or hard copies of information extracted from Manpower's or its client’s computer systems.

Data Classification Level: CLASSIFIED 1

 7. I understand that any contributions and inventions conceived and made by
me alone or with others, and information that may come into my knowledge or
possession that provides Manpower or its Clients, with a competitive advantage or
could give competitors an advantageover Manpower or its Clients.

a) During the period of my employment with Manpower.

b) That relates to the business of Manpower or its Clients or result from tasks assigned to
me by Manpower or its Clients.

As these, I agree:

a) To disclose all inventions and contributions promptly to Manpower.

b) To assign all inventions and contributions to Manpower.

c) To assist Manpower or its Clients to obtain patent protection in all countries, Manpower or its
Clients to pay the expenses.

d) Not to disclose confidential information, ideals and material to people who are not employee of
Manpower or its Clients which could give competitors an advantage over Manpower or its
Clients.

e) To turn-over all accountabilities to Manpower upon expiration of my contract.

Your signature indicates your agreement with the conditions of confidentiality as stipulated herein.
Understood and agreed:

Manpower Employee’s Signature Date

Witness’ Signature on behalf of Manpower Date

Data Classification Level: CLASSIFIED 2

 ACKNOWLEDGEMENT RECEIPT: REQUIREMENT CHECKLIST

All new hires are required to complete all their pre-employment

requirements prior to theircommencement date or 6th month in the company,
whichever is applicable. For employees who fail to submit all pre-employment
requirements on or before the deadline, subsequent salary adjustments, benefits and entitlements
(if any) will be made effective on the beginning of the nextapplicable payroll period following the
date of completion of pre-employment requirement/ s. For clarity, there will be no retroactive
payment of salary increases.

The company may impose other administrative sanctions for any failure to submit pre
employment requirements within the required timeframe. The company shall not be liable for any
necessary consequence that may be brought about by the failure of the new hires to comply with
all the pre-employment requirements, including but not limited to late filing of income tax returns,
errors in the income tax returns, penalties in connection therewith, or delay in the remittance of
government-mandated deduct ions/ bene fit s.

I acknowledge that I have received a copy of ManpowerGroup's Pre-Employment Checklist

Agreement. I agree to know, understand well, and faithfully comply on terms and conditions set on
the above-mentioned agreement.

Date Signature

Name

Data Classification Level: CLASSIFIED 1

 ACKNOWLEDGEMENT RECEIPT: ORIENTATION GUIDE

I acknowledge that I have received my personal copy of

ManpowerGroup Orientation Guide and I agree to know, understand well, and
faithfully abide on personnel policies, its rules and regulations. I understand that every
ManpowerGroup employee, in every job and at every levelis responsible for knowing and adhering
to the principles and standards set forth in this ManpowerGroup Orientation Guide.

Date Signature

Name

Data Classification Level: CLASSIFIED 1

 Privacy Notice for Employees

Privacy Notice – Internal

Employees

Version 1.1

Version No: Version Date :

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1.1 August 2022
 Privacy Notice for Employees

Revision History

Revision Date Prepared By Approved By Description

Rommel Roque,
1.0 March 2022 J. Salting, DPO Initial Version
CM
Rommel Roque, Change in Contact Us to include
1.1 August 2022 J. Salting, DPO
CM physical address

Version No: Version Date :

Accessibility: Internal Page 2 of 7
1.1 August 2022
 Privacy Notice for Employees

We at ManpowerGroup Philippines, including its subsidiaries and affiliates (collectively referred to as

“ManpowerGroup Philippines” or “our” or “we”), may collect and maintain certain information about our
employees (referred as 'You' or 'employee’) as part of general employee records. The information we collect
of our employees are hereinafter referred to as “personal data”.

Personal data collection –

We collect and maintain the below categories of personal data and sensitive personal data of our employees.
The personal data collected may include but is not limited to:

• Identification Information including name, age, date of birth, email address, home address, contact
details, government-issued identification numbers, photographs, demographic information,
citizenship, nationality, marital status, etc.
• Educational and Professional Details including higher education, certifications, previous
employment history, etc.,
• Background check reports including educational and employment checks, etc. in accordance with
applicable law(s)
• Compensation and Benefits Information including details of salary and benefits, name & contact
details of family member’s or dependents, bank account details, salary reviews, records relating to
holiday and other leave(s), working time records etc.
• Information about your performance at work, including references obtained from your previous
place of work, performance evaluations, as well as opinions expressed by your colleagues,
individuals whom you manage, supervisors, and clients of ManpowerGroup Philippines;
• Travel and Expenses Information including passport, visa details, corporate card transactions,
expense details, supporting bills, etc.
• Learning and Development Information including training, certifications, attendance and
assessment records, etc.
• Information collected as part of Surveillance and Monitoring such as video surveillance data,
physical access logs, activity logs from systems, communication channels, etc.
The sensitive personal data collected may include:

• Information relating to your Health: such as disability status, Biometric data, etc.
• Information related to racial, ethnic origin or religious beliefs to comply with local regulatory
law(s).
• Data relating to criminal convictions and offences collected from background checks or CCTV
monitoring.

