A helpful space where you can find important system policies and key information. It’s your one-stop place to stay informed about the guidelines and details you need.
1.1 Company Profile
1.1.1 History
POWERLANE RESOURCES, INC. (PRI) began its journey in March 1992, serving its first client, FEDCO PAPER. The company quickly gained momentum, adding THE REGION BANK (now known as PLANTERS BANK) to its roster shortly after.
By early 1995, PRI's success necessitated a move to a larger office space. This expansion allowed the company to efficiently manage a growing workforce exceeding 1,000 employees and cater to the needs of a wider client base. Additionally, it established the first full-service branch office in Imus, Cavite. This branch later relocated to a more spacious location within Hausland Subdivision for improved service.
PRI continued its strategic growth by opening additional branches in Gen. Trias, Cavite (catering to Gateway Business Park and First Cavite Industrial Estate) and Rosario, Cavite (August 2004).
A significant milestone occurred in February 2005 when PRI earned accreditation from the Subic Bay Metropolitan Authority (SBMA). This achievement allowed it to establish a full-service branch within SBMA and provide manpower services to a new client, NIDEC Subic Phils., Inc.
The company's commitment to expansion continued throughout the following decade. In 2010, a new branch opened in Ermita, Manila, to cater to the MAX's group of companies. PRI further solidified its national presence by launching branches in Makati (2011), Clark Freeport Zone, Pampanga, and Batangas.
1.1.2 Our Vision
POWERLANE RESOURCES, INC. (PRI). aims to be a leader and innovator in the field of manpower sourcing and human resources management, a significant contributor to the development of the local economies in which we operate, and a paragon of corporate social responsibility.
1.1.3 Our Mission
POWERLANE RESOURCES, INC. (PRI), seeks to:
- Provide a highly skilled and motivated workforce to meet the fast-paced and evolving organizational needs of its sophisticated clientele;
- Enable all employees to maintain a decent standard of living through fair wages and benefits;
- Maintain an active role in the development of the communities in which it operates through working partnerships with local governments and NGO’s.
1.1.4 Our Core Values
- P - Professionalism: We deliver exceptional service through a team of highly trained and dedicated professionals, fostering a positive and productive work environment.
- R - Respect: We value the diverse skills and experiences of our workforce. We treat all workers with dignity and respect, fostering a safe and inclusive work environment.
- I - Integrity: Powerlane Resources Inc. is committed to building trust through transparency and fairness in all interactions, ensuring a reliable and ethical partnership for both clients and workers.
- Excellence: At Powerlane, we are passionate about continuous improvement. We actively seek feedback and implement innovative solutions to consistently exceed your expectations.
These Terms and Conditions (“Terms”) govern your use of the EMPLO, which is provided by Powerlane Resources, Inc. (“we,” “us,” or “our”). By accessing or using the EMPLO, you (“Applicant,” “you,” or “your”) agree to comply with and be bound by these Terms. If you do not agree to these Terms, we kindly ask that you refrain from using EMPLO.
EMPLO is a platform used for managing the recruitment process and storing personal data of applicants to facilitate job applications, evaluation, and communication. Please read these Terms carefully before using EMPLO.
1. Acceptance of Terms
By submitting your application, you agree to these Terms, as well as any future updates or modifications. If you do not accept these Terms, you should not use the EMPLO.
2. Eligibility
To use the EMPLO, you must be at least 18 years old and legally capable of entering into a binding contract. By using the EMPLO, you represent and warrant that you meet these eligibility requirements.
3. User Registration and Account Creation
To access and use the EMPLO, you may need to create an account by providing certain personal information. You agree to:
- Provide accurate, current, and complete information during the registration process.
- Maintain the confidentiality of your login credentials and promptly notify us if you suspect any unauthorized use of your account.
- Use the EMPLO solely for the purpose of applying for employment and related activities.
We reserve the right to suspend or terminate your account if we suspect any violation of these Terms or any fraudulent activity.
