The City Human Resource Management Office (CHRMO) is committed to protecting the privacy, confidentiality, and security of employee and applicant information. We recognize the importance of safeguarding all records entrusted to our office and ensure that personal data is collected, maintained, used, retained, accessed, and disposed of responsibly and in accordance with lawful and official government purposes.

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1. Data and Information Handling

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CHRMO collects and processes employee and applicant information only for legitimate and authorized human resource functions, including recruitment, employment administration, leave management, training, payroll, service records, and other related official transactions. The information collected may include personal details, employment data, educational background, eligibility, submitted requirements, and other supporting records necessary for the delivery of CHRMO services.

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All records are handled with strict confidentiality and are protected through appropriate administrative, organizational, and technical safeguards against unauthorized access, disclosure, misuse, alteration, loss, or destruction. CHRMO also undertakes reasonable measures to keep employee and applicant information accurate, relevant, and secure throughout its collection, use, storage, and processing.

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2. Access Authorization Policy

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Access to employee and applicant records shall be restricted only to authorized CHRMO personnel, system administrators, and other duly designated officials who require such information in the performance of their official duties. Access rights shall be granted based on role, responsibility, and legitimate operational need, and shall be limited only to the information necessary for the specific purpose or transaction being performed.

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Unauthorized access, use, sharing, duplication, modification, or disclosure of records is strictly prohibited. CHRMO shall maintain appropriate access control measures, including user authentication, account verification, permission settings, and other system security protocols, to ensure that information remains accessible only to authorized users. Any misuse or violation of access privileges may be subject to administrative, legal, or disciplinary action in accordance with applicable rules and policies.

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3. Data and Information Retention

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Employee and applicant records shall be retained for a period of five (5) years, unless a longer retention period is required by applicable laws, government regulations, auditing rules, legal obligations, or official records management policies. During the retention period, records shall be securely maintained to support official transactions, verification, reference, audit, and other lawful administrative purposes.

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CHRMO reserves the right to retain records beyond the standard retention period when necessary for pending legal, administrative, audit, or investigative matters, or when continued retention is required under applicable government record-keeping standards.

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4. Data and Information Disposal

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Upon the expiration of the applicable retention period, and when no longer required for official, legal, regulatory, or administrative purposes, employee and applicant records shall be subject to secure disposal, archival, or authorized destruction in accordance with established government records management and disposal procedures.

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CHRMO shall ensure that the disposal of records is conducted in a manner that protects confidentiality and prevents unauthorized access, retrieval, reconstruction, or misuse of personal information. Physical records may be destroyed through secure and approved methods, while electronic records may be permanently deleted, erased, or otherwise disposed of using appropriate data disposal measures to safeguard sensitive information.

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By using CHRMO systems and services, employees and applicants acknowledge that their personal information may be collected, processed, accessed, retained, and disposed of for lawful and official government purposes related to human resource management and public service delivery. CHRMO remains committed to responsible information management practices that uphold privacy, trust, accountability, and the integrity of all records under its care.