Last updated: January 28, 2026
Professionalized Corps of Test Administrators
Civil Service Commission Regional Office VIII
Government Center, Palo, Leyte, Philippines
This Privacy Policy describes our policies and procedures on the collection, use and disclosure of your information when you use the PROCTAD System (Professionalized Corps of Test Administrators). By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.
The PROCTAD System is a centralized management platform for the Professionalized Corps of Test Administrators under CSC Regional Office VIII. The system manages member accreditation, service history, training records, certification, ID issuance, and access control. It is fully integrated with the Integrated Management Information System (IMIS) and forms an integral module of the Civil Service Commission – Examination and Records Information System (C-ERIS).
The words whose initial letters are capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
A unique account created for PROCTAD members to access the Service or parts of the Service.
Civil Service Commission Regional Office VIII, Government Center, Palo, Leyte, Philippines.
An accredited member of the Professionalized Corps of Test Administrators serving under CSC RO VIII.
A unique, permanent, and non-reusable identifier assigned to each PROCTAD member.
Small files placed on your device by a website, containing details of your browsing history.
Any device that can access the Service (computer, phone, tablet).
CSC Regional Office VIII Field Offices and test centers within RO VIII jurisdiction.
Any information that relates to an identified or identifiable individual.
As a PROCTAD member, we collect personally identifiable information necessary for accreditation, service tracking, and system administration:
For eligibility verification and accreditation purposes, we collect copies of the following documents:
We maintain comprehensive service history including:
We track training activities including:
Usage Data is collected automatically when using the Service:
In cases of policy violations or misconduct, we may record:
We use cookies and similar tracking technologies to track activity on our Service. The types we use include:
The Agency uses Personal Data collected through the PROCTAD System for the following purposes:
To verify eligibility, process accreditation applications, maintain the Master Registry, and manage PROCTAD member status (Active, Inactive, Disqualified).
To assign members to examinations, track roles performed, verify attendance through QR codes, and maintain examination integrity.
To maintain comprehensive records of all examination assignments, performance ratings, and service contributions linked to unique PROCTAD IDs.
To issue Certificates of Appearance, Appreciation, and Completion; generate designation orders; and recognize member contributions.
To generate and issue PROCTAD ID cards with embedded QR codes for identity verification and system access.
To track training participation, maintain training records, verify completion requirements, and issue training certificates.
To contact you via email regarding examination assignments, certificate issuance, system updates, and important PROCTAD announcements.
To manage role-based access (User, Admin, Super Admin, Management, Field Director/Caretaker) and ensure appropriate system permissions.
To track attendance, verify certificates, authenticate identity, and maintain audit trails of verification activities.
To generate reports by Field Office, year, examination type, gender; create statistical dashboards; and support data-driven decision-making.
To integrate with IMIS and C-ERIS for seamless data exchange and comprehensive examination management.
To comply with civil service regulations, maintain audit trails, document approval workflows, and support official inquiries.
We process your Personal Data based on the following legal grounds under the Data Privacy Act of 2012 (Republic Act No. 10173):
You provide explicit consent when you apply for PROCTAD membership, submit accreditation documents, and agree to this Privacy Policy.
Processing necessary to comply with civil service laws, examination administration requirements, Republic Act No. 7041 (strengthening the Civil Service Commission), and other relevant government regulations.
Processing necessary for the performance of functions mandated by the Civil Service Commission under Executive Order No. 292 (Administrative Code of 1987) and other laws governing civil service examination administration.
Processing necessary for legitimate interests pursued by the Agency, such as maintaining examination integrity, ensuring accountability, improving PROCTAD operations, and enhancing public service delivery.
Processing necessary to protect the vital interests of PROCTAD members and examination takers, including emergency situations during examination administration.
We may share your Personal Data in the following situations:
For coordination of examination administration, PROCTAD program management, policy implementation, and compliance with CSC directives.
Your data is accessible to authorized users based on role-based access control:
Your government agency may be informed of your PROCTAD membership, service records, and performance ratings as part of civil service coordination.
Your data is shared with the Integrated Management Information System (IMIS) and Civil Service Commission – Examination and Records Information System (C-ERIS) as part of system integration.
With trusted third-party providers for hosting, email delivery, QR code generation, and system maintenance under strict confidentiality agreements and data protection requirements.
The Agency will retain your Personal Data only for as long as necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to comply with legal obligations, maintain civil service records, and support PROCTAD operations.
All data retained while your PROCTAD membership is active and you remain a government employee.
If your PROCTAD membership becomes inactive, your records are retained for 5 years for potential reactivation and historical reference.
Your unique PROCTAD ID is permanent and non-reusable. It remains in the system indefinitely to prevent ID reuse and maintain historical integrity.
Complete service history, examination assignments, performance ratings, and training records are retained permanently for civil service record-keeping and historical documentation.
All issued certificates (Appearance, Appreciation, Completion) and PROCTAD IDs are retained permanently for verification purposes.
QR code generation and scan verification records retained for 5 years for audit purposes.
Records of disqualification and related documentation retained permanently for accountability and future reference.
Supporting documents (PDS, certificates, recommendations) retained for 5 years after membership termination, unless longer retention is required by law.
Login attempts, access logs, approval actions, and audit trails retained for 3 years for security and accountability purposes.
Note: Retention periods may be extended when required by ongoing investigations, legal holds, or specific government directives.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer. The Agency will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.