4. Data Collection and Privacy
The EMPLO collects and processes personal data as part of the recruitment process. By using the EMPLO, you consent to the collection, use, and storage of your personal data in accordance with the Privacy Policy, which is incorporated into these Terms by reference. Personal data may include, but is not limited to:
- Full name, contact details, government-issued identification.
- Application-related documents (e.g., resumes).
- Pre-employment requirements.
- Application status, interview schedules, and performance evaluation data.
You agree to provide accurate and truthful information. Any false or misleading information may result in the rejection of your application or the termination of your account.
5. AI Involvement
The EMPLO utilizes AI technologies exclusively as a resume evaluator to assist in the recruitment process. The AI processes the information provided in your resume, such as skills, qualifications, work experience, and other relevant details, to streamline application reviews and identify candidates whose qualifications align with our job requirements. We assure you that the data analyzed by AI is limited to the information contained in your resume and is used solely for recruitment purposes. All decisions involving your application are reviewed by our recruitment team to ensure fairness and accuracy in the evaluation process.
6. Use of EMPLO
You agree to use the EMPLO solely for its intended purpose — applying for job opportunities with Powerlane Resources, Inc. and participating in recruitment-related activities. Specifically, you agree not to:
- Use the EMPLO for any illegal, fraudulent, or harmful activities.
- Upload, post, or transmit any content that is unlawful, harmful, defamatory, obscene, or infringes on the rights of others.
- Access or attempt to access accounts, data, or systems without proper authorization.
- Use automated means (e.g., bots, scrapers) to access or collect information from the EMPLO.
You acknowledge that the EMPLO may be subject to regular updates and maintenance, which may temporarily affect your access to certain features.
7. Communication and Notifications
By using the EMPLO, you consent to receive communications from Powerlane Resources, Inc. regarding your application, interview schedules, job offers, and updates to these Terms or the Privacy Policy. Communications may be sent via email, system notifications, or other means as deemed appropriate.
You are responsible for ensuring that your contact information is up to date in the EMPLO to receive timely notifications.
8. Third-Party Services
The EMPLO may integrate with third-party services or vendors to facilitate certain features, such as resume evaluation or background checks. You consent to the use of these third-party services in accordance with their respective terms and privacy policies. We are not responsible for the content or actions of third-party services.
9. Data Retention and Deletion
For details on data retention, please refer to our Privacy Policy.
10. Termination of Account
We reserve the right to suspend or terminate your account if:
- You violate these Terms.
- You engage in fraudulent or unlawful activities.
- Your application is deemed incomplete, misleading, or inaccurate.
You may terminate your account at any time by contacting us.
11. Changes to the Terms and Conditions
We may update these Terms from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Terms on the EMPLO or via email. Your continued use of the EMPLO after such changes constitutes your acceptance of the revised Terms.
12. Governing Law and Dispute Resolution
These Terms will be governed by and construed in accordance with the laws of the Philippines. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Philippines.
13. Contact Information
If you have any questions or concerns regarding these Terms or your use of the EMPLO, please contact us at:
- Email: pri.recruitment@powerlane.net
- Phone: 09173090481 / 09987922305
- Address: Rowsuz Business Centre, Diversion Rd
By using the EMPLO, you acknowledge that you have read, understood, and agree to abide by these Terms and Conditions.
These Terms and Conditions (“Terms”) govern your use of the EMPLO, which is provided by Powerlane Resources, Inc. (“we,” “us,” or “our”). By accessing or using the EMPLO, you (“Employee,” “you,” or “your”) agree to comply with and be bound by these Terms. If you do not agree to these Terms, do not use the EMPLO.
The EMPLO is a platform designed to streamline various HR functions, including but not limited to attendance, performance evaluations, employee records, and other HR-related tasks. Please read these Terms carefully before using the EMPLO.
1. Acceptance of Terms
By accessing and using the EMPLO, you agree to these Terms, as well as any future updates or modifications. If you do not agree to these Terms, you should not use the EMPLO.
