Privacy Policy — Philippine Dental Association member app

1. Who we are

This app is provided by the Philippine Dental Association Inc. ("PDA", "we"), PDA Bldg., Ayala Avenue cor. Kamagong St., San Antonio Village, Makati City, Metro Manila. Telephone +63 2 8890 4609. Email admin@pda.com.ph. PDA is the personal information controller for the data described here, under the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (NPC).

This policy covers the "Philippine Dental Association" Android app (package mcp.v2.pda.com.ph) and the PDA member portal services it connects to.

2. Information we collect

Account and sign-in. Your email address or PRC license number and your password. A sign-in token is stored on your phone to keep you signed in.

Profile. Name; date of birth; gender; civil status; place of birth; home or mailing address; mobile number; PRC license number, registration and expiry dates; PDA chapter; education; names of your mother, father and spouse; your beneficiaries' names and relationship to you; your profile photo.

Benefit claims. Claim type and details; your membership and contribution years; bank account name, number and bank/branch for payouts; your handwritten signature; and supporting documents. Documents may include government IDs, birth, marriage and death certificates, medical forms, medical abstracts, medical certificates and statements of account. These can contain health information, and information about other people, such as family members, beneficiaries or a deceased member. Please share other people's information only when you are entitled to.

Payments. Records of membership renewals, event fees and request-form fees: purpose, amount, status and reference. We do not receive your card or e-wallet details. You enter those with our payment processor or in your e-wallet or bank app.

Requests and support. Request-form reasons, remarks, dates and uploaded files. Support ticket subjects, messages, replies and attachments, and an indicator that you are typing.

Events and activity. Your event registrations, the event pages you open, and the receipt-number searches and year filters you use in your payment history.

Security logs. When you are signed in, we log each action you take (for example: signing in, updating your profile, uploading a file, creating, changing or withdrawing a claim, request or education entry, starting a payment, changing or resetting your password). Each log entry records the action, the time, your IP address and your device's user-agent string.

What we do not collect. Your location, contacts, calendar, or device advertising ID. The app has no ads and no analytics or tracking tools.

3. Why we use it

• To provide member services: your virtual ID, CPD records and certificates, events, renewals, benefits, document requests and support.
• To manage your membership account.
• To process payments, and to assess and pay benefit claims.
• To answer your support requests.
• To keep the service secure, investigate misuse and prevent fraud (security logs).
• To meet our legal and regulatory obligations.

4. Legal basis

• Personal information: to fulfil our membership relationship with you (RA 10173, Sec. 12(b)); to comply with legal obligations (Sec. 12(c)); and for our legitimate interests in securing the service (Sec. 12(f)).
• Sensitive personal information (for example health information, government-issued identifiers including your PRC license, civil status and age): with your consent, which you give when you submit a claim or record (Sec. 13(a)); and as needed for the lawful, non-commercial objectives of the association for its bona fide members (Sec. 13(d)).

5. Who we share it with

We do not sell your data and we do not share it for advertising. Service providers process it for us, under our instructions:

• Amazon Web Services: hosting, database and file storage, in the Asia Pacific (Singapore) region. Your data is therefore stored outside the Philippines.
• Xendit: our payment processor. It receives a payment reference, the amount, the currency and the purpose of the payment, not your name, email or phone.
• An email delivery service provider: to send account and notification emails.
• Where a benefit claim requires it, the insurer or other party that assesses or pays the claim, only the information needed for that claim.

We may also disclose data when required by law or by a lawful order.

6. How we protect it

Data travels between the app and our servers over encrypted (HTTPS) connections. Access is limited to authorised PDA personnel and to service providers acting on our instructions.

7. Data on your phone

The app keeps your sign-in token and a copy of your member data on your phone so it opens quickly. Signing out clears them. Uninstalling the app does not delete your PDA account or the data held by PDA.

8. How long we keep it

We keep your information for as long as you are a PDA member and afterwards only for as long as needed for the purposes in this policy or as required by law (for example, financial and receipt records). When you withdraw a claim or delete an entry in the app, it is hidden from you but kept in our records until it is erased under this policy or at your request. Security logs are kept only as long as needed to keep the service secure.

9. Your rights

Under RA 10173 you have the right to:

• be informed about how your data is processed;
• access your data;
• correct inaccurate data (you can also edit most profile details in the app);
• object to processing, and withdraw consent;
• have your data erased or blocked;
• data portability;
• claim damages; and
• file a complaint with the National Privacy Commission (privacy.gov.ph).

10. How to request deletion

1. Email admin@pda.com.ph with the subject "Data privacy request".
2. Include your full name, PRC license number and the email address on your account. Say whether you want your whole account deleted or only some data.
3. We verify your identity and respond within the period required by law.
4. We delete or anonymise your account, profile, uploaded files, claims, requests, messages and logs. We keep only what the law requires us to keep (for example payment and receipt records), and tell you what was kept.

11. Children

The app is for PDA members, who are licensed dentists. It is not directed at children.

12. Changes

We will post any changes on this page and update the effective date.

13. Contact our Data Protection Officer

Data Protection Officer, Philippine Dental Association Inc.
Email: admin@pda.com.ph (subject: Attention: Data Protection Officer)
Telephone: +63 2 8890 4609
Address: PDA Bldg., Ayala Avenue cor. Kamagong St., San Antonio Village, Makati City, Metro Manila