We at ActivAsia Inc. are committed to protect and respect your personal data privacy. We are at the forefront of not only implementing but also complying with the Data Privacy Act of 2012.

1. SERVICE DESCRIPTION

We are a marketing and events agency offering a range of services designed to support brand visibility, consumer engagement, and retail execution. Below is a summary of the services we provide:

• Marketing Services
  We develop and execute marketing campaigns tailored to client needs, including promotional strategies, brand activations, and consumer engagement programs.
  
  

• Events Management
  We plan, coordinate, and manage corporate and promotional events such as product launches, trade shows, road shows, and experiential marketing activities.
  
  

• Merchandising
  Our team provides in-store merchandising services to ensure proper product display, shelf stocking, and visual standards aligned with brand guidelines.
  
  

• Retail Services
  We offer support for retail operations, including manpower deployment, sales monitoring, and field reporting to enhance brand presence and sales performance.
  
  

• Manpower Deployment
  We recruit, train, and deploy skilled personnel for various client projects, including event staffing, in-store promoters, field representatives, and brand ambassadors, ensuring the right talent is matched to the right assignment.

2. PERSONAL INFORMATION THAT ARE COLLECTED

To effectively deliver our services and fulfill our organizational functions, we collect the following personal information from our data subjects:

• Full Name

• Age or Date of Birth

• Address (Residential or Business)

• Email Address

• Mobile Number

• Signature

You have the right to be informed of the specific data we collect. Providing your personal information is voluntary; however, refusal to supply certain information may limit or prevent us from delivering the service or response you have requested.

3. COLLECTION METHOD

These pieces of information are collected directly from you through our forms, surveys, registration portals, or interactions with our representatives. The information is gathered solely for purposes that are necessary, legitimate, and compatible with the services we offer.

4. TIMING OF COLLECTION

We collect personal information at the following points, depending on the nature of the service or interaction:

• At the time of initial registration or onboarding - When you sign up for our services, fill out forms, or express interest in our offerings.

• During service transactions or usage - While availing of our products or services, including follow-up activities or updates.

• During participation in surveys, promotions, or events – When you voluntarily participate in surveys, feedback mechanisms, contests, or sponsored events.

• During direct interactions with our representatives – Whether in person, over the phone, or through digital communication platforms.

5. PURPOSES OF COLLECTED PERSONAL INFORMATION

All personal information collected is necessary to comply with client requirements and government regulations. We collect only what is relevant, and we commit to handling your data responsibly and transparently.

6. STORAGE AND TRANSMISSION OF PERSONAL INFORMATION

We ensure that all personal information collected is stored and transmitted securely, using both physical and digital safeguards to protect data against unauthorized access, alteration, disclosure, or destruction.

Storage Methods:

• Digital Storage:
  Electronic data is securely stored in Google Cloud, which complies with international security standards and data protection regulations. Access to cloud-stored data is restricted through user authentication, role-based access controls, and encryption. Regular backups are also performed to prevent data loss.
  
  

• Physical Storage:
  Paper-based records and forms are stored in secured warehouse facilities. These facilities are equipped with controlled access, physical locks, and monitored by security personnel and surveillance systems to prevent unauthorized access.

Transmission and Protection Measures:

• Digital Transmission:
  Personal information transmitted electronically (e.g., to clients or internal systems) is protected using secure communication protocols, such as HTTPS and TLS encryption. Files containing sensitive data may also be password-protected or shared via secure links with access restrictions.
  
  

• Physical Transmission:
  When documents must be delivered physically (e.g., to clients or government offices), they are handled by authorized personnel only and placed in sealed and labeled envelopes to maintain confidentiality.
  
  

We regularly review and update our data protection protocols to ensure continued compliance with applicable data privacy laws and to adapt to evolving security threats.

7. METHOD OF USE

Personal information collected from data subjects will be used solely for the purposes stated in this notice, specifically for recruitment, placement, and employment-related services as required by our clients.

In general, the personal information will be used as is, without modification, unless additional processing is required to meet specific requirements from our clients or to comply with applicable legal or regulatory obligations.

8. LOCATION OF PERSONAL INFORMATION 

The personal information we collect and process is stored securely in both physical and digital formats, with specific storage locations detailed below:

• Physical Records:
  Paper-based forms and documents containing personal information are securely stored at our main warehouse located at 291 Saint Joseph Street, Oranbo, Pasig City. The facility is equipped with access controls, physical security measures, and monitored storage areas to prevent unauthorized access or data breaches.
  
  

• Digital Records:
  Electronic personal information is stored in Google Cloud, which operates data centers located in secure, geographically distributed regions compliant with global data protection and security standards. These facilities are protected through advanced cybersecurity protocols and managed under strict access controls.

9. THIRD-PARTY TRANSFER

We transfer certain personal information to a third party for further processing, specifically for encoding and data management purposes.

We share personal information with our sister company, Hapinoy, to assist us in the digitization and consolidation of manually collected data. Hapinoy helps us encode and compile paper-based forms into our secure digital database. This partnership ensures efficient processing and proper management of personal information, particularly during high-volume data collection periods.

The data shared is limited to what is necessary for the task and is handled under strict confidentiality and data protection agreements. Hapinoy is contractually bound to uphold the same level of data privacy and security that we maintain in our own operations, in compliance with applicable laws and regulations.

No personal information is shared with third parties for purposes other than those stated, and no unauthorized disclosure or use of the data is permitted.

10. RETENTION PERIOD

We retain collected personal information for a period of two (2) years from the date of collection, or for as long as necessary to fulfill the purposes for which it was collected, including compliance with legal, contractual, and operational requirements.

After the two-year retention period, or once the information is no longer needed, we perform secure disposal or de-identification using the following methods:

• For Physical Records:
  Paper documents are disposed of through secure shredding or destruction methods to ensure that the information cannot be reconstructed or retrieved.
  
  

• For Digital Records:
  Electronic data is deleted from our systems using secure deletion protocols to prevent recovery. In cases where complete deletion is not immediately possible (e.g., backups), data is anonymized or access is restricted until full deletion is executed.

11. YOUR RIGHTS AS A DATA SUBJECT

In accordance with the Data Privacy Act of 2012, data subjects have the following rights, which they may exercise at any time:

• Right to be Informed – You have the right to know whether your personal information is being collected, how it is being used, and with whom it is being shared.

• Right to Object – You may object to the processing of your personal data, especially when it is used for purposes not previously consented to.

• Right to Access – You may request access to your personal information and obtain a copy of the data we hold about you.

• Right to Rectification – You have the right to correct any inaccurate or outdated personal information.

• Right to Erasure or Blocking – You may request that we delete or block your personal data if it is no longer necessary for the stated purposes, or if processing is unlawful.

• Right to Data Portability – You may request a copy of your data in a commonly used format and transfer it to another organization.

• Right to File a Complaint – If you believe your personal information has been misused, you may file a complaint with our organization or with the National Privacy Commission (NPC).
  
  

To exercise any of these rights, you may contact us through the details provided below. Requests will be evaluated in accordance with applicable laws and internal procedures, and we will respond within a reasonable time.

12. INQUIRY

If you have any questions, concerns, or requests regarding the processing of your personal information, you may contact us through the following:

Data Protection Officer (DPO): John Carlo Blance
Email: infosec@activasia.com
Mailing Address: 291 Saint Joseph Street, Oranbo, Pasig City
Office Hours: Monday to Friday, 9:00 AM – 5:00 PM

We are committed to protecting your data and ensuring that your rights as a data subject are fully respected.