2. Eligibility
To use the EMPLO, you must be an employee of Powerlane Resources, Inc. with authorized access to the system. By using the EMPLO, you represent and warrant that you are a current employee and have the appropriate permissions to use the system for HR-related activities.
3. User Registration and Account Creation
To access and use the EMPLO, you may need to create an account or log in using your employee credentials. You agree to:
- Provide accurate, current, and complete information during the registration process or when updating your employee profile.
- Maintain the confidentiality of your login credentials and promptly notify us if you suspect any unauthorized use of your account.
- Use the EMPLO solely for the purpose of managing HR-related activities, including but not limited to attendance tracking, performance evaluations, and accessing HR records.
- We reserve the right to suspend or terminate your account if we suspect any violation of these Terms or if you misuse the system in any way.
4. Data Collection and Privacy
The EMPLO collects and processes personal and sensitive data as part of its HR functions. By using the EMPLO, you consent to the collection, use, and storage of your personal data in accordance with the Privacy Policy, which is incorporated into these Terms by reference. Personal data may include, but is not limited to:
- Personal Information: Full name, contact details, employee ID, government-issued identification (e.g., SSS, TIN).
- Sensitive Personal Information: Biometric data (e.g., fingerprints), health-related information, performance evaluation data.
- HR System Data: Attendance logs, leave records, job-related documents, training history, and other employment-related data.
- Machine Learning Data: Anonymized data for system optimization and evaluation, such as performance and attendance metrics.
You agree to provide accurate and truthful information, and any false or misleading information may result in disciplinary action, up to and including termination.
5. Use of the EMPLO
You agree to use the EMPLO solely for its intended purpose — managing HR-related activities such as attendance, leave requests, performance evaluations, and accessing your employment records. Specifically, you agree not to:
- Use the EMPLO for any illegal, fraudulent, or harmful activities.
- Upload, post, or transmit any content that is unlawful, harmful, defamatory, or infringes on the rights of others.
- Access or attempt to access accounts, data, or systems without proper authorization.
- Use automated means (e.g., bots, scrapers) to access or collect information from the EMPLO.
You acknowledge that the EMPLO may be subject to regular updates and maintenance, which may temporarily affect your access to certain features.
6. Employee Rights and Access
As an employee, you have the right to access certain data within the EMPLO, including your personal records, attendance, leave history, and performance evaluations. You also have the right to:
- Request corrections to your data if it is inaccurate.
- Request deletion of data that is no longer required for the purpose for which it was collected, subject to legal requirements and company policies.
- Request access to specific data within the EMPLO related to your employment.
7. AI Involvement
EMPLO utilizes AI technologies exclusively to assist in the performance improvement plan process by analyzing the results of performance evaluations to provide insights and recommendations for potential areas of focus. These AI-generated insights are carefully reviewed and validated by our management team to ensure they align with organizational objectives and uphold fairness and accuracy in the process.
8. Communication and Notifications
By using the EMPLO, you consent to receive communications from Powerlane Resources, Inc. regarding your attendance, leave requests, performance evaluations, company updates, and changes to these Terms or the Privacy Policy. Communications may be sent via email, system notifications, or other means as deemed appropriate.
You are responsible for ensuring that your contact information is up to date in the EMPLO to receive timely notifications.
9. Third-Party Services
The EMPLO may integrate with third-party services or vendors to facilitate certain features, such as biometric attendance tracking, resume evaluation, and performance management. You consent to the use of these third-party services in accordance with their respective terms and privacy policies. We are not responsible for the content or actions of third-party services.
10. Data Retention and Deletion
For details on data retention, please refer to the Privacy Policy and Data Retention Policy.
11. Termination of Account
We reserve the right to suspend or terminate your account if:
- You violate these Terms or engage in any unauthorized or illegal activities.
- Your account is inactive for a prolonged period, or you no longer meet the criteria for access.
You may request termination of your account in accordance with company policies. However, access to certain HR data may remain available to authorized personnel as required by legal or operational obligations.
