← Back to sign in

Privacy Notice

[FILL IN: full registered name of the cooperative], CDA Registration No. [FILL IN] · Last updated: [FILL IN: date]

1. Who we are

[FILL IN: name of the cooperative] ("the Cooperative", "we") is the personal information controller for the member records kept in this system. We process personal data in accordance with Republic Act No. 10173 (the Data Privacy Act of 2012), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (NPC).

2. What personal data we collect

  • Identity and membership: name, employee ID number, membership number, department, date you joined, membership status, and exit details (reason and date).
  • Contact details: email address and phone number.
  • Financial records with the Cooperative: share capital contributions, mortuary fund deductions, loan applications, loans, payments, co-maker details, withdrawals and, where needed, a beneficiary's name.
  • Payroll figures used for loan eligibility: basic salary and net pay for a payroll period, and leave credits verified by HR.
  • Account and security data: username, password (stored only in encrypted/hashed form), two-factor authentication settings, sign-in records (date and time, IP address, browser and device), and a record of changes made in the system and by whom.
  • [FILL IN: any other data the Cooperative collects, or remove this line]

We do not collect your Tax Identification Number or bank account details in this system.

3. Why we use it (purpose and lawful basis)

  • To keep your membership, share capital and loan records, and to compute balances, dividends and eligibility.
  • To process monthly payroll deductions for contributions and loan payments, as you authorized.
  • To review, approve, release and collect loans, including checking co-makers and leave credits.
  • To secure your account, prevent fraud and unauthorized access, and keep an audit trail.
  • To comply with the Cooperative Code of the Philippines (RA 9520), Cooperative Development Authority (CDA) rules, audits and other legal obligations.

Lawful basis: [FILL IN: e.g. performance of your membership and loan agreements, compliance with legal obligations, the Cooperative's legitimate interests, and your consent where required — to be confirmed by the DPO].

4. Who can see it

  • You can see your own contributions and loans after signing in.
  • Authorized Cooperative officers and staff (coop managers) see member, contribution and loan records to do their work.
  • HR verifiers see only what is needed to enter leave credits for loan applications.
  • The system administrator manages sign-in accounts and the audit trail.
  • Outside the Cooperative: [FILL IN: e.g. the employer's payroll office for deductions, external auditors, the CDA, and others when required by law. List each recipient or category].

The system is hosted by [FILL IN: hosting provider and country]. We do not sell your personal data.

5. How long we keep it

  • Sign-in records: 365 days.
  • Audit trail of changes: 1825 days.
  • Membership, contribution and loan records: [FILL IN: retention period, e.g. while you are a member and for N years after your exit or the loan is fully paid, as required by CDA/BIR rules].

After these periods the data is deleted or anonymized. [FILL IN: disposal method, if needed]

6. How we protect it

Access is limited by role, sign-in requires a password (and two-factor authentication for staff), connections are encrypted (HTTPS), and changes are recorded in an audit trail. [FILL IN: other organizational and physical measures]

7. Your rights

Under the Data Privacy Act you have the right to be informed, to access, to object, to correct (rectification), to erasure or blocking, to data portability, and to damages, and the right to file a complaint with the National Privacy Commission (privacy.gov.ph). Some records must be kept by law even if you ask for erasure. To exercise these rights, contact our Data Protection Officer below.

8. Contact our Data Protection Officer

  • Name / office: [FILL IN]
  • Email: [FILL IN]
  • Phone: [FILL IN]
  • Address: [FILL IN]

9. Changes to this notice

We may update this notice. The date at the top shows the latest version. [FILL IN: how members are told about changes, e.g. announcement or email]