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Privacy and data protection

Privacy Notice

PICS respects your right to privacy and is committed to processing personal data lawfully, fairly and transparently under Republic Act No. 10173, the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission.

01

Who this notice covers

The Philippine Instrumentation and Control Society, Inc. (“PICS,” “we,” “our” or “the Society”) is responsible for personal data it collects and determines how to use. This notice applies when you visit this website, contact PICS, submit a PICS form, apply for membership or certification, register for an event, participate in a Society activity, or otherwise provide personal data to PICS.

Some forms or services are operated through third-party platforms. Their own privacy terms may also apply, but PICS remains responsible for using the information it receives for legitimate Society purposes.

02

Personal data we may collect

We collect only information reasonably necessary for the relevant PICS activity. Depending on your interaction with us, this may include:

Identity and contact details

Name, address, email address, telephone number, date of birth and other details needed to identify or contact you.

Professional and educational records

Employer, position, chapter, education, training, work experience, licenses, certifications and supporting documents.

Applications and participation

Membership, certification, seminar, convention, exhibit, speaker, sponsor, volunteer and other Society records.

Payment and transaction records

Fees, amounts, payment references, receipts and payment status. PICS will not ask for your online-banking password.

Communications and media

Inquiries, correspondence, feedback, event photographs, audio or video recordings, and materials submitted to PICS.

Limited technical information

Device, browser, IP address, access time and similar security or usage information that may be generated when the website or an external service is used.

We may receive information directly from you, from an authorized representative, from a PICS chapter or committee, from references or institutions you authorize us to contact, and from service providers used for forms, email, file storage, registration, communications or payments.

03

Why and how we use personal data

PICS may process personal data to:

  • receive, assess and administer membership and chapter records;
  • evaluate certification qualifications, examinations, renewals and professional records;
  • organize conventions, seminars, training, exhibits, competitions and Society activities;
  • process registrations, fees, receipts and related financial records;
  • communicate announcements, confirmations, results, reminders and responses to inquiries;
  • verify submitted information, prevent fraud and protect the safety and integrity of PICS activities;
  • document Society events, recognize achievements and maintain legitimate historical or archival records;
  • improve PICS programs, website services and member support; and
  • comply with legal, regulatory, accounting, audit and governance obligations.

Depending on the activity, processing may be based on your consent, steps necessary to provide a requested service, compliance with a legal obligation, protection of vital interests, or the legitimate interests of PICS that do not override your rights. PICS does not sell personal data.

04

When information may be shared

Access is limited to authorized PICS officers, employees, committee members, chapter representatives and volunteers who need the information for an assigned function. Where necessary, information may also be disclosed to:

  • technology, hosting, email, cloud-storage, form, communications and payment-service providers;
  • venues, event partners, trainers, proctors or contractors supporting a requested activity;
  • schools, employers, references, certifying bodies or government offices when verification is authorized or legally required;
  • auditors, legal advisers and other professional advisers bound by appropriate duties; and
  • courts, regulators, law-enforcement authorities or other parties when required or permitted by law.

Some service providers may process or store data outside the Philippines. When this occurs, PICS will use reasonable contractual, organizational and technical measures appropriate to the nature and risk of the processing.

05

Retention and security

Retention

Records are retained only for as long as needed for the stated purpose and for applicable legal, accounting, audit, certification, governance or legitimate archival requirements. When no longer required, records will be securely deleted, destroyed or anonymized in accordance with PICS procedures.

Protection

PICS applies reasonable organizational, physical and technical safeguards, including access controls, authorized handling, account protection, secure storage, backups and appropriate confidentiality measures. No system is completely risk-free, but suspected incidents will be assessed and handled under applicable breach-management requirements.

06

Photographs, recordings and publications

PICS activities may be photographed, recorded or reported for documentation, education, professional recognition, news, archives and legitimate Society communications. Where appropriate, event notices or consent mechanisms will explain such use. If you have a reasonable concern about an identifiable image or recording, contact PICS so the request can be assessed.

PICS activities involving minors should use appropriate parental or guardian authorization when required.

07

Your data-privacy rights

Subject to the conditions and limitations under Philippine law, you may exercise the rights to be informed, object, access your data, correct inaccurate data, request erasure or blocking, obtain data portability where applicable, claim damages, and file a complaint with the National Privacy Commission.

You may also withdraw consent where consent is the applicable basis for processing. Withdrawal does not affect processing already lawfully performed and may affect PICS’ ability to provide a requested service.

Submitting a request

Describe your request and the PICS activity involved. We may ask for reasonable proof of identity or authority before releasing, correcting or deleting records. PICS will respond within the period required by applicable law.

08

Cookies, external forms and links

The website and connected services may use limited cookies or similar technologies needed for security, functionality and basic usage measurement. Links to Google Forms, social-media pages, payment channels or other external services take you to platforms operated by third parties. Review their privacy notices before submitting information.

09

Contact PICS about privacy

PICS is completing the formal designation and dedicated contact channel of its Data Protection Officer. Until that process is completed, privacy questions and data-subject requests may be sent through the existing official PICS contact below.

Interim PICS Privacy Contactpicsnational77@gmail.com · Use the subject “Data Privacy Request”

You may also contact or file a complaint with the National Privacy Commission . PICS encourages you to contact the Society first so that the concern can be promptly reviewed.

10

Changes to this notice

PICS may revise this notice when its programs, systems, service providers or legal obligations change. The current version and effective date will be posted on this page. Material changes will be communicated through an appropriate PICS channel where necessary.

Last updated: September 26, 2026