12. Limitation of Liability
To the fullest extent permitted by law, Powerlane Resources, Inc. and its affiliates, officers, employees, and agents will not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or in connection with your use of the EMPLO. This includes, but is not limited to, loss of data, HR system errors, or disruption of services.
Our total liability to you for any claims arising from your use of the EMPLO is limited to the amount you have paid, if any, for using the service during the 12-month period preceding the event that gave rise to the claim.
13. Indemnification
You agree to indemnify and hold Powerlane Resources, Inc., its officers, employees, and agents harmless from any claims, damages, liabilities, and expenses arising from your breach of these Terms, your use of the EMPLO, or your violation of any applicable laws.
14. Changes to the Terms and Conditions
We may update these Terms from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Terms on the EMPLO or via email. Your continued use of the EMPLO after such changes constitutes your acceptance of the revised Terms.
15. Governing Law and Dispute Resolution
These Terms will be governed by and construed in accordance with the laws of the Philippines. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Philippines.
16. Contact Information
If you have any questions or concerns regarding these Terms or your use of the EMPLO, please contact us at:
- Email: pri@powerlane.net
- Phone: 09173090481 / 09987922305
- Address: Rowsuz Business Centre, Diversion Rd, Santa Rosa, Laguna
By using the EMPLO, you acknowledge that you have read, understood, and agree to abide by these Terms and Conditions.
Powerlane Resources, Inc. (“we,” “us,” or “our”) respects the privacy of all individuals and recognizes its responsibility to protect personal data in accordance with Republic Act No. 10173, the Data Privacy Act of 2012 (DPA). This Privacy Policy provides a comprehensive overview of how we process, protect, and manage personal data collected and stored within our Human Resource Management System (EMPLO).
Data Collection
We collect personal data, including your name, contact information, educational background, employment history, and other relevant details provided in your application.
Purpose of Data Processing
Your data is processed to assess your suitability for employment, facilitate communication during the recruitment process, and comply with legal obligations.
AI Processing
EMPLO utilizes AI technologies exclusively as a resume evaluator to assist in the recruitment process.
Purpose of AI Processing
The AI processes the information provided in your resume, such as skills, qualifications, work experience, and other relevant details, to streamline application reviews and identify candidates whose qualifications align with our job requirements.
Scope of Data Usage
The data analyzed by AI is strictly limited to the information contained in your resume and is used solely for recruitment-related purposes.
Human Oversight
All decisions involving your application, including those informed by AI analysis, are reviewed by our recruitment team to ensure fairness, accuracy, and compliance with applicable laws.
Data Protection
The data processed by AI is handled with the utmost care and in accordance with our Privacy Policy, ensuring your information is safeguarded at all stages.
Data Sharing
- Your personal data may be shared with third-party service providers who assist in our recruitment process.
- These parties are bound by confidentiality agreements and data protection laws.
- EMPLO specifically utilizes third-party services to facilitate background checks, resume evaluation, and other recruitment-related functions.
Data Security
We implement robust security measures to protect your data from unauthorized access, alteration, or disclosure.
Your Rights
Under the Data Privacy Act of 2012, you have the right to access, correct, or request deletion of your personal data. You may also object to the processing of your data under certain circumstances.
Contact Information
For inquiries or concerns regarding your data, please contact our Data Protection Officer at pri.recruitment@powerlane.net.
Compliance with Philippine Laws and International Standards
- The Data Privacy Act of 2012 (Republic Act No. 10173): We adhere to the principles and requirements set forth in the DPA, ensuring lawful processing, transparency, and protection of your personal data.
- National Privacy Commission (NPC) Guidelines: Our AI systems comply with NPC advisories on the ethical use of AI in processing personal data, emphasizing transparency, accountability, and fairness.
- International Standards: We align our data processing activities with international standards, such as ISO/IEC 23894:2023, which provides guidelines on risk management for AI, and ISO/IEC 42001:2023, focusing on AI management systems.
