Event EndedHOPE Asia 1st Conference and Exhibition (HOPE ASIA CONVEX 2025)

Data Privacy Notice & Consent (Philippines)

By signing up for this event, you provide your explicit consent to the collection, processing, and use of your personal data as described below, in accordance with the Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012 (DPA), and its Implementing Rules and Regulations (IRR).

1. Identity of Personal Information Controller (PIC):

   • [Your Organization Name/Event Organizer Name]
   • [Your Organization's Address/Contact Information]
   • [Your Data Protection Officer (DPO) Contact Email/Details, if applicable and required by NPC. If not required to have a DPO, state the contact person responsible for data privacy.]

2. Personal Data Collected: We will collect the following personal information from you during the registration process:

   • Full Name
   • Email Address
   • Contact Number
   • [List any other specific data points you collect, e.g., affiliation, dietary restrictions, address if shipping is involved, etc.]

3. Purpose of Collection and Processing: Your personal data is collected and processed for the following legitimate purposes, necessary for your participation in the event:

   • To process and confirm your event registration.
   • To send you essential event-related communications (e.g., confirmations, reminders, venue details, schedule updates, digital tickets).
   • To facilitate your access to and participation in the event.
   • To address any inquiries or concerns you may have regarding the event.
   • For internal record-keeping and administrative purposes related to the event.
   • [Add any other specific, legitimate purposes, e.g., for issuance of e-certificates, networking, or post-event surveys, if applicable.]

4. Manner of Processing: Your personal data will be processed fairly and lawfully, with due regard for your privacy rights. It will be stored in secure digital and/or physical databases, accessible only by authorized personnel, and protected by appropriate organizational, physical, and technical security measures.

5. Data Sharing: We will not share your personal data with any third parties for marketing purposes without your separate and specific consent. Your data may be shared with our legitimate service providers who assist us in organizing and executing this event (e.g., event platform providers, payment processors, venue management, accreditation partners, etc.). Any such sharing will be limited to the extent necessary for them to perform their services, and they are contractually obligated to protect your data in accordance with the DPA.

   • [If you plan to share data with sponsors or partners for specific purposes (e.g., lead generation), you MUST obtain separate, specific, and informed consent for each such purpose. This should be a distinct checkbox or option, not bundled with the general registration consent. For example: "I agree to share my name and email with event sponsors for promotional offers." ]

6. Retention Period: Your personal data will be retained for a period necessary to fulfill the purposes for which it was collected, as well as for any legal, accounting, or reporting requirements. Once your data is no longer necessary, it will be securely disposed of or anonymized to prevent unauthorized access or processing.

7. Your Rights as a Data Subject: Under the DPA, you have the following rights concerning your personal data:

   • Right to be informed: To know that your personal data will be, is being, or has been processed.
   • Right to object: To withhold consent or withdraw your consent if you have reasonable grounds.
   • Right to access: To reasonable access to your personal data.
   • Right to rectification: To dispute the inaccuracy or error in your personal data and have it corrected.
   • Right to erasure or blocking: To suspend, withdraw, or order the blocking, removal, or destruction of your personal data.
   • Right to damages: To be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal data.
   • Right to data portability: To obtain a copy of your personal data in an electronic or structured format, if processed through electronic means and in a structured and commonly used format.
   • Right to lodge a complaint: With the National Privacy Commission (NPC) if you believe your rights have been violated.

   To exercise any of these rights, please contact our Data Protection Officer at [Your DPO's contact email address or method].

8. Consent: By checking the "I agree" box below and proceeding with this registration, you freely, specifically, and informedly give your explicit consent to the collection, processing, and use of your personal data by [Your Organization Name/Event Organizer Name] for the purposes stated above, in compliance with the Data Privacy Act of 2012.

   [ ] I have read and understand the Data Privacy Notice and Consent, and I agree to the collection, processing, and use of my personal data as described.

Crucial Considerations for the Philippines:

• Explicit Consent: The DPA emphasizes "freely given, specific, informed indication of will" and requires consent to be "evidenced by written, electronic or recorded means." A clear checkbox is essential. Implied consent is generally not sufficient, especially for sensitive personal information.
• National Privacy Commission (NPC): The NPC is the regulatory body. Familiarize yourself with their circulars and advisories.
• Data Protection Officer (DPO): Organizations processing personal data are generally required to appoint a DPO. If your organization meets the thresholds for mandatory registration with the NPC (e.g., 250+ employees, processing sensitive personal information of 1,000+ individuals, or processing poses a risk to data subjects' rights), you must register your DPO and data processing systems with the NPC. Even if not mandatory, it's good practice to designate a responsible person.
• Sensitive Personal Information: The DPA defines "sensitive personal information" (e.g., race, ethnic origin, religious beliefs, health, education, etc.). Processing this category of data has stricter requirements, usually requiring explicit consent unless specific exceptions apply. Ensure your disclaimer covers how you handle such data if you collect it.
• Privacy by Design & Default: The DPA promotes these principles. Your event registration system should be designed with privacy in mind.
• Security Measures: The DPA requires organizations to implement "reasonable and appropriate organizational, physical, and technical measures" to protect personal data.
• Data Breach Notification: Be aware of the 72-hour breach notification requirement to the NPC and affected data subjects for certain types of breaches.
• Legal Review: Always consult with a legal professional in the Philippines specializing in data privacy to ensure your disclaimer and overall data handling practices are fully compliant with the DPA and its latest issuances. This draft is for informational purposes only and not legal advice.