Effective Date: January 30, 2026
Entity: Virtua Solutions Outsourcing (“Virtua”)
Address: Unit 306 One Corporate Center Building, Julia Vargas Avenue, Ortigas Center, San Antonio, Pasig City, 1605
DPO Contact: DPO@virtuasolutionsos.com

1. Introduction and Scope

At Virtua Solutions Outsourcing, we recognize that your privacy is a fundamental right. This Data Privacy Notice is designed to inform you about how we collect, use, disclose, and protect your personal data in strict accordance with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations (IRR), and international benchmarks such as the EU General Data Protection Regulation (GDPR).

As a responsible Data Controller and Data Processor, we adhere to the core principles of Transparency, Legitimate Purpose, and Proportionality.

2. Information We Collect

We collect information through various channels, including our website, email communications, online forms, and over-the-phone interviews.

• Personally Identifiable Information (PII): Names, home/work addresses, personal phone numbers, and email addresses.
• Employment & Recruitment Data: Resumes, work history, educational background, and interview recordings (for applicants).
• Financial & Payment Information: Banking details or payment information necessary for processing client transactions or payroll.
• Technical Data: When you visit our website, we may collect your IP address, browser type, and usage patterns through cookies to enhance your user experience.
• Account Information: Usernames, passwords, and security credentials if you access Virtua’s internal portals or client systems.

3. Why We Process Your Data

We process your personal information only for the following legitimate purposes:

• Service Delivery: To fulfill our contractual obligations to our clients and provide the BPO/SaaS services requested.
• Compliance: To comply with Philippine laws (e.g., BIR, DOLE, SSS, PhilHealth) and applicable foreign jurisdictions where our clients reside.
• Communication: To provide updates, respond to inquiries, and manage our relationship with you.
• Service Improvement: To analyze usage feedback and improve our internal processes and website functionality.
• Security: To protect our digital assets and prevent unauthorized access to client and company data.

4. Security Measures (ISO 27001 & SOC 2 Compliance)

As a hybrid/remote-first company, we implement industry-standard technical and organizational security measures:

• Encryption: Data is encrypted both “at rest” (on our servers/laptops) and “in transit” (while being sent over the internet).
• Access Control: We follow the “Principle of Least Privilege,” ensuring only authorized personnel have access to specific data sets.
• Hybrid Protocols: We mandate secure VPNs for remote work and strict clean-desk policies for our physical office.
• Regular Audits: We conduct vulnerability assessments to ensure our systems remain resilient against unauthorized access or destruction.

5. Information Sharing and Third Parties

Virtua does not sell or rent your personal information to third parties. We only share information with:

• Service Providers: Trusted third-party vendors who assist in our operations (e.g., cloud hosting, payroll software). These vendors are contractually required to maintain the same level of privacy protection as Virtua.
• Legal Requirements: When required by law, court order, or a government agency (such as the National Privacy Commission or DOJ).
• International Transfers: For clients based in the EU or other regions, we utilize Standard Contractual Clauses (SCCs) to ensure your data remains protected even when it leaves the Philippines.

6. Data Retention and Disposal

We retain your personal information only for as long as it serves a legitimate business purpose or as required by law:

• Active Data: Retained for the duration of our business relationship.
• Regulatory Data: Retained for the period mandated by Philippine law (e.g., 10 years for certain tax/labor records).
• Secure Disposal: When data is no longer needed, we use permanent digital wiping and physical shredding to ensure it cannot be recovered.

7. Your Rights as a Data Subject

Under the DPA and GDPR, you possess the following rights, which Virtua is committed to upholding:

• Right to Access: You may request details about the types of data we hold and the third parties with whom it has been shared.
• Right to Rectification: You may request the correction of inaccurate or outdated information.
• Right to Erasure (Right to be Forgotten): You may request the deletion of your data if it is no longer necessary or if you withdraw your consent.
• Right to Data Portability: You may request your data in a structured, machine-readable format for transfer to another controller.
• Right to Object: You may object to the processing of your data for certain activities, such as direct marketing.
• Right to Damages: You may claim compensation for any damages sustained due to inaccurate, incomplete, or unauthorized use of your data.

8. Contact Us

For any questions, requests for access, or to report a privacy concern, please contact our Data Protection Officer:
Email: DPO@virtuasolutionsos.com
Address: Unit 306 One Corporate Center Building, Julia Vargas Avenue, Ortigas Center, San Antonio, Pasig City, 1605

9. Changes to this Notice

We may update this Privacy Notice periodically to reflect changes in our practices or legal requirements. We encourage you to review this page regularly.