Privacy Policy - Linkages Characteristics

The Department of Foreign Affairs ("DFA," "Department," "We," "Us," "Our") is committed to protecting the privacy, confidentiality, and security of the sensitive personal information and other personal information you give us or that we collect when you use the DFA Online Passport Appointment System Website and/or any of our pages.

What sort of information do we collect?

  1. Information You Voluntarily Give Us

    When you use the DFA Online Passport Appointment System Website, we collect and store the following information:

    Application Type, Last Name, First Name, Middle Name, Birthday (mm/dd/yyyy), Birth Place, Birth Legitimacy, Gender, Civil Status, Father’s Last Name, Father’s First Name, Father’s Middle Name, Father's Citizenship, Mother’s Last Maiden Name, Mother's First Name, Mother's Middle Maiden Name, Mother’s Citizenship, Purpose of Travel, Acquired Citizenship, Foreign Passport Holder, Occupation, Office Number, Office Address, Phone Number, Mobile Number, Email, Philippine Address, City, Province, Landmarks, Deliver My Passport (Delivery details), and Processing Type.

  2. Information Automatically Collected

    When you access or use the DFA Online Passport Appointment System Website, we store log information, including date and time, originating IP address, domain name, browser and operating system used, and other usage information.

  3. Information Collected by Tracking Technologies

    We use various technologies, such as cookies, to collect information in order to help us improve the DFA Online Passport Appointment System Website. The information collected in the logs and by tracking technologies are preserved no longer than is necessary for the fulfillment of such purpose.

What do we do with the information we collect?

We use your personal data for the following purposes:

  1. For the efficient and effective delivery of services related to issuance of passports:

    1. Identification of a passport applicant pursuant to a scheduled appointment;
    2. Processing of application fees and other applicable fee(s), payment checking, and verification;
    3. Compliance with safety and security requirements, reporting requirements, and other requirements provided by law;
    4. To contact an applicant regarding his/her passport application, in case of an emergency, or when otherwise necessary; and
    5. As required by applicable law;

  2. To meet legal and regulatory requirements of the Government and/or any appropriate Government Agency and administer general record keeping; and

  3. Any other purpose for which we have your consent freely and voluntarily given.

With whom do we share the information we collect and process?

We share your personal data with APO Production Unit (“APO”), a Government-owned corporation and a recognized Government printer and authorized data processor of the DFA.

We may also share your personal data in the following circumstances:

  1. With law enforcement units, courts, Government or regulatory bodies, or otherwise in response to a request for information if we believe disclosure is in accordance with, or required by, any applicable law, regulation, court order, or legal process

  2. If we believe your actions are inconsistent with our user agreements or policies, or to protect the rights, property, and safety of the Department

  3. With any other party, provided you have freely and voluntarily consented thereto; and

  4. When otherwise permitted or required by applicable laws and regulations.

How do we protect the information we collect and process?

Your personal data is processed and stored in the Philippines. If you access or use the DFA Online Passport Appointment System Website outside of the Philippines, your personal data is collected where you are at. These are then transferred to our Data Center in the Philippines, protected by layers of organizational, technological, and physical measures. These measures are subject to ongoing review and monitoring.

To protect your personal data, we also require our third-party service providers to take reasonable precautions to keep your personal data confidential and to prevent its unauthorized or accidental access, processing, erasure, loss or use, and to act at all times in compliance with applicable data protection laws.

How long do we retain the information we collect and process for?

We do not retain your personal data longer than is necessary for the fulfillment of the purposes for which they were collected. To the extent required by law, we take reasonable steps to delete and/or destroy, personal data in a secure manner when we no longer need it for the purposes for which it was collected and retention is no longer necessary for legal purposes

Is the DFA liable for damaqes due to electronic communication failures?

We cannot guarantee that the DFA Online Passport Appointment System Website will function faultless and without any interruptions. The DFA shall not be liable for damages, of whatever kind, direct or indirect, that may result from the use of electronic means of communication, including, but not limited to, damages resulting from the failure or delay in delivery of electronic communications, interception or manipulation of electronic communications by third parties or by computer programs used for electronic communications, transmission of viruses, or any other fortuitous event.

Is the DFA liable for damaqes caused by third-party sites?

The DFA Online Passport Appointment System Website may contain links to other websites, apps, content, services, or resources on the Internet which are operated by third parties, which may have their own privacy policy. Please check these policies before you submit personal information to any third-party site. DFA is neither responsible nor liable for these policies or for any personal data whicn may be collected through these third-party sites.

Will there be modifications to the DFA Passport Appointment Svstem Website’s Privacy Policy?

We may modify this Privacy Policy from time to time. Any change to this Privacy Policy will become effective upon posting of the revised Privacy Policy on the DFA Online Passport Appointment System Website. Updated versions of this Privacy Policy shall include the date of revision.

We encourage you to review this Privacy Policy whenever you access the DFA Passport Appointment System Website or otherwise interact with us so that you stay informed about our information practices and the ways you can help protect your privacy.

Which laws qovern the DFA Online Passport Appointment System Website’s Privacy Policy?

This Privacy Policy is governed by and shall be construed in accordance with the laws of the Philippines. Any dispute arising out of or in connection with this Privacy Policy, including any question regarding its existence, validity, or termination, shall be resolved in accordance with R.A. No. 10173 or the Data Privacy Act of 2012 and its Implementing Rules and Regulations, NPC Circular No. 18-03 or the Rules on Mediation before the National Privacy Commission, and/or other applicable Government rules, regulations, or laws.

How can you contact us?

For questions or concerns regarding the DFA Online Passport Appointment System Website’s Privacy Policy, you may reach us at:

Department of Foreign Affairs
Office of Consular Affairs c/o Passport Division ATTN: Data Protection Officer
Bradco Ave. cor. Macapagal Blvd.,
Aseana Business Park, Parañaque City 1714

Last updated: June 10, 2020