I.

PRIVACY NOTICE

- statement made by an organization to a data subject that describes what, why and how personal information/data is being:
o collected
o used
o retained; and
o disclosed

GUIDELINES IN EFFECTIVELY CRAFTING PRIVACY NOTICES

A privacy notice aims to empower the public. It is meant to tell individuals what, how and why personal data is being collected from
them. As such, privacy notices should be highly readable to be usable and effective.

1. Easy-to-read. Cut out the fluff.

a) Choose your words carefully. Use simpler, more familiar terms and avoid defined terms and legalese whenever possible.
If legal and/or technical terms are to be used, hyperlink these to a definition.
b) Privacy notices should be concise and written in plain language as you write for a diverse audience. A segment of your
audience may not be familiar with data privacy. Thus, it is important to communicate the content clearly.
c) The notice should simple, straightforward, direct, affirmative and respectful.
d) Describe privacy and security in general terms.
e) While notices should try to avoid using bold statements, they should not also be too generic.
f) Use short sentences, in active voice, which are easier to understand.
g) If you are enumerating several items, use bullet points.
h) Each section of the notice should have an informative heading to accurately describe what follows.

2. Transparent

a) To reduce legal risks, privacy commitments in your notices should be aligned with your actual privacy practices.

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 b) Notices should cover both current and prospective privacy practices, which necessitates strategic planning involving
everyone in the organization.
3. Compelling

Gaining public trust has been considered a barrier to continued growth among public and private organizations offering
products and services. Thus, it is important to maximize the use of privacy notice to increase your trustworthiness among
your clients. To make a privacy notice compelling, it should:

a) instantly show what is in it for your clients. At the minimum, it should highlight:
i. the types of personal information you collect;
ii. how you use it;
iii. how you protect it;
iv. how your clients can access and correct their personal information; and
v. how they can contact you.

You may use this template to map out and analyze your personal data collection and processing.

b) provide a feedback mechanism through which your clients can suggest and comment on your privacy notices. The type of
information and privacy statement determines consumer willingness to submit information to a greater degree.

Source: National Privacy Commission (https://privacy.gov.ph/implementing-privacy-and-data-protection-measures/day-to-

day/)

SAMPLE CONSENT FORM WITH PRIVACY NOTICE

Privacy Notice to [activity name] Participants

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For this [activity name], we collected your [state data being collected, ex. names, email addresses, company affiliation, (state other
data being collected)] when you registered, for purposes of [state purpose of collection, ex. coordination, printing of certificate,
etc.]. Through this attendance sheet, we also collect your signature as proof of (state purpose, ex. attendance). We also seek your
consent to take and use your photos for (state purpose, ex. MPC online and offline communication materials); and to use the email
address you provided for purposes of (state purpose, ex. sending you online NPC communication materials). You have the option not
to give us your consent by indicating so in the columns below. You may revoke these authorizations at any time by notifying us via
[state official MPC email address]. All personal information collected will be stored in a secure location and only authorized staff will
have access to them.

PHOTO CONSENT EMAIL CONSENT

Name of Attendees EMAIL ADDRESS SIGNATURE
YES NO YES NO