In the event that Personal Data needs to be transferred internationally (for example, to cloud service providers with servers outside the Philippines), we ensure:
You have the right to access, update, correct, or request deletion of your Personal Data that we have collected about you.
Important: We may need to retain certain information when we have a legal obligation to do so, such as service history records, certificates issued, and records required for civil service compliance. Your unique PROCTAD ID cannot be deleted as it is permanent and non-reusable.
As a data subject under the Data Privacy Act of 2012, you have the following rights:
Know what Personal Data is collected, how it is processed, and who has access to it through this Privacy Policy and system documentation.
Request and obtain a copy of your Personal Data, service history, training records, certificates, and accreditation documents.
Update or correct inaccurate information in your profile, contact details, employment information, and accreditation documents.
Object to certain processing activities, subject to legal and operational requirements of PROCTAD operations.
Request deletion or blocking of your Personal Data when it is no longer necessary, subject to legal retention requirements and civil service record-keeping obligations.
Obtain your Personal Data in a commonly used and machine-readable format for transfer to another system or controller.
Claim compensation for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of Personal Data.
Lodge a complaint with the National Privacy Commission if you believe your data privacy rights have been violated.
To exercise any of these rights, please contact:
We will respond to your request within fifteen (15) calendar days as required by the Data Privacy Act of 2012.
If the Agency is involved in a merger, reorganization, or transfer of functions, your Personal Data may be transferred. We will provide notice before your data is transferred and becomes subject to a different Privacy Policy.
Under certain circumstances, the Agency may be required to disclose your Personal Data if required by law or in response to valid requests by public authorities (such as courts, law enforcement agencies, or government regulators).
The Agency may disclose your Personal Data in good faith belief that such action is necessary to:
As a government agency, CSC RO VIII is subject to Executive Order No. 2, s. 2016 (Freedom of Information). However, Personal Data protected under the Data Privacy Act is exempt from disclosure. We will carefully review any FOI request to balance transparency with privacy protection.
All passwords encrypted using industry-standard hashing algorithms. Data transmission protected by SSL/TLS encryption. Sensitive documents encrypted at rest.
Role-based access control (RBAC) with principle of least privilege. Multi-level authentication. Account lockout after failed login attempts. Regular access reviews.
Comprehensive logging of all system actions, data access, modifications, approvals, and user activities. Regular audit reviews and monitoring.
Unique, non-replicable QR codes linked to PROCTAD IDs. Verification requires authorized system access. Scan records logged for audit purposes.
Servers hosted in secure government or certified data centers. Regular security updates and patches. Firewall protection and intrusion detection systems.
Accreditation documents stored securely with restricted access. Certificates digitally signed with embedded security features. Secure backup and recovery procedures.
All authorized personnel receive mandatory training on data privacy, security protocols, and confidentiality obligations. Annual refresher training required.
Certificate issuance requires appropriate approval (Field Director/Caretaker for Certificates of Appearance; Management for Certificates of Appreciation). All approvals logged and traceable.
As a PROCTAD member, you are responsible for:
In the event of a data breach or security incident affecting your Personal Data, we will:
The PROCTAD System does not address anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18.
Age and Employment Requirement: You must be at least 18 years old AND a permanent government employee to be eligible for PROCTAD membership. The PROCTAD System is exclusively intended for government employees who meet the accreditation requirements for Civil Service Examination administration.
If you are a parent or guardian and you are aware that a person under 18 has provided us with Personal Data, please contact us immediately. If we become aware that we have collected Personal Data from anyone under the age of 18, we will take immediate steps to remove that information and terminate the account.
The PROCTAD System may contain links to other websites or systems that are not operated by us, including:
We strongly advise you to review the Privacy Policy of every site or system you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
When accessing integrated systems (IMIS, C-ERIS), you may be subject to additional privacy policies and terms of use of those systems.
We may update our Privacy Policy from time to time to reflect changes in our practices, system features, legal requirements, or operational needs. We will notify you of any material changes by:
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page and you are notified.
Your Continued Use: By continuing to use the PROCTAD System after changes become effective, you acknowledge that you have read, understood, and agree to be bound by the updated Privacy Policy. If you do not agree with any changes, you must discontinue use of the system and contact us regarding your PROCTAD membership status.
Previous versions of this Privacy Policy are maintained for reference. You may request access to previous versions by contacting the Data Protection Officer.
We're here to help. Feel free to reach out to us for any inquiries, concerns, or requests regarding your Personal Data.
Data Protection Officer
ro08.lsd@csc.gov.phPROCTAD System Administrator (ESD)
ro08.esd@csc.gov.phCivil Service Commission Regional Office VIII
Government Center, Palo, Leyte, Philippines
For data privacy complaints or concerns, you may also contact:
National Privacy Commission
5th Floor, Philippine International Convention Center (PICC)
Vicente Sotto Street, Pasay City 1307
Website: www.privacy.gov.ph
Email: info@privacy.gov.ph
Hotline: (+632) 8234-2228
We will respond to your inquiries and requests within fifteen (15) calendar days as mandated by the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.
By applying for PROCTAD membership, submitting your accreditation documents, and using the PROCTAD System, you acknowledge that you have:
If you do not agree with any part of this Privacy Policy, please do not submit your PROCTAD application, do not use the PROCTAD System, and contact CSC RO VIII to discuss your concerns.
This Privacy Policy is implemented in compliance with the following laws, regulations, and executive orders: