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Privacy Policy

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Malayan Data Privacy Notice


We at Malayan Insurance Company, Inc. ("Malayan") respect and value privacy. We believe in the right of every Data Subject to know how we use and protect Personal Data.


As the Personal Information Controller under Republic Act No. 10173, or the Data Privacy Act of 2012, Malayan gives this notice to inform you of your rights and obligations under the law, and relevant information on how we handle and protect your Personal Data.


For the purposes ofthis Data Privacy Notice ("Notice"), Personal Data refers to any personal information, sensitive personal information, and privileged information that can be traced to a unique individual.


  1. Service Description


    Malayan provides the best possible non-life insurance coverage. To know more about our insurance products, please visit: https://www.malayan.com/products.


  1. Personal Data We Collect


    Malayan adheres to the general principles of transparency, legitimate purpose, and proportionality in collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction of Personal Data (collectively "Processing"). The types of Personal Data that we collect depend on the product, service, or transaction the Data Subject will avail or may have with us, including but not limited to the following:


    For individuals, Malayan collects their:


    • Name and personal particulars such as contact details, address, birth date, education, civil status, gender, and citizenship;

    • Specimen signature;

    • Government ID details (such as Tax Identification Number, SSS or GSIS number, and the like);

    • Financial information (such as sources of funds e.g. income, investments, business, assets, etc.);

    • Employment details (such as name of employer, type of employment, industry, etc.); and

    • Business interests and assets.


    For corporate entities, Malayan collects their:


    • Official/principal business address, country origin, nature of business, corporate group affiliation;

    • Government-issued unique identifiers (such as Tax Identification Number, SSS number, and the like);

    • Name of authorized representative/position in the company, personal contact information of the authorized representative;

    • Number of employees; and

    • Financial Information (such as latest financial statements, income tax returns, and other financial information that is deemed to be necessary).


    For purposes of this Notice, Data Subject refers to an individual whose personal information is being collected and processed by Malayan. This includes, but not limited to Existing Clients, Prospect Clients, Applicants, Visitors, Suppliers, and other person whose personal data is being collected and processed.


    Additional Personal Data that we collect over the course of our relationship


    Malayan may collect other information related to your transaction with us such as but not limited to account transaction, business information, history, and inquiries regarding our insurance products and services.


    Personal Data that we collect as authorized or required by law


    Malayan may also collect Personal Data or other information as may be required or authorized by law. For instance, we ask in compliance with Republic Act No. 9160, the Anti-Money Laundering Act of 2001.


    Personal Data that we collect via web activities


    Malayan uses Google Analytics to collect information about the use of our website. Google Analytics collects pseudonymous information such as the frequency of users visiting our website, what pages they interact with when they do so, and "traffic source," which is what brought users to our site in the first place. The information collected from Google Analytics is used only to improve our website.


    Rather than collecting identifying information, Google Analytics collects only the IP address assigned on the date of visit on our website. Malayan does not combine information collected through the use of Google Analytics with any other personally identifiable information


    Please note that some information may be gathered with the use of cookies; which are small pieces of information stored on the browser that the site may retrieve. Although Google Analytics plants a permanent cookie on the web browser to identify unique users visiting our website, such cookies can only be used by Google and will allow Google Analytics to recognize any return visit to our website. These cookies may be disabled by changing the appropriate settings on your web browser.


    Personal Data that we collect through social media


    In this digital age, the rampant use of social media is evident through the annual increase of users. Users primarily engage with brands/businesses' social media accounts for convenience. In order that we can respond to your inquiries, we may ask for the information necessary and relevant to your inquiry/message. For account and transaction inquiries, you can always call our Customer Service through 8628-8600 or email them through cxc@malayan.com.


  1. When And How We Collect Personal Data


    There are plenty of ways on how we collect your Personal Data. We might collect your Personal Data when you fill out a form with us, when you give us a call, use our website or mobile applications, or through our subsidiaries and affiliates, and from or through other organizations that we have a Data Sharing Agreement.


