Data Matrix for Smart

Privacy Notice for Employment Applicants and Candidates of SMART

Annex - Personal Data Matrix

	SFRO Data Elements	Definition	Collection Stage	Purpose of Collection
1	Email Address	A unique identifier for an email account	Career Site Account Creation (This information makes up the "Account Details")	Account creation requirement; to contact candidate
2	Full Name	An individual’s whole name; includes First Name, Middle Name, and Last Name		Account creation requirement; to contact candidate
3	Password	A string of characters used to verify the identity of a user during the authentication process		Account creation requirement
4	Country of Residence	The country where a person has or will have lived continuously for more than 12 months		Account creation requirement
5	Citizenship	The position or status of being a citizen of a particular country.	Candidate Profile Creation (These information makes up the "Candidate Profile")	Employment qualification in the Philippines
6	Language	Candidate’s language skills and proficiency		To confirm language of candidate
7	Professional License/Certificate	A restricted practice or a restriction on the use of an occupational title, requiring a license.		Hiring qualification
8	Org & Affiliations	An organization, or organisation, is an entity—such as a company, an institution, or an association—comprising one or more people and having a particular purpose.		Hiring qualification
9	Work Experience	Period and experience spent in a workplace		Hiring qualification
10	Education	Educational attainment		Hiring qualification
11	Personal Character References	An individual who knows the job candidate and can speak to their character and abilities	Job Application (These information makes up the "Job Application Details")	To verify character of candidate
12	Professional Character References	An employer who knows the job candidate and can speak to their character and abilities		To verify employer and experience of candidate
13	Willingness to be assigned in another location	Willingness to be assigned in another location		To confirm if candidate is open to working in other locations
14	Pending Administrative Cases from Previous Employer	Pending Administrative Cases from Previous Employer		Hiring qualification
15	Relatives by blood or law to an employee in other telecommunications company	Relatives by blood or law to an employee in other telecommunications company		To determine conflict of interest, if any
16	Relatives by blood or law to an employee under PLDT Group of Companies	Relatives by blood or law to an employee under PLDT Group of Companies		To determine conflict of interest, if any
17	Ongoing application with any PLDT Group Company	Active applications within PLDT Group of Companies		Manage non-poaching concern
18	Job application Source	How you learned about the position you're applying for		Data management and reporting purposes
19	Compensation and Benefits Package Declaration Form	A form that declares current compensation and benefits package	Offer Presentation	To guide recuiters in the creation of job offer
20	Transcript of Records (TOR)	A list of course units taken and credits gained	Upon acceptance of offer (Background Check)	Educational verification
21	Resume	A summary of work experience and contact details	Upon acceptance of offer (Background Check)	Background investigation
22	Character References	Includes personal and professional references submitted during the Job Application	Upon acceptance of offer (Background Investigation)	Background investigation
23	Information necessary to endorse for pre-employment medical examination and the corresponding medical exam results	Includes Name, Address, Contact Number, Birthdate, Email Address	Upon acceptance of offer (Background Check and Pre-Employment Medical Exam)	To verify candidate's credentials and determine if fit to work
24	Birth Certificate of Candidate	An official document containing a person's birth details	Submission of Pre-boarding Requirements (These information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's identity
25	Birth Certificate of Dependents	An official document containing a person's birth details	Submission of Pre-boarding Requirements (These information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's dependents' identity
26	Marriage Certificate	An official document containing the important details of marriage, signed by the couple and by all in attendance.	Submission of Pre-boarding Requirements (These information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's marriage
27	Stamped BIR 1905	Application for Registration Information Update/Correction/Cancellation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
28	Proof of TIN	Unique and permanent TIN number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
29	Waiver on BIR form 2316	Waiver form if candidate provide Certificate of Compensation Payment / Tax Withheld For Compensation Payment With or Without Tax Withheld	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
30	Proof of SSS	Unique and permanent SSS number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
31	SSS Loan Voucher	SSS pending loan	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
32	Proof of Pag-ibig	Unique and permanent Pag-ibig number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