Data Retention
We retain personal data only for as long as necessary to fulfill its purpose. In the case of application rejections:
- Rejected Applications: If your application is rejected, we will immediately delete your data and account as it is no longer required for any purpose.
- Successful Applications: For successful candidates, personal data and submitted documents will be retained as part of their employee record, managed in accordance with applicable laws and company policies.
We do not retain rejected application data unless required by law, regulatory obligations, or for legitimate security purposes.
Powerlane Resources, Inc. (“we,” “us,” or “our”) respects the privacy of all individuals and recognizes its responsibility to protect personal data in accordance with Republic Act No. 10173, the Data Privacy Act of 2012 (DPA). This Privacy Policy provides a comprehensive overview of how we process, protect, and manage personal data collected and stored within our Human Resource Management System (EMPLO).
Data We Collect
We collect and process the following types of personal data:
-
Personal Information
- Full name, contact details, address, email, and phone number.
- Government-issued identification (e.g., SSS, TIN, PhilHealth).
-
Sensitive Personal Information
- Biometric data (e.g., fingerprints).
- Health information (e.g., medical certificates).
-
HR System Data
- Attendance logs, performance metrics, and employment records.
- Login credentials, access logs, and system activity data.
-
Machine Learning Data
- Anonymized datasets used for training the EMPLO’s Resume Evaluator feature (e.g., scores, F1 evaluations).
- Employee 201 Records
The methods and procedures for discarding these data are outlined in the Data Retention Policy.
Legal Basis for Processing
We process data based on the following lawful criteria under the DPA:
- Consent: Explicit consent is obtained during system registration and onboarding.
- Contractual Obligations: Data is necessary to fulfill employment contracts and benefits.
- Legitimate Interests: Enhancing HR operations and ensuring compliance with organizational policies.
How We Use the Data
We process personal data to:
- Simplify recruitment, talent evaluation, and onboarding.
- Track attendance and manage leave applications efficiently.
- Provide accurate performance assessments and reports.
- Securely store and manage employee records.
- Generate analytics for HR decision-making.
Data Sharing and Disclosure
We do not sell or share personal data with third parties without explicit consent, except under the following circumstances:
- Legal Compliance: Data may be shared with government agencies (e.g., BIR, SSS) for compliance purposes.
- Third-Party Processors: Vendors (e.g., Google Document AI) who assist in HR operations are contractually bound to comply with our privacy standards.
Data Retention
We retain personal data only for as long as necessary to fulfill its purpose. The details regarding how data are retained are outlined in the Data Retention Policy.
User Rights Under the DPA
As a data subject, you have the following rights:
- Right to Be Informed: Know why and how your data is being processed.
- Right to Access: Request copies of your personal data.
- Right to Rectification: Correct inaccuracies in your data.
- Right to Erasure: Request deletion of data no longer necessary.
- Right to Data Portability: Obtain a copy of your data in a portable format.
- Right to Object: Decline specific data processing activities.
Changes to This Policy
This Privacy Policy may be updated periodically. Users will be informed of significant changes through system notifications or official communication channels.
Contact Information
For inquiries, concerns, or exercise of rights under this policy, contact:
- Email: pri@powerlane.net
- Phone: 09173090481 / 09987922305
- Address: Rowsuz Business Centre, Diversion Rd, Santa Rosa, Laguna
This policy outlines the procedures for retaining and disposing of employee accounts and associated data following resignation, ensuring compliance with company policies, Philippine data retention laws, and practical operational requirements. We retain personal data only for as long as necessary to fulfill its purpose.
1. Account Retention Period
- Duration: Employee accounts will be retained for 4 years from the date of resignation, aligning with the company's document retention policy.
- Purpose: This retention period allows the system to maintain access to employment records, tax documentation, or references that might be needed during this time frame.
2. Implementation Options
- Active but Limited Access (Grace Period):
- Access Period: Following resignation, the employee's account will remain active for a short period of 3 months.
