Data Privacy Notice

We at In Touch are committed to protecting and respecting your personal data privacy,
while being at the forefront of complying with the Data Privacy Act of 2012.

In Touch Community Services, Inc. (hereafter referred to as “In Touch”) is a leading provider
of mental health services in the Philippines. We provide professional counseling services,
Crisis Line (a free telephone counseling service), cross-cultural orientation programs, psycho-
educational workshops, trainings/talks and an employee assistance program. We create and
maintain records that contain individually identifiable health information about clients. This
notice concerns the privacy and confidentiality of those records and the information
contained therein.
​
Information collected: We may collect, process, store and use the following information to
ensure effective service:

• Basic information that directly ascertains the identity of an individual. This includes
  but is not limited to your name, address, contact information, age, gender, date of
  birth, marital status, nationality and religion
• Health/medical history e.g. presenting issues, past medical history, current
  medications or treatment record, family medical history
• Laboratory and diagnostic test results
• Legal and financial Information
• Relevant information of spouse, guardian or kin
• Social security and other government identification numbers
• Other information necessary to ensure effective delivery of healthcare

Data is collected through various means including verbal, written, telephonic or electronic
forms or through our website. All information that has been provided from the first contact
with In Touch through to the services provided and billing process becomes part of client
data.

Purpose: We use information held about the client in the following ways:

• To offer suitable counseling appointments and to match clients and counselors
• To notify clients about changes to appointments and other changes to our services
• To provide timely, reliable and professional counseling services
• To ensure a multi-disciplinary management team, where necessary
• To respond to any inquires from the client
• To seek feedback on the experience of counseling with us, to improve our services
• To administer our service including legal and financial control, data analysis, survey
  and research purposes
• To fulfill our administrative, legal and contractual obligations as an employer
• To fulfill reporting requirements such as information about certain conditions that
  may be reported to the Department of Health or other agencies as mandated and
  authorized by laws and regulations. Your health information may also be disclosed
  to the Philippine Health Insurance Corporation (Phil Health) as required by law.

​A signed Informed Consent Form (ICF) will be required from the client or an authorized
representative prior to the use of personal data for purposes other than those stated above.

​Storage and security of data: In Touch makes all reasonable arrangements to ensure that
personal data in our possession or under our control is protected against unauthorized
access, collection, use, disclosure, copying, modification, disposal or similar risks.

All paper forms and correspondences are kept in secured filing cabinets on our premises
whereas electronic records are stored on our on-site password-protected computer servers,
access to which is limited to authorized personnel only.

Unfortunately, the transmission of information via Internet is never completely secure.
Although we do our best to protect the information using standard protocols and
encryption, we cannot guarantee the security of the data transmitted to us via unencrypted email,
including completed forms sent via unencrypted email. Any such transmission is at your own risk.

On receiving information, In Touch applies strict procedures and security features to prevent
unauthorized access.

Sharing: We will not share any information about you with other organizations or
people, except in the following situations:

• Your written consent has been obtained
• There is a reasonable cause to suspect child abuse/neglect
• There is a risk of suicide
• There is a threat of imminent physical injury to yourself or another person
• There is a legal responsibility for the therapist to release information contained in records
• There is a necessity to protect our interests

This policy only applies to data collected by In Touch. Third party agents, and websites which
are linked to ours, are not covered by this policy.

Retention period: Personal Information are retained only for as long as necessary for the
fulfillment of the purposes for which date was obtained, or for the establishment, exercise
or defense of legal claims, or for legitimate business purposes, or as provided by law.

Rights: As provided under the Data Privacy Act of 2012, you have the following rights in
connection with the processing of your personal data:

• You have the right to be informed if your personal data is being or has been
  processed.
• You have the right to object to the processing of your personal data or withdraw
  consent that may have been given for direct marketing, trainings or research. You
  may also opt not to receive any marketing information from us.
• You have the right to reasonable access, upon written request, to the contents of
  your personal data that was processed and the manner by which this was processed,
  as well as the sources from which this was obtained, the recipients and reasons for
  disclosure.
• You have the right to rectify any error in your personal data and if warranted,
  request immediate rectification, unless the request is vexatious or otherwise
  unreasonable.
• You have the right to suspend, withdraw or order the blocking, removal or
  destruction of your personal data from our database if your personal data is:
  incomplete, outdated, false, or unlawfully obtained; being used for purposes not
  authorized by you; subject to unlawful data processing; or if your rights have been
  violated.
• You have the right to obtain from us a copy of the data that is processed in an
  electronic or structured format.
• You have the right to be indemnified for any damages sustained due to inaccurate,
  incomplete, outdated, false, unlawfully obtained or unauthorized use of personal
  data.
• You have the right to file a complaint about the processing of your personal
  information. If we do not satisfactorily deal with your complaint, then you may
  contact and raise your privacy concerns to the National Privacy Commission through
  the website www.privacy.gov.ph.
• Upon death or incapacity, your rights may be transferred to your lawful heirs.

Cookies: Text files placed on your computer to collect standard Internet log information and visitor
behavior information are called cookies. This information enables us to distinguish you from other users
​of the website, which helps us to provide you with a good experience when you browse the website.
This information is also used to track visitor use of the website and to compile statistical reports on
website activity, allowing us to improve the website.

Most browsers are initially set to accept cookies. If you prefer, you can set your browser not
to accept cookies. You can remove cookies from your browser or change your settings so that the
browser informs you when cookies are accepted. If cookies are disabled, some of our website
features may not function.

Changes to the statement: We reserve the right to change the terms of our Data Privacy
Notice at any time. We will provide you with a copy of the revised Data Privacy Notice by
posting a copy on our website.

Contact information: For all inquiries and other concerns regarding data privacy, you may
send an email to DPO@in-touch.org.