33	Pag-ibig Member's Data Form	Pag-ibig Member's Data Form	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
34	PAG-IBIG /HDMF Loan Voucher or any proof of existing loan	PAG-IBIG /HDMF Loan Voucher or any proof of existing loan	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
35	Philhealth's Member's Registration Form (PMRF)	Philhealth Member Registration Form	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
36	Philhealth ID/Philhealth Member's Data Record	Unique and permanent Philhealth number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
37	Metrobank Customer Information Form	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Payroll account creation
38	Metrobank Signature Cards	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Payroll account creation
39	Metrobank Data Consent Form	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Payroll account creation
40	2 Government-issued IDs	Philippine valid IDs	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Payroll account creation
41	2x2 photos with background	2x2 ID photo	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	ID Creation
42	3R half body photo	3R half body photo	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	ID Creation
43	NBI Clearance	Clearance on any pending criminal cases and/or existing criminal records	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To verify any pending criminal case and/or existing criminal records
44	Certificate of Employment	An official document to verify the employment history of an employee	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Employment verification
45	ETIQA Enrollment Form	Application form for dependent medical benefit	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Company Benefits for Dependent's Medical Insurance
46	CocoLife Application Form	Application form for candidate insurance benefit	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Company Benefits for Candidate's Life Insurance
47	Provident Fund Membership Contribution	Application form for provident fund membership contribution	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Company Benefits for Provident Fund
48	Provident Beneficiary Nomination Form	Application form for provident beneficiary nomination form	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Company Benefits for Provident Fund Beneficiary
49	Current Year's 2316	Certificate of Compensation Payment / Tax Withheld For Compensation Payment With or Without Tax Withheld	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
50	Family Members	List of name and relationship of immediate family members	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	To be used as reference if relationship degree is aligned with existing policy on hiring of relatives Given probationary employees are qualified for the Bereavement Assistance. This data element allows HR to confirm if family member is declared.
51	Family Members Deceased/with Disability in New Employee Wizard	List of name and relationship of immediate family members who are deceased or with disability	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	Required in the PhilHealth Member Registration Form (PMRF). Given probationary employees are qualified for the Bereavement Assistance. This data element allows HR to confirm if family member is declared.
52	Candidate's Prominent Distinguishing Facial Features	Prominent Distinguishing Facial Features	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (These information makes up the "Pre-employment Requirements")	An optional field being asked by the PagIBIG Member Data Form.

	Personal Data Elements	Definition	Collection Stage	Purpose of Collection
1	Citizenship	The position or status of being a citizen of a particular country.	Candidate Profile Creation (This information makes up the "Candidate Profile")	Employment qualification in the Philippines
2	Language	Candidate’s language skills and proficiency		To confirm language of candidate
3	Professional License/Certificate	A restricted practice or a restriction on the use of an occupational title, requiring a license.		Hiring qualification
4	Org & Affiliations	An organization, or organisation, is an entity—such as a company, an institution, or an association—comprising one or more people and having a particular purpose.		Hiring qualification
5	Work Experience	Period and experience spent in a workplace		Hiring qualification
6	Education	Educational attainment		Hiring qualification
7	Personal Character References	An individual who knows the job candidate and can speak to their character and abilities	Job Application (This information makes up the "Job Application Details")	To verify character of candidate
8	Professional Character References	An employer who knows the job candidate and can speak to their character and abilities		To verify employer and experience of candidate
9	Willingness to be assigned in another location	Willingness to be assigned in another location		To confirm if candidate is open to working in other locations
10	Pending Administrative Cases from Previous Employer	Pending Administrative Cases from Previous Employer		Hiring qualification. The information collected will be used for the background check.