- Purpose: This grace period enables the former employee to download personal documents such as payslips, certificates, or other relevant records.
- Transition to Inactive Status: After the grace period, the account will be converted to inactive status, restricting further access.
- Inactive Status:
- Definition: Once the grace period concludes, the account becomes inactive but remains within the system.
- Access by HR/Admin: Human Resources or administrative personnel can temporarily reactivate the account if needed for verification, clearance, or reference purposes.
- Data Deletion:
- Deletion Timeline: After the 4-year retention period, the account and all associated data will be permanently deleted.
- Exceptions: If legal requirements or company policies mandate a longer retention period, the data will be retained accordingly.
3. Compliance with Philippine Data Retention Laws
- In accordance with Philippine regulations, particularly the Data Privacy Act of 2012, and advisories from the National Privacy Commission, the following practices are observed:
- Employment Records: Employers are required to retain employment records for a minimum of three years from the date of the last entry.
- Data Subject Rights: Former employees have the right to access their personal data during the retention period, subject to company policies and legal limitations.
4. Data Security and Access Control
- Security Measures: All retained accounts and data are safeguarded with appropriate security measures to prevent unauthorized access, alteration, or disclosure.
- Access Restrictions: Access to inactive accounts is restricted to authorized HR and administrative personnel for legitimate business purposes only.
5. Policy Review and Updates
This Account Retention Policy will be reviewed annually or upon significant changes in relevant laws or company procedures. Updates will be communicated to all stakeholders and incorporated into the company's data management documentation.
By adhering to this policy, Powerlane Resources, Inc. ensures responsible management of former employee accounts, balancing operational needs with legal compliance and the privacy rights of individuals.
This policy outlines the performance evaluation process for employees of Powerlane Resources Inc., including the frequency of evaluations for regular and probationary employees, and the consequences of failing to meet performance standards during the probationary period.
Regular Employees Evaluation
Regular employees will undergo annual performance evaluations. These evaluations assess job performance, productivity, behavior, and overall contribution to the company. The evaluation will be based on previously set criteria and goals.
Probationary Employees Evaluation
Probationary employees will undergo three performance evaluations during their probationary period, which lasts for six months. These evaluations are as follows:
- 3-Month Evaluation: An initial assessment to determine the employee’s suitability for the role and identify areas for improvement.
- 5-Month Evaluation: A mid-probation review to assess progress and performance, and to address any concerns.
- Final Evaluation: A comprehensive evaluation at the end of the probationary period to determine whether the employee will be retained as a regular employee.
Failure to Pass Probationary Evaluation
If a probationary employee fails to meet performance standards during any of the evaluations, particularly the final evaluation, it will result in the termination of their employment. The employee will be informed of the reasons for their non-passing status and the decision to terminate, in compliance with Philippine labor laws.
Evaluation Criteria
The performance evaluation will be based on a variety of factors, including:
- Job knowledge and skills
- Quality and timeliness of work
- Teamwork and collaboration
- Adherence to company policies and values
- Attendance and punctuality
Ratings
- Job knowledge and skills
- Quality and timeliness of work
- Teamwork and collaboration
- Adherence to company policies and values
- Attendance and punctuality
Employee Development
Employees who do not meet performance expectations during evaluations will receive feedback and, if applicable, a performance improvement plan (PIP) that outlines the areas needing improvement. For probationary employees, failure to show significant improvement may lead to the termination of employment at the end of the probationary period.
Legal Compliance
- Labor Code of the Philippines: This policy complies with the Labor Code, ensuring proper notification and transparency in the performance evaluation process, particularly regarding the rights of probationary employees.
- Republic Act No. 10173 (Data Privacy Act): Employee evaluation data will be stored and processed in compliance with the Data Privacy Act, ensuring confidentiality and security.
The policy establishes clear guidelines and procedures for employees of Powerlane Resources, Inc. (“Company,” “we,” “us,” or “our”) when submitting requests for leave. The policy ensures that leave requests are handled efficiently, fairly, and in compliance with legal requirements. It aims to balance employees' needs for time off with the operational needs of the organization.
