Privacy Policy
Digital Minds BPO Services, Inc.
Last Updated: February 2026
We value your privacy. This Privacy Policy explains how Digital Minds BPO Services, Inc. (“Digital Minds BPO,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects your personal information in compliance with Republic Act No. 10173 (Data Privacy Act of 2012) and its Implementing Rules and Regulations.
Who We Are
Digital Minds BPO Services, Inc. is a Business Process Outsourcing company providing customer support, content moderation, data entry, back-office support, and related services to businesses worldwide.
Main Office: 3F Greenwood Building, Magsaysay Avenue, Naga City, Camarines Sur 4400, Philippines
Contact: contact@digitalmindsbpo.com
Data Protection Officer: dataprotection@dmibpo.com
What We Collect
Personally Identifiable Information (PII)
When you interact with us, we may collect:
| Category | Examples |
|---|---|
| Contact Information | Name, email address, phone number, company name, job title |
| Inquiry Details | Messages submitted through contact forms or email |
| Employment Applications | Resume/CV, educational background, work history, references |
| Client Information | Business contact details, billing information, service requirements |
Non-Personally Identifiable Information
When you visit our website, we automatically collect:
| Data Type | Description |
|---|---|
| Device Information | IP address, browser type, operating system |
| Usage Data | Pages visited, time on site, referring website |
| Cookies | Small files to improve your browsing experience |
Legal Basis for Processing
We process your personal data based on the following lawful grounds under the Data Privacy Act:
| Legal Basis | When We Use It |
|---|---|
| Consent | When you submit inquiries, subscribe to communications, or accept cookies |
| Contract Performance | When necessary to deliver our services or fulfill employment agreements |
| Legal Obligation | When required by Philippine law (tax, labor, regulatory compliance) |
| Legitimate Interest | For business operations, security, fraud prevention, and service improvement |
You may withdraw your consent at any time by contacting our Data Protection Officer at dataprotection@dmibpo.com.
How We Collect Your Data
We collect personal data through:
Direct Collection
- Website contact forms and inquiry submissions
- Email correspondence
- Phone calls to our contact numbers
- Job applications and interviews
- Client onboarding and service agreements
- Office visits and meetings
Automated Collection
- Cookies and similar tracking technologies
- Web analytics tools
- Server logs recording technical data
Third-Party Sources
- Job portals and recruitment platforms
- Professional networks
- Client or employee referrals
- Publicly available business information
How We Use Your Data
| Purpose | Data Used |
|---|---|
| Service Delivery | Providing and improving our BPO services |
| Communication | Responding to inquiries, sending updates (with consent for marketing) |
| Employment Processing | Evaluating job applications, managing employment |
| Analytics | Understanding website usage for improvements |
| Legal Compliance | Meeting regulatory and statutory obligations |
| Security | Protecting our systems, preventing fraud |
Disclosure to Third Parties
We may share your personal data with:
Service Providers
Trusted partners who help us operate our business:
- Web hosting and IT service providers
- Email and communication platforms
- Analytics providers
- Payment processors (for billing purposes)
All service providers are contractually bound to handle your data securely.
Government Authorities
When required by law:
- Bureau of Internal Revenue (BIR)
- Department of Labor and Employment (DOLE)
- Social Security System (SSS), PhilHealth, Pag-IBIG
- National Privacy Commission (NPC)
- Other authorities as legally required
Professional Advisors
- Legal counsel
- Accountants and auditors
International Transfers
If your data is transferred outside the Philippines (e.g., to international clients or service providers), we ensure adequate protection through data processing agreements and equivalent security measures.
We Do Not Sell Your Data
Your personal information is never sold to any third party.
Data Storage and Security
How We Store Your Data
| Data Type | Storage Method |
|---|---|
| Digital Records | Encrypted databases on secure servers |
| Physical Documents | Locked filing cabinets in secured areas |
| Cloud Storage | Reputable providers with encryption |
| Backups | Encrypted offsite backup storage |
Security Measures We Implement
Technical Measures:
- Data encryption at rest and in transit (AES-256, TLS 1.2/1.3)
- Enterprise-grade firewall protection
- Intrusion detection and prevention systems
- Antivirus and anti-malware on all systems
- Multi-factor authentication for sensitive systems
- Regular security patches and updates
- Access controls and activity logging
Physical Measures:
- 24/7 security guards at all facilities
- CCTV surveillance
- ID badge access control systems
- Secure document storage areas
Organizational Measures:
- Designated Data Protection Officer
- Employee privacy and security training
- Non-disclosure agreements for all staff
- Regular security assessments
- Incident response procedures
Data Retention
We retain your personal data only as long as necessary:
| Data Category | Retention Period |
|---|---|
| Website Inquiries | 2 years from submission, or until resolved |
| Job Applications (Unsuccessful) | 6 months from application date |
| Client Records | Duration of contract + 5 years |
| Employee Records | Duration of employment + 10 years |
| Website Analytics | As configured in analytics settings |
After the retention period, data is securely deleted or anonymized.
