Playbook:Privacy policy

Outsoar Playbook Privacy Policy

Effective Date: April 18, 2025

1. Introduction and Scope

Outsoar ("Outsoar," "we," "us," or "our") is committed to protecting the privacy and security of its personnel's data. This Privacy Policy outlines how personal information is collected, used, stored, shared, and protected within the Outsoar Playbook platform located at `playbook.outsoar.ph` (the "Playbook").

This policy is formulated in compliance with Republic Act No. 10173, the Data Privacy Act of 2012 (DPA), its Implementing Rules and Regulations (IRR), and other relevant Philippine data privacy laws. This policy applies specifically to the information processed via this Playbook platform.

2. Personal Information Collected

When you use the Playbook, we may collect and process the following types of personal information:

• a. Account Information: Information required to create and manage your user account, such as your full name, assigned username, work email address, employee ID, department, and designation.
• b. Content Contributions: Any information you voluntarily add, edit, or upload to the Playbook. This includes text on pages, discussion posts, uploaded files (images, documents), and data entered into forms (e.g., Employee profiles, Portfolio details). This may include personal information about yourself or colleagues entered for legitimate work purposes. You are responsible for ensuring that any personal information you contribute about others is accurate and complies with company policy and the DPA.
• c. Usage and Technical Data: Information generated automatically through your interaction with the Playbook platform:

          - Edit History: A record of all changes made to Playbook pages, including the changes themselves, timestamps, and the username of the editor. This is inherent to the wiki's function for transparency and collaboration.
          - Log Data: Server logs may record your IP address, browser type, operating system, access times, and pages viewed. This data is used primarily for security monitoring, platform maintenance, and troubleshooting. Logs are typically retained for [Specify Retention Period, e.g., 90 days].
          - Cookies: The Playbook uses necessary session cookies to maintain your login status and ensure proper site functionality.

3. Use of Personal Information

We use the personal information collected through the Playbook solely for legitimate internal business purposes, including:

• Providing access to and enabling the functionality of the Playbook.
• Managing user accounts and permissions.
• Facilitating internal communication and collaboration.
• Maintaining the accuracy and integrity of company records and procedures documented within the Playbook (e.g., Employee Directory).
• Monitoring platform security, diagnosing technical problems, and preventing unauthorized access.
• Complying with legal obligations and internal company policies.
• Supporting operational processes and workflows as defined within the Playbook content.

4. Information Sharing and Disclosure

Access to personal information within the Playbook is restricted. We share information only under the following circumstances:

• a. Internal Access: Information is accessible to authorized Outsoar personnel on a "need-to-know" basis, relevant to their job functions and responsibilities. Specific areas may have further access controls.
• b. Service Providers: We may utilize third-party vendors for services like hosting. These vendors may have incidental access but are contractually bound to maintain confidentiality and security and are prohibited from using the data for other purposes.
• c. Legal Compliance: We may disclose personal information if required by Philippine law, regulation, legal process (like a subpoena or court order), or governmental request.
• d. Protection of Rights: Disclosure may occur if deemed necessary to protect the rights, property, or safety of Outsoar, its employees, or others.

We do not sell or rent personal information from the Playbook to third parties.

5. Data Security

Outsoar implements appropriate technical and organizational security measures designed to protect personal information within the Playbook from unauthorized access, use, disclosure, alteration, or destruction. Measures include [Mention general measures if appropriate and possible, e.g., access controls based on roles, secure network infrastructure, regular security reviews]. However, no system can be guaranteed 100% secure.

6. Data Retention

We retain personal information collected through the Playbook only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, or as dictated by internal data retention schedules. Edit histories are typically retained indefinitely as part of the wiki record unless specific cleanup policies are enacted. Account information is generally retained for the duration of employment/engagement.

7. Your Data Privacy Rights

In accordance with the Data Privacy Act of 2012, you have the right to:

• Be informed about the processing of your personal information.
• Access your personal information held within the Playbook.
• Rectify any inaccuracies in your personal information.
• Object to the processing of your personal data under specific circumstances (subject to legal and contractual limitations).
• Request the erasure or blocking of your personal data under specific circumstances (subject to legal and operational retention requirements).
• Be indemnified for damages sustained due to violations of your data privacy rights.
• Lodge a complaint with the National Privacy Commission (NPC).

To exercise your rights regarding information stored in this Playbook (e.g., requesting access to your data, correcting your profile details), please contact: [Insert Name/Title of Data Protection Officer or relevant contact, e.g., HR Department] via [Insert Contact Email Address]. We will respond to your request in accordance with the DPA and internal procedures.

8. Policy Updates

This Privacy Policy may be updated periodically. We will notify users of significant changes by [Specify Method, e.g., posting a notice on the Playbook Main Page, sending an internal email]. The effective date at the top indicates the latest revision.

9. Contact Information

For any questions, concerns, or requests related to this Privacy Policy or data privacy within the Outsoar Playbook, please contact us:

Email: hello@outsoar.ph
Landline No.: (075) 5682431
Phone No.: (+63) 9176373812
Office Address: 2420, San Carlos City Pangasinan, Philippines