Scope
This policy applies to all employees of Powerlane Resources, Inc. who are entitled to take leave in accordance with the Company’s leave policies.
Types of Leave
The following are the types of leave available to eligible employees under this policy:
- Sick Leave – Leave taken for personal illness or medical conditions.
- Vacation Leave – Leave taken for personal or recreational purposes.
- Maternity Leave – Leave for female employees for childbirth and recovery.
- Paternity Leave – Leave for male employees for the birth of a child.
- Solo Parent Leave – Leave for solo parents.
- Solo Parent Leave – Leave for solo parents.
- Special Leave for Women – Leave for female employees undergoing surgeries related to gynecological disorders.
- VAWC Leave – Leave for victims of violence against women and children
Eligibility
Employees must meet the following eligibility criteria to request leave:
- Employees must be regular, probationary, or temporary, depending on the type of leave being requested.
- Employees must have sufficient accrued leave credits to cover the requested leave duration (except in the case of sick leave, where medical certification may be required).
- Employees must submit leave requests in accordance with the prescribed notice periods and approval processes.
Leave Request Procedure
Employees must follow the procedure outlined below when requesting leave:
Request Submission
Employees must submit their leave request through the HRMS Employee Self-Service portal, which will automatically generate an acknowledgment of the request. The following information must be provided:
- Type of leave (e.g., sick leave, vacation leave).
- Duration of the leave (dates and times).
- Reason for leave (if applicable, especially for sick leave or emergency leave).
- Supporting documentation (e.g., medical certificates, emergency documentation) for specific leave types such as sick or emergency leave.
Notice Period
Employees are required to submit leave requests at least:
- 7 days in advance for vacation leave.
- 3 days in advance for emergency leave, except in cases of extreme urgency.
- Medical certificate is required for sick leave extending beyond 3 consecutive days.
- Immediate reporting for emergencies such as the death of an immediate family member, in which case the employee must inform their supervisor as soon as possible.
Approval Process
Manager/Supervisor Review: Upon submission, the employee’s immediate supervisor and department head will review the leave request based on operational requirements and approve or reject the request.
HR Confirmation: Once the supervisor and department head approves the leave, the HR department will verify the employee's leave balance and process the request. Employees will receive an approval confirmation via the HRMS portal and email.
Special Circumstances: In some cases, additional documentation or information may be requested by the HR department or supervisor to process the leave request.
Leave Balance Check
Employees should ensure that they have enough leave credits available to cover the leave requested. In case of insufficient leave balance, employees may request an unpaid leave or use any other applicable paid leave (e.g., vacation leave). HR will notify the employee of any leave balance issues during the approval process.
Approval and Denial of Leave Requests
Approval
Leave requests will be approved based on the availability of leave credits, operational needs, and the employee’s compliance with the submission process.
Denial
Leave requests may be denied for the following reasons:
- Insufficient leave balance.
- Failure to provide required documentation (e.g., medical certificates for sick leave).
- Conflicting operational requirements (e.g., overlapping leave requests in a department).
- Failure to comply with the notice period or submission guidelines.
Leave Utilization and Reporting
Partial Leave
If an employee is requesting a partial day of leave (e.g., half-day sick leave), the request should indicate the specific hours and reason. The leave request should be submitted at least 3 hours before the employee's work shift starts.
Reporting Absence
Employees who are unable to attend work due to illness or emergencies should notify their supervisor as soon as possible. A formal leave request should follow as soon as possible after the absence.
Documentation Requirements
- Sick Leave: For sick leave lasting more than 3 consecutive days, employees must submit a medical certificate from a licensed healthcare provider to support the leave request.
- Emergency Leave: Employees may be required to submit relevant documentation or a written explanation of the emergency situation.
- Maternity/Paternity Leave: For maternity and paternity leave, employees must submit the appropriate certificates or documentation confirming the birth and expected recovery or bonding period.