Data Disposal
When personal data is no longer needed, we dispose of it securely:
| Data Format | Disposal Method |
|---|---|
| Paper Documents | Cross-cut shredding |
| Electronic Files | Secure deletion using data wiping software |
| Storage Devices | Degaussing or physical destruction |
| Cloud Data | Secure deletion with provider confirmation |
Disposal activities are documented and may be witnessed for sensitive data.
Cookies and Automated Access
Cookies We Use
| Cookie Type | Purpose |
|---|---|
| Essential Cookies | Required for website functionality |
| Analytics Cookies | Help us understand how visitors use our site |
| Preference Cookies | Remember your settings and preferences |
You can manage cookie settings through your browser. Disabling certain cookies may affect website functionality.
Web Analytics
We use analytics tools to collect aggregated data about website usage. This helps us improve our website and services. Analytics data is not used to personally identify you.
No Automated Decision-Making
We do not use automated decision-making or profiling that produces legal effects or significantly affects you.
Risks of Data Processing
While we implement robust security measures, data processing involves inherent risks:
| Risk | Our Mitigation |
|---|---|
| Unauthorized Access | Encryption, firewalls, access controls, 24/7 monitoring |
| Data Breach | Incident response plan, breach notification procedures |
| System Failure | Regular backups, redundant systems, disaster recovery |
| Human Error | Staff training, access controls, audit trails |
| Cyber Attacks | Security software, vulnerability assessments, employee awareness |
We continuously monitor and improve our security to address these risks.
Your Rights Under the Data Privacy Act
You have the following rights regarding your personal data:
Right to Be Informed
Know whether your personal data is being processed and the details of such processing.
Right to Access
Obtain a copy of your personal data that we hold.
Right to Object
Object to the processing of your personal data, including for direct marketing.
Right to Erasure or Blocking
Request deletion or blocking of your personal data under certain circumstances.
Right to Rectification
Correct any inaccurate or incomplete personal data.
Right to Data Portability
Receive your personal data in a structured, commonly used format.
Right to Damages
Claim compensation for damages due to unlawful processing of your data.
Right to File a Complaint
File a complaint with the National Privacy Commission if you believe your rights have been violated.
How to Exercise Your Rights
To exercise any of your data privacy rights:
Contact Our Data Protection Officer:
Email: dataprotection@dmibpo.com
Mail: Data Protection Officer Digital Minds BPO Services, Inc. 3F Greenwood Building, Magsaysay Avenue Naga City, Camarines Sur 4400, Philippines
Include in Your Request:
- Your full name and contact information
- Clear description of your request
- Copy of a valid government-issued ID (for verification)
Response Timeline:
- Acknowledgment: Within 5 business days
- Full response: Within 30 calendar days
- Complex requests may require additional time (we will notify you)
Filing a Complaint
If you are not satisfied with our response, you may file a complaint with:
National Privacy Commission 25th-27th Floors, The Upper Class Tower Quezon Ave. corner Scout Reyes Street Quezon City 1103, Philippines
Website: https://www.privacy.gov.ph Email: complaints@privacy.gov.ph Phone: +632 5322 1322
External Links
Our website may contain links to external sites. We are not responsible for the privacy practices of those websites. We encourage you to read their privacy policies.
Children’s Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact our Data Protection Officer immediately.
Updates to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we make changes:
- We will update the “Last Updated” date
- Significant changes will be posted prominently on our website
- Continued use of our services constitutes acceptance of the updated policy
Contact Us
General Inquiries:
- Email: contact@digitalmindsbpo.com
- US: +1 302 204 0045
- UK/Europe: +44 736 052 8242
- Australia: +61 272 090 955
- New Zealand: +64 781 07413
Data Privacy Inquiries:
- Email: dataprotection@dmibpo.com
This Privacy Policy is published in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) and the regulations of the National Privacy Commission.