Data Privacy Policy
The following is an excerpt from Kythe Foundation’s comprehensive Data Privacy Manual which covers how Kythe processes personal data from various sources, including this website.
I. Introduction
Kythe Foundation, Inc. respects and values data privacy rights, and makes sure that all personal data collected from beneficiaries, sponsors and other stakeholders are processed in adherence to the general principles of transparency, legitimate purpose, and proportionality. This Privacy Manual is hereby adopted in compliance with Republic Act No. 10173 or the Data Privacy Act of 2012 (DPA), its implementing Rules and Page Regulations, and other relevant policies, including issuance for the National Privacy Commission.
II. Definition of Terms
1. “Data subject” refers to an individual whose personal, sensitive personal or privileged information is processed by the organization. It may refer to officers, employees, consultants, and clients of this organization.
2. “Personal information” refers to any information whether recorded in a material form or not, from which the entity or an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify the individual.
3. “Processing” refers to any operation or any set of operations performed upon personal information including, but not limited to the collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction of data.
4. “Demographic data” refers to the basic information the Kythe team gathers from beneficiaries such as age, sex, place of residence, number of family members, and the like.
5. “Family Background” refers to the information about the family’s lifestyle and dynamics to determine eligibility for financial or medical support.
6. “Medical History” refers to the patient’s illness and treatment experience 7. “Monthly progress reports” refers to the updates of the patient’s response to medication and medical procedures.
8. “Government issued certificates” refers to documents issued by government institutions.
9. “Family Support Program” refers to the Foundation’s program of financial, medical support to the patient and the family.
10.“Child Life Program” refers to the psychosocial support the Foundation provides the patients while confined in the hospital.
11.“Celebrate Life Parties” refers to the monthly gathering of patients and sponsors to celebrate the fact the patients were able to survive cancer and other chronic-illnesses.
12.“Volunteer Program” refers to the Foundation’s program to recruit, retain and recognize persons who help the Kythe team in providing psychosocial support to patients and their families.
13.“Partner Relations Program” refers to the Foundation’s program to mobilize resources to support the programs and operating expenses.
14.“Communication” refers to the Foundation’s mechanism to inform all stakeholders about the Foundation’s programs and activities, especially through social media. 15.“Administration and Finance” refers to the Foundation’s human resource and finance operations.
III. Scope and Limitations
All personnel of Kythe Foundation, regardless of the type of employment or contractual arrangement, must comply with the terms set out in this Privacy Manual.
IV. Processing of Personal Data
A. Collection
The Kythe Foundation collects the basic contact information of beneficiaries, sponsors, and volunteers including their full name, address, contact number.
1. Collecting data from parents/ legal guardian
a. Collector explains the content of the written informed consent to the parent by using language easily understood by all parties.
b. A verification process is undertaken by the collector by asking legal guardians to express in their own words understanding of the informed consent.
c. Collector then requests the parent/legal guardian to sign informed consent. If parent/legal guardian is not able to sign due to disabilities and the like, collector will request for a thumb mark witnessed by a non-relative i.e. co-parent
d. Collector checks all information has been accomplished, and once checked signs the informed consent.
2. Collecting Data under the Family Support Program
a. Who collects-members of the Family Support Program Team are authorized to collect data from parents.
b. Type of data- Personal data, demographic, family background, medical history and hospital records, medical abstract, economic condition, support system, monthly progress reports, copies of government-issued certificates, identification cards of parents and child, birth certificates and photo of patient
d. Purpose of collecting information- screening, monitoring and updating of patients and family’s information to qualify for the Family Support Program services (for example medical, financial, scholarship support).
3. Collecting data during Celebrate Life Parties
b. Type of data- demographic, photo (soft and hard copies) , audio and video
c. Mode of collecting- written and audio-visual recordings in and out of the hospital during Kythe-related activities
d. Purpose of collecting information- documentation, program implementation, monitoring and evaluation and resource mobilization
a. Who collects- Volunteer Coordinator collects data from prospective volunteers on-line and prior to Volunteer Orientations.
c. Mode of collecting – website, manual recording
d. Purpose of collecting- program planning, implementation, monitoring and evaluation and resource mobilization
5. Collecting data under the Partner Relations Program
a. Who collects- Partner Relations Manager and team
b. Type of data- Contact details, company profile
c. Mode of collecting- one-on-one interview in the office, Kythe office mutually agreed venue, email
d. Purpose of collecting- resource mobilization, retention and sustainability
6. Collecting data under the Communications Program
b. Type of information- basic information of clients and customers including their full name address, email address contact number together with the products they would like to purchase.
c. Mode of collecting- on-line (email, messenger, social media)
d. Purpose of collecting-selling of products, warranty tracking of purchased items and inventory of products, inquiries of Kythe services and products, implement, monitor and evaluate communication program
7. Collecting data under Admin and Finance
b. Type of information- demographic, contact details, educational and work background, licenses, ID’s, government issued documents, medical certificate, references, family background.
c. Mode of collecting- email and manual (hard copies)
d. Purpose of collecting- HR and 201 File, compliance to government requirements and health insurance
B. USE
Personal data collected shall be used by the Foundation for documentation purposes and for reporting progress of Kythe personnel, patients and families and retention of volunteers and sponsors.
D. ACCESS
E. DISCLOSURE AND SHARING
1. All employees and personnel of the Foundation shall maintain the confidentiality and secrecy of all personal data that come to their knowledge and possession, even after resignation, termination of contract or other contractual relations. Personal data under the custody of the company shall be disclosed only pursuant to a lawful purpose, and to authorize recipients of such data.
2. Donors of various programs shall likewise maintain the confidentiality and secrecy of all personal data that come to their knowledge and possession.
Inquiries and Complaints
Data subjects may inquire or request for information regarding any matter to the processing of their personal data under the custody of the Foundation, including the data privacy and security policies implemented to ensure the protection of their personal data. They may write to the organization at [email protected] and briefly discuss the inquiry, together with their contact details for reference.