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 Privacy Notice for Employees

Purposes of processing your personal data and the legal basis for processing

The personal data we hold and process about you, enables us to run the business and manage our
relationship with you effectively and provide services to our clients. This information is collected and
processed during the recruitment process, whilst you are working for us, at the time when your employment
ends and after you have left. The purpose is to comply with your employment contract, any legal
requirements, pursue our legitimate business interests and defend our position in legal proceedings. Some
of the key processing activities shall include:

• Pay your salary and register you for benefits - The information requested is for the performance
of our obligations under your employment contract.
• Pay taxes – We are legally obliged to pay certain taxes on your earnings and use your information
for our legal obligations and adhere to other statuary requirements.
• Background Verification – We may engage third-party vendors to carry out background verification
checks including identity, educational, employment and criminal verification to comply with applicable
legal requirements and where permissible under local law.
• Staff administration – We may keep employment records relating to employment history, CV,
references, absences, etc. We keep a copy of your employment contract and any correspondence
with you in the event of termination of your employment, for our legitimate business interests and
compliance with employment law.
• Performance and compensation – We may process personal data as part of performance review
processes and in relation to compensation, rewards, and benefits. We also keep learning and
development records for our legitimate business interests.
• Travel and Expense – We may process personal data and engage travel and immigration vendors
in facilitating corporate travel, location transfers, validating expenses and relevant activities in line
with our Travel, Mobility and Expense policies.
• Discipline, grievance, and dismissal – From time to time, we may process personal data in
connection with disciplinary, grievance and dismissal processes, to satisfy our legitimate business
interests.
• Monitoring and Surveillance - We monitor and record computer use and in certain cases, corporate
telephone use and also carry out CCTV monitoring of key areas. We also keep records of your hours
of work to satisfy our legitimate business interests, for the safety and security of the company and its
staff.
• Audit Compliance – We may process the necessary personal data as part of our audit processes
and engage third-party auditors to comply with applicable laws and to satisfy our legitimate business
interests.

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 Privacy Notice for Employees

• New employment opportunities - We may retain your employment records and related documents
containing your personal data for future employment-related opportunities.
• Disclosure of business contacts, CV, and background screening information to clients –
where required by clients as data controllers.
• Prevention of fraud – We may process your personal data for the purpose of fraud prevention and
the legitimate business interests.
• Verifying compliance with ManpowerGroup Philippines policies – We may process your
personal data for the purpose of assessing and ensuring your compliance with the various internal
ManpowerGroup Philippines policies in pursuit of the legitimate business interests of the company.
• Reporting potential crimes – We may process your personal data for detection and reporting
potential crimes where required under national law(s).
• Documents produced by employees – We may store documents and records that are produced
by you and your colleagues which contain your personal data, may be shared with clients to carry
out your duties and in pursuit of our legitimate business interests.
• Sensitive personal data - We may process sensitive personal data relating to your racial or ethnic
origin, religious beliefs, disability status, etc., to meet the local laws and regulations.

Sharing personal data with Third parties

• Where required or permitted by law, personal data may be provided to others, such as regulators
and law enforcement agencies.
• From time to time, we may consider corporate transactions such as a merger, acquisition,
reorganization, asset sale, or similar. In these instances, we may transfer or allow access to
information to enable the assessment and undertaking of that transaction.
• We may use third parties to carry out certain activities (such as payroll processing, external audits,
etc.), to help run our business and provide you benefits (such as pension plan or health insurance
schemes), to facilitate your corporate travel and expenses and to carry out background verification.
• We share information with our internal staff and our group of companies for business and
administrative purposes.
• Where required for your role, your business contact details may be shared with our clients,
contractors, and suppliers.
• We may also share your CV’s and background verification status to customers, upon request, to
comply with our contractual obligations.

How long is collected personal data stored

We store in our systems the personal data we collect in a way that allows the identification of the data subjects
for no longer than it is necessary in light of the purposes for which the data was collected, or for which that
data is further processed.

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 Privacy Notice for Employees

• The necessity to retain the personal data collected, in order to offer services established with the
user;
• The legitimate interest of the Data Controller, as described in the purposes above; and
• The existence of specific legal obligations that make the processing and related storage necessary
for specific period of times

How we process and protect personal data

We process the personal data we collect, also by automated means, for the purposes defined above and for
a specific period of time, which complies with our internal retention policy, in order to ensure that the personal
data are not kept longer than necessary.