    The principal way we collect Personal Data is through our Quotation and Application Forms for our insurance products, Customer Information Sheet (CIS), Malayan Portal, and Applications such as our Malayan Insurance Convenient Assistant (MICA), Malayan Mobile Application and/or Claims Forms, via face-to-face, online, phone call or email exchanges, as well as from other insurers, intermediaries, claims investigators and adjusters, medical professionals, and/or other third parties involved in our business dealings. For example, a person may give their name and contact information to communicate with us, inquire about or procure an insurance product, make a complaint, make a claim, or provide feedback.


    Malayan will ask for relevant, detailed, and accurate information pertaining to the request or update some information that we have already collected to render the requested services.


  1. Why We Collect Personal Data


    We collect Personal Data in pursuit of our legitimate business and commercial objectives of providing the best possible non-life insurance cover in accordance with the contractual, legal, or regulatory requirements such as those set forth under the Insurance Code of the Philippines, the Anti-Money Laundering Act of 2001, Terrorism Financing Prevention and Suppression Act, UN Sanction List Regulations including UN Security Council Resolutions, Credit Information System Act, and all other regulatory laws consistent with the provision of the Data Privacy Act of 2012.


  1. Why and How We Use Personal Data


    Malayan only collects Personal Data which is relevant and required to understand insurance needs, to conduct our business, and to provide better customer service and products. In this regard, the particular purposes for which Personal Data will be used are as follows:


    1. Processing and evaluating applications for insurance products and services;

    2. Providing insurance or related products and services and administering, maintaining, managing, and operating our business, including our products and/or services;

    3. Carrying out underwriting and reinsurance process, and account administration;

    4. Processing the billing and collection of insurance premiums and related fees;

    5. Processing insurance claims and other related activities including making, defending, analyzing, investigating, processing, assessing, determining, responding to, resolving, or settling such claims;

    6. For any communications regarding insurance policy as well as other products and services;

    7. Performing any functions and activities related to the insurance products and/or services provided by Malayan, including, but not limited to, obtaining/providing reinsurance, tax monitoring/review/reporting, risk analysis, and risk assessment and management;

    8. Conducting statistical, and actuarial research, including conducting data analytics, and market studies that aim to provide products and services;

    9. Providing information about Malayan's products and services, including information about other products and services offered by selected third-party

    10. Preventing, detecting, and investigating fraud, money laundering, terrorism financing, violations of UN Sanction List Regulations and UN Security Council Resolutions, and other crimes punishable by law;

    11. Conducting background and identity investigation for various purposes, such as verifying identity to respond to a request for a copy of the policy or other documentation, any request made to change address in our records, or any request to change further details in our records or to resolve complaints, and to handle requests for data access or correction;

    12. Complying with statutory and regulatory requirements, issuances, and directives from Commissions, Administrative Bodies, Regulators, Supervisory Bodies, Enforcement Agencies, Courts, Quasi-Judicial bodies or tribunals;

    13. Preventing and defending legal actions and claims; and

    14. Fulfilling any other purposes directly related to the above-stated purposes


    If you are a vendor/supplier, a potential vendor/supplier, or a contractor, we may collect, use, or process your Personal Data to:


    1. conduct the appropriate due diligence checks;

    2. evaluate your proposal, including your technical, financial, and operational capacity;

    3. assess the viability of your proposal and process your accreditation;

    4. communicate any decision on such proposal; and

    5. perform any other action as may be necessary to implement the terms and conditions of our contract.


  1. Use of Personal Data in Marketing our Products and Services


    Where permitted by law or when allowed by Data Subject, Malayan may use Personal Data to advertise or promote products and services that we believe may be of interest, including products and services from the Yuchengco Group of Companies (YGC) and other related and partner companies.


    Such marketing activities may be via regular mail, telephone, SMS, email, or any other electronic means. We also market our products through different marketing channels (such as, but not limited to, digital marketing, events, public relations, and social media platforms), or third-party companies who assist us to market our products and services.


    Data Subjects, whose Personal Data is being processed, may inform Malayan if they no longer wish to receive direct marketing offers by sending a letter to privacy@malayan.com addressed to our Data Protection Officer.


  1. Sharing Personal Data


    Sharing with the Government


    To comply with legal and regulatory mandates, we may submit the required information to government agencies like the Insurance Commission (IC), Credit Information Corporation (CIC), Anti-Money Laundering Council (AMLC), Bangko Sentral ng Pilipinas (BSP), Bureau of Internal Revenues (BIR), Securities and Exchange Commission (SEC), and other regulatory bodies.


