Privacy Notice

Kaia Centre Inc. is the personal information controller for information collected through this website. Our office is at 9/F Northgate Cyberzone Filinvest One Bldg., Alabang-Zapote Rd. cor Northgate Ave., Alabang, Muntinlupa City, Philippines.

We only collect information you choose to give us, plus limited technical information needed to keep the website secure.

• When you contact us through the Start a Conversation form: your name, work email, phone number (optional), organization, job title, country and time zone, organization website (optional), a description of the support you need, your scope and timing preferences, any compliance requirements you mention, your preferred contact method, how you heard about us, and the date and time you gave consent.
• When you apply for a job: your name, email, phone number, city and country, LinkedIn or portfolio link (optional), resume, cover letter (optional), years of experience, availability, expected salary (optional), answers to any screening questions, and the date and time you gave consent.
• When you book a Discovery Call: the booking is handled by Calendly and the call takes place on Zoom. The details you enter there are also covered by those services' own privacy policies.
• Technical information: your IP address and basic browser information, used to block spam and abuse. We use Cloudflare Web Analytics to count visits in aggregate; it does not use cookies or track you across other websites.

Please do not include patient or personal health information, government ID numbers, or other sensitive personal information (such as age, religion, marital status, or health details) in our forms or in your resume unless it is necessary for the role.

We do not sell your personal information, and we do not use it for automated decisions that significantly affect you.

• To respond to your inquiry and discuss whether and how Kaia can help.
• To evaluate your job application and contact you about it, and, if you agree, about future openings.
• To schedule and hold Discovery Calls.
• To protect the website and our systems from spam, fraud, and misuse.
• To keep records of the consent you gave.

We process your information based on your consent, which you give by ticking the consent box on our forms. For job applicants, we also process information to take steps you have requested before a possible employment contract. We process limited technical information based on our legitimate interest in keeping the website secure. [Lawyer to confirm the legal bases and section references under RA 10173.]

Only authorized Kaia staff who need the information for the purposes above can see it. Inquiries are handled by our client team; job applications are handled by our recruitment team.

We use trusted service providers to run this website. They process information only on our instructions:

• Cloudflare — website hosting, spam protection, and visit statistics
• Supabase — secure database and private file storage for resumes
• Resend — sending form notification and confirmation emails
• Google Workspace — our company email
• Calendly and Zoom — booking and holding Discovery Calls

We may also disclose information when required by law or by a lawful order of a court or government authority.

Some of our service providers store or process information outside the Philippines [list of countries/regions to be confirmed, e.g., the region chosen for our database]. When this happens, we require them to protect the information with safeguards comparable to those required under Philippine law. [Lawyer to confirm wording and any required agreements.]

After that, we securely delete or anonymize the information.

• Client inquiries: [TO CONFIRM — e.g., 2 years after our last contact], unless we enter into a business relationship.
• Job applications and resumes: [TO CONFIRM — e.g., 12 months after the position is filled or closed], or longer if you agree that we may keep your application for future openings.
• Consent records: for as long as we keep the related information.

• All connections to this website are encrypted (HTTPS).
• Resumes are kept in private storage. Staff download them through links that expire.
• Access to submitted information is limited to authorized staff who sign in with their company email.
• Our forms use spam protection and do not ask for health information.

Under the Data Privacy Act, you have the right to:

• Be informed about how your personal information is collected and used
• Access the personal information we hold about you
• Object to processing, and withdraw your consent at any time
• Have inaccurate information corrected
• Have your information erased or blocked when it is no longer needed or was processed unlawfully
• Receive a copy of your information in a commonly used electronic format (data portability)
• Be compensated for damages caused by inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your information
• File a complaint with the National Privacy Commission (privacy.gov.ph)

To use any of these rights, or if you have a question about this notice, email our Data Protection Officer. We may need to confirm your identity before acting on a request. We will respond within [TO CONFIRM — e.g., 15 working days].

We may update this notice from time to time. The date at the top shows when it was last changed.