We maintain administrative, technical and physical safeguards designed to protect the personal data you
provide against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use.
In order to ensure adequate security and confidentiality of the personal data, we may apply the following
security measures as appropriate:

• Encryption of data in transit;

• Strong user authentication controls;
• Network monitoring solutions.

Existence of Automated Profiling and Decision Making

We do not use automated profiling and do not carry out any processing activities that involve automated
decisions.

Updates to our Privacy Notice

This Privacy Notice may be updated periodically to reflect changes in our privacy practices and legal updates.
For significant changes, we will notify you by posting a prominent notice on our Sites indicating at the top of
each notice when it was most recently updated.

For Further Details

For more information, such as your rights in respect of your personal data, transfer of personal data, data
retention and security measures implemented by ManpowerGroup Philippines, please contact our support
team at [email protected] (for Manpower Outsourcing Services, Inc.) and
[email protected] (for Prime Manpower Resources Development, Inc.) or write to us at:

THE DATA PROTECTION OFFICER

21st Floor, Strata 2000, F. Ortigas Jr. Ave., Ortigas Center, Pasig City 1605

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 Privacy Notice for Employees

Acknowledgement Receipt and Consent to Collect, Process and Disclose Personal Information

I have read and understood the above. I hereby voluntarily give my consent and allow ManpowerGroup
Philippines to collect, use, process and disclose all the information I provide them for the purposes mentioned
above and I acknowledge that Manpower Philippines will exert all reasonable means to protect and safeguard my
personal data.

Date Signature

Name

*Failure to sign and give his/her consent to the collection, use, process and disclosure may affect the
employee's continued employment with the company. For example, ManpowerGroup Philippines will not be
able to pay salary to an employee if he/she refuses to consent to the collection and processing of his/her
bank account information.

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1.1 August 2022
 Republic of the Philippines ( ) S.S.

SWORN DECLARATION WITH UNDERTAKING

(For employees with previous employers)

I,______________ of legal age__, Filipino, (marital status) _____and with address at

__________________________, after having sworn in accordance with law, hereby depose and
state: THAT ---

1. I was hired as (position) ____________________by Manpower Outsourcing Services,

Inc./Prime Manpower Resources Development, Inc. and assigned to (client name)
______________________. on (employment start date) ____________________;

2. Prior to my employment with the Company, I was a (position) ____________ of (name of

company) __________________________ from (start date)
_________________to (end date) _______________. If employed by more than one employer
withinthe same a taxable year as employment with the Company, please state all employers,
and dates of hire and end of employment.

3. I undertake to submit my BIR Form 2316 from my previous employers during the present
taxable year.

4. Should I fail to submit the BIR Form 2316 and other related documents, I hereby declare that I
shall hold the Company free and blameless of any liability for any failure to file appropriate
income tax returns and/or other forms and I shall assume full responsibility for the same.

5. I further understand and acknowledge that the Company may withhold my salaries and impose
other administrative sanctions until I have complied with said undertaking.

AFFIANT FURTHER SAYETH NAUGHT

Signature and Date

SUBSCRIBED AND SWORN TO before me this day of , 2022,

at _________________________ , affiant exhibiting to me his/her Government ID (specify
government ID) No. issued/expires on .

Doc. No. ;
Page No. ;
Book No. ;
Series of 2022

Data Classification Level: CLASSIFIED 1

 Republic of the Philippines ( ) S.S.

SWORN DECLARATION WITH UNDERTAKING

(For those employed for the very first time)

I, ___, of legal age , Filipino, (marital status) __

and with address at , after having
sworn in accordance with law, hereby depose and state: THAT ---

1. I was hired as (position) _ by Manpower Outsourcing

Services, Inc./Prime Manpower Resources Development, Inc. and assigned to (client name)
on (employment start date) ;

2. This is my first employment. I have not been engaged to work with any employer in the past
and have never earned salaries or wages from said previous employers which were subject to
withholding tax.

3. Because of this, my present employer may rely on this declaration and no longer require from
me the submission of a BIR Form 2316 from a previous employer or other related documents
for income earned from previous employers.

4. If it is later discovered that I have been previously employed, I hereby declare that I shall hold
the Company free and blameless of any liability for any failure to file appropriate income tax
returns and/or other forms and I shall assume full responsibility for the same.

AFFIANT FURTHER SAYETH NAUGHT

Signature and Date

SUBSCRIBED AND SWORN TO before me this ___ day of _, 2022,

at , affiant exhibiting to me his/her Government ID (specify
government ID) No. issued/expires on .

Doc. No. ;
Page No. ;
Book No. ;
Series of 2022

Data Classification Level: CLASSIFIED 1