- Special Leave: For special leave types (e.g., marriage, bereavement), employees must provide supporting documents as requested by HR.
Unpaid Leave
In cases where an employee has exhausted all available leave credits or does not have sufficient leave balance, they may request unpaid leave. The Company reserves the right to approve or deny unpaid leave requests based on operational needs.
Leave Records and Tracking
All leave requests and usage will be tracked and recorded in the HRMS. Employees can view their leave balances, request history, and status of pending requests at any time. The HR department will update leave balances accordingly and ensure that all leave data is accurately reflected.
Abuse of Leave
Any abuse of the leave policy, such as submitting false or misleading leave requests or misusing leave, may result in disciplinary action, including verbal or written warnings, suspension, or termination of employment, depending on the severity of the violation.
Leave Encashment
- Vacation Leave: All unused vacation leave at the end of the year will be forfeited and will not be carried over to the following year.
- The leave balance will reset on the first day of the new calendar year.
- Other Leave Types: Sick leave and emergency leave cannot be encashed or carried over. Unused sick leave and emergency leave will be forfeited and reset at the end of each year.
Policy Amendments
The Company reserves the right to amend, modify, or update this policy at any time. Employees will be notified of any changes through official communications or HRMS notifications.
Contact Information
For questions or concerns regarding leave requests or to clarify any details about this policy, employees may contact:
- Email: pri.recruitment@powerlane.net
- Phone: 09173090481 / 09987922305
- Address: Rowsuz Business Centre, Diversion Rd
By submitting a leave request, employees acknowledge that they have read, understood, and agree to abide by the terms and conditions outlined in this Leave Submission Policy.
This policy outlines the procedures for retaining and disposing of employee accounts and associated data following resignation, ensuring compliance with company policies, Philippine data retention laws, and practical operational requirements. We retain personal data only for as long as necessary to fulfill its purpose.
Account Retention Period
- Duration: Employee accounts will be retained for 4 years from the date of resignation, aligning with the company's document retention policy.
- Purpose: This retention period allows the system to maintain access to employment records, tax documentation, or references that might be needed during this time frame.
Implementation Options
- Active but Limited Access (Grace Period):
- Access Period: Following resignation, the employee's account will remain active for a short period of 3 months.
- Purpose: This grace period enables the former employee to download personal documents such as payslips, certificates, or other relevant records.
- Transition to Inactive Status: After the grace period, the account will be converted to inactive status, restricting further access.
- Inactive Status:
- Definition: Once the grace period concludes, the account becomes inactive but remains within the system.
- Access by HR/Admin: Human Resources or administrative personnel can temporarily reactivate the account if needed for verification, clearance, or reference purposes.
- Data Deletion:
- Deletion Timeline: After the 4-year retention period, the account and all associated data will be permanently deleted.
- Exceptions: If legal requirements or company policies mandate a longer retention period, the data will be retained accordingly.
Compliance with Philippine Data Retention Laws
In accordance with Philippine regulations, particularly the Data Privacy Act of 2012, and advisories from the National Privacy Commission, the following practices are observed:
- Employment Records: Employers are required to retain employment records for a minimum of three years from the date of the last entry.
- Data Subject Rights: Former employees have the right to access their personal data during the retention period, subject to company policies and legal limitations.
Data Security and Access Control
- Security Measures: All retained accounts and data are safeguarded with appropriate security measures to prevent unauthorized access, alteration, or disclosure.
- Access Restrictions: Access to inactive accounts is restricted to authorized HR and administrative personnel for legitimate business purposes only.
Policy Review and Updates
This Account Retention Policy will be reviewed annually or upon significant changes in relevant laws or company procedures. Updates will be communicated to all stakeholders and incorporated into the company's data management documentation.
By adhering to this policy, Powerlane Resources, Inc. ensures responsible management of former employee accounts, balancing operational needs with legal compliance and the privacy rights of individuals.