11	Relatives by blood or law to an employee in other telecommunications company	Relatives by blood or law to an employee in other telecommunications company		To determine conflict of interest, if any
12	Relatives by blood or law to an employee under PLDT Group of Companies	Relatives by blood or law to an employee under PLDT Group of Companies		To verify alignment to our hiring policy on hiring relatives, and to to determine potential conflict of interest, if any
13	Ongoing employment application with any PLDT Group Company	Active applications within PLDT Group of Companies		To determine whether the applicant is being processed by the other company
14	Job application Source	How you learned about the position you're applying for		Data management and reporting purposes
15	Compensation and Benefits Package Declaration Form	A form that declares current compensation and benefits package	Offer Presentation	To guide recuiters in the creation of job offer
16	Transcript of Records (TOR)	A list of course units taken and credits gained	Upon acceptance of offer (Background Check)	Educational verification
17	Resume	A summary of work experience and contact details	Upon acceptance of offer (Background Check)	Background investigation
18	Character References	Includes personal and professional references submitted during the Job Application	Upon acceptance of offer (Background Investigation)	Background investigation
19	Information necessary to endorse for pre-employment medical examination and the corresponding medical exam results	Includes Name, Address, Contact Number, Birthdate, Email Address	Upon acceptance of offer (Background Check and Pre-Employment Medical Exam)	To verify candidate's credentials and determine if fit to work
20	Birth Certificate of Candidate	An official document containing a person's birth details	Submission of Pre-boarding Requirements (This information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's identity
21	Birth Certificate of Dependents	An official document containing a person's birth details	Submission of Pre-boarding Requirements (This information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's dependents' identity
22	Marriage Certificate	An official document containing the important details of marriage, signed by the couple and by all in attendance.	Submission of Pre-boarding Requirements (This information makes up the "Pre-employment Requirements")	To confirm/authenticate candidate's marriage
23	Proof of TIN	Unique and permanent TIN number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
24	BIR 1902 - Request for TIN	Form required to be submitted if Employee has no TIN.	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Applicable only to New Employees without Tax Identification Number (TIN).
25	Waiver on BIR form 2316	Waiver form if candidate provide Certificate of Compensation Payment / Tax Withheld For Compensation Payment With or Without Tax Withheld	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
26	Proof of SSS	Unique and permanent SSS number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
27	SSS Loan Voucher	SSS pending loan	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
28	Proof of Pag-ibig	Unique and permanent Pag-ibig number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
29	PAG-IBIG /HDMF Loan Voucher or any proof of existing loan	PAG-IBIG /HDMF Loan Voucher or any proof of existing loan	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
30	Philhealth's Member's Registration Form (PMRF)	Philhealth Member Registration Form	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
31	Philhealth ID/Philhealth Member's Data Record	Unique and permanent Philhealth number	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
32	Metrobank Customer Information Form	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Payroll account creation
33	Metrobank Signature Cards	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Payroll account creation
34	Metrobank Data Consent Form	Application form for Metrobank account creation	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Payroll account creation
35	2 Government-issued IDs	Philippine valid IDs	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Payroll account creation
36	NBI Clearance	Clearance on any pending criminal cases and/or existing criminal records	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To verify any pending criminal case and/or existing criminal records
37	Certificate of Employment	An official document to verify the employment history of an employee	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Employment verification
38	ETIQA Enrollment Form	Application form for dependent medical benefit	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Company Benefits for Dependent's Medical Insurance
39	CocoLife Application Form	Application form for candidate insurance benefit	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Company Benefits for Candidate's Life Insurance
40	Provident Fund Membership Contribution	Application form for provident fund membership contribution	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Company Benefits for Provident Fund
41	Provident Beneficiary Nomination Form	Application form for provident beneficiary nomination form	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Company Benefits for Provident Fund Beneficiary
42	Current Year's 2316	Certificate of Compensation Payment / Tax Withheld For Compensation Payment With or Without Tax Withheld	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To update candidate information in government benefit. SSS, Pagibig, Philhealth, BIR. For reporting as new hire in PLDT/Smart and remittance purposes SOCIAL SECURITY BENEFITS (RA 1161, as amended by RA 11199); PAG-IBIG BENEFITS (RA 9679); PHILHEALTH BENEFITS (RA 7875, as amended by RA 9241)
43	Family Members	List of name and relationship of immediate family members	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	To be used as reference if relationship degree is aligned with existing policy on hiring of relatives Given probationary employees are qualified for the Bereavement Assistance. This data element allows HR to confirm if family member is declared.
44	Family Members Deceased/with Disability in New Employee Wizard	List of name and relationship of immediate family members who are deceased or with disability	New Employee Wizard/ Submission of Pre-boarding Requirements Requirements (This information makes up the "Pre-employment Requirements")	Required in the PhilHealth Member Registration Form (PMRF). Given probationary employees are qualified for the Bereavement Assistance. This data element allows HR to confirm if family member is declared.