ARMED FORCES OF THE PHILIPPINES

Document Submission Portal · In Partnership with ZMG Ward Howell

CONSENT FORM

Consent to Document Submission and Processing of Sensitive Personal Information

WHEN THIS APPLIES: This consent form appears when you upload your Summary of Information and Discharge of Orders and click "SUBMIT MY DOCUMENTS". It specifically covers the storage, processing, and use of sensitive personal information (SPI) contained in your uploaded documents by ZMG Ward Howell as the AFP's authorized Data Processor. Submission of your documents without completing this form is not permitted.

1. Data Controller and Authorized Data Processor

ROLE ENTITY DPA OBLIGATION
Data Controller Armed Forces of the Philippines (AFP) Sec. 21, RA 10173 — responsible for lawful processing and upholding data subject rights
Data Processor ZMG Ward Howell (authorized third-party processor under AFP service contract) Sec. 22, RA 10173 — bound by written contract; processes only upon AFP's documented instructions

2. Categories of Sensitive Personal Information (SPI) in Your Documents

Your Summary of Information and Discharge of Orders may contain sensitive personal information as defined under Section 3(l) of RA 10173. You are specifically reminded that this Consent Form covers the following categories of SPI, which carry heightened protections under the DPA and may only be processed upon your express written consent:

  • Government-issued identification numbers — AFP Service Number, GSIS number, PhilHealth number, TIN, Pag-IBIG MID
  • Physical health, mental health, or medical history information — including medical clearance or fitness assessment results
  • Biometric data — including photographs and fingerprint data, where applicable
  • Financial information — if voluntarily disclosed in the submitted documents
  • Criminal record history — if voluntarily disclosed in the submitted documents
  • Military service record details — including commendations, disciplinary records, or security clearance level, if disclosed
  • Discharge of Orders information — including date of separation from service, reason for separation, and conditions of release

You are encouraged to review your documents and remove any SPI that is not directly relevant to talent assessment before uploading. Submission of unnecessary SPI is discouraged in accordance with the principle of data minimization.

3. Specific Purposes for Processing Your SPI

Your SPI will be processed by ZMG Ward Howell EXCLUSIVELY for the following purposes authorized by the AFP:

  • Talent pooling and management of a verified candidate database for the AFP
  • Structured assessment, competency evaluation, and skills matching of current and retired AFP personnel based on their Summary of Information and Discharge of Orders
  • Review of separation status and conditions reflected in the Discharge of Orders for assignment and talent-matching purposes
  • Preparation of personnel assessment reports and assignment recommendations to be submitted to the AFP
  • Internal coordination within ZMG Ward Howell's authorized AFP HR project team only

Your SPI will NOT be processed for any commercial, marketing, or non-AFP-related purpose.

4. Data Retention Period

RETENTION PERIOD: Your personal data and SPI — including your uploaded Summary of Information and Discharge of Orders and all data derived therefrom — will be retained by ZMG Ward Howell STRICTLY only for the duration of the active service contract with the AFP. Upon termination, expiry, or non-renewal of the contract, all personal data must be securely deleted, destroyed, or returned to the AFP within thirty (30) calendar days, in accordance with NPC Circular No. 16-01 on the Security of Personal Data and the requirements of RA 10173.

5. Data Security Measures

ZMG Ward Howell commits to maintaining the following security measures in accordance with NPC Circular No. 16-01:

  • Organizational measures — designated Data Protection Officer, staff confidentiality agreements, need-to-know access controls
  • Technical measures — encrypted data storage and transmission, access logging, role-based access control, regular security assessments
  • Physical measures — secured server environment, clean desk policy, locked physical records (where applicable)
  • Incident response — breach notification to AFP, NPC, and affected data subjects within seventy-two (72) hours of discovery of a personal data breach (Sec. 20[f], RA 10173; NPC Circular No. 16-03)

6. Third-Party Disclosure and Prohibition on Sale

ZMG Ward Howell will NOT share, sell, transfer, rent, license, or otherwise disclose your personal data or SPI to any third party — other than the AFP — without your prior express written consent, except as required by applicable law, court order, or lawful order of a competent authority. All ZMG Ward Howell personnel with access to your data are bound by written confidentiality and non-disclosure obligations.

7. Your Rights as a Data Subject

All rights set out in Consent Form 01, Section 7 apply equally to the SPI processed under this Consent Form. To exercise any of your rights — including the right to access, rectification, erasure, objection, or withdrawal of consent — please contact the AFP Data Protection Officer. Requests will be acted upon within the timeframes prescribed by RA 10173 and the NPC.

8. Automated Decision-Making and Profiling

Your personal data and SPI will NOT be subjected to fully automated decision-making or profiling that produces legal or similarly significant effects without human review. All talent assessment outputs are reviewed and approved by qualified AFP-authorized personnel before any recommendation is finalized.

DECLARATION OF CONSENT — CONSENT FORM 02

  • I am the legal owner of the Summary of Information and Discharge of Orders I am uploading and I certify that all information contained therein pertains to me.
  • I understand that my uploaded documents may contain sensitive personal information (SPI) as defined under Section 3(l) of RA 10173, and I have been informed of the specific categories of SPI that may be processed.
  • I expressly, freely, and voluntarily authorize ZMG Ward Howell, as the AFP's authorized Data Processor, to store and process the SPI contained in my submitted Summary of Information and Discharge of Orders, strictly only for the purposes stated in Section 3 of this Consent Form.
  • I understand that my data will be used exclusively for AFP talent assessment purposes and only for the duration of the service contract between the AFP and ZMG Ward Howell, after which it will be securely deleted, destroyed, or returned.
  • I understand that ZMG Ward Howell will not sell, share, or disclose my personal data or SPI to any unauthorized third party, and that all staff with access are bound by confidentiality obligations.
  • I was not coerced, intimidated, or unduly influenced into submitting this consent, and I understand that declining to consent will not result in any penalty or adverse action against me in my capacity with the AFP.
  • I acknowledge my right to withdraw this consent at any time by notifying the AFP Data Protection Officer, with the understanding that such withdrawal will not affect the lawfulness of processing carried out prior to withdrawal.
  • I acknowledge my right to file a complaint with the National Privacy Commission (www.privacy.gov.ph) if I believe my rights under RA 10173 have been violated.

By clicking "SUBMIT" on the portal, I confirm that I am freely and knowingly giving my express consent — as required under Sections 13(b) and 16 of RA 10173 for the processing of sensitive personal information — to authorize ZMG Ward Howell, acting as the AFP's authorized Data Processor, to store, process, and use the SPI contained in my uploaded Summary of Information and Discharge of Orders, strictly only for the purposes and duration stated in this Consent Form.

AFP Data Protection Officer · Reference: RA 10173 (Data Privacy Act of 2012) · NPC Circular No. 16-01 (Security of Personal Information) · NPC Circular No. 16-03 (Breach Notification) · NPC Advisory No. 2017-01 · IRR of RA 10173