    Sharing with other persons and entities


    In pursuit of its legitimate business interest or in connection with any of the purposes provided above, Malayan may share the data collected to its employees, duly authorized representatives, other insurers, reinsurers, adjusters, intermediaries, industry associations, investigators, regulators, and other third-party providers for purposes such as underwriting, administration, claims, adjudication and management, reinsurance, investment, data analytics, statistical analysis, risk analysis/assessment/management, financial and tax monitoring/review/reporting, protection against fraud, errors, or misrepresentations, profiling, research, due diligence, company evaluation, studies/customer satisfaction surveys, and compliance with legal, regulatory or contractual requirements.


    Subject to Cross Border Agreement and the provisions of other relevant privacy laws, your Personal Data may be stored and processed thru cross border transfer to third-parties where we engage service with and we consider necessary for purposes of providing you products and services and other lawful purposes mentioned above.


    Whenever Personal Data is shared with third-parties, they are constraint with the use of Personal Data we share with them in a manner consistent with the purpose for which it was originally collected and/or to which you consented, and the Data Privacy Act of 2012, its Implementing Rules and Regulations, and all relevant regulations and issuances on privacy and data protection. Furthermore, we ensure that the data will only be shared with entities that can demonstrate sufficient security measures that can and will protect Personal Data.


  1. When Personal Data is No Longer Needed


    Malayan retains Personal Data only for as long as necessary to achieve the purpose(s) for which they were collected, or as may be required by law and regulation. We will destroy Personal Data when its retention is no longer required by the purpose(s) for which they were obtained, law, or regulation.


  1. How We Secure Personal Data


    The security of Personal Data is important to us. Thus, we take appropriate technical, physical, legal, and organizational measures to protect it from misuse, interference, loss, unauthorized access, modification, and unauthorized disclosure by establishing and enforcing:


    1. Confidentiality requirements and data privacy training of our employees;

    2. Document storage security policies;

    3. Security measures to control access to our systems and premises;

    4. Limitation on access to Personal Data;

    5. Strict selection of third-party data processors and partners; and

    6. Electronic security systems, such as firewalls and data encryption of our website and mobile applications.


    However, no data transmission or data storage system may be guaranteed to be 100% secure. Data Subjects, whose Personal Data is being collected, may notify Malayan if there is a reasonable belief that communication with us or any Personal Data disclosed to us is no longer secured.


  1. What Are the Rights of the Data Subject


    Under the Data Privacy Act, Data Subjects have the following rights:


    • To be informed — You have the right to know when and how your personal information will be collected and used as a Data Subject.
    • To access — You are entitled to a copy of any information about you that we keep in our manual filing systems or computer databases. It should be made available in a format that is simple to use and accompanied by a full explanation executed in plain language.
    • To object — You have the right to object to the processing of your data, including processing for direct marketing, automated processing, or profiling, unless required by law, rules, or other regulations.
    • To erase or block — You have the right to suspend, withdraw, or order the blocking, removal, or destruction of your Personal Data.
    • To be indemnified of damages — You may claim compensation if you suffered damages due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of Personal Data, considering any violation of your rights and freedoms as the Data Subject.
    • To data portability — You have the right to obtain and electronically move, copy, or securely transfer your data, for further use.
    • To file a complaint — You have the right to file a complaint or any other concern with our Data Protection Officer and/or the National Privacy Commission if you believe that your personal information has been illegally used, maliciously disclosed, or disposed of, or if you believe that any of your data privacy rights have been infringed.
    • To rectify — You have the right to dispute and correct any inaccuracy or error in the data we hold about you.

    Whenever a Data Subject invokes or exercises his/her rights provided under the Data Privacy Act, Malayan shall take reasonable steps in confirming the requestor's identity before granting access to and updating such Personal Data.


    To do so, please email privacy@malayan.com and address concerns to our Data Protection Officer.


  1. Queries, Requests, and Complaints


    For data privacy concerns and requests, please send an email to our Data Protection Officer at privacy@malayan.com or call us at (02) 8 628-8833.


  1. Updates on this Privacy Policy


    Due to rapidly evolving changes in law and technology, we reserve the right to update our Policy Statement. All revisions will be effective immediately upon being posted on this site.


Last Updated: October 23, 2024