Privacy Policy

This Privacy Policy explains how The Medical City Clark collects, uses, protects, and discloses your personal and health information. We encourage you to read this carefully to understand our practices and your rights. For questions, please contact:

Data Privacy Office
The Medical City Clark
Clark Freeport Zone, Pampanga 
Tel: 0918-904-7508 local 80200
Email: tmccdpo@themedicalcity.com

Our Commitment to Your Privacy

At The Medical City Clark, safeguarding your personal and health information is central to our patient care philosophy. We recognize that your medical information is highly confidential, and we handle it with the highest level of integrity, security, and professionalism.

Legal Basis

This Policy follows the Data Privacy Act of 2012 (Republic Act No. 10173), related issuances of the National Privacy Commission (NPC), statutory and regulatory provisions, and international standards that protect data privacy and confidentiality in the healthcare sector.

Scope

This Policy applies to:

• All patients and their authorized representatives;
• All employees, physicians, residents, fellows, trainees, allied health staff, and third-party service providers of TMC Clark;
• All forms of personal, sensitive personal, and health-related information processed by TMC Clark, whether written, digital, or verbal.

Information We Collect

We may collect the following categories of information which may include but not limited to:

• Personal Identifiers: name, contact details, demographic information, government-issued IDs;
• Health Information: medical history, diagnostic results, treatment records, and clinical notes;
• Financial Information: billing records, insurance coverage, PhilHealth details, and related documents;
• Authorized Representative Information: details of your legal guardian, next of kin, or authorized representative for consent purposes.

How We Use Your Information

Your information may be processed for:

• Treatment and Care
  – To provide medical care and coordinate among physicians, nurses, residents, allied health professionals, and trainees.
  – To facilitate referrals, hospital transfers, and continuity of care with external providers.
• Billing and Payment
  – To process claims with PhilHealth and with Insurance providers.
  – To confirm payment responsibilities and manage account collections, when necessary.
• Hospital Operations and Quality Improvement
  – For accreditation, licensing, audits, training, and performance evaluation.
  – To improve patient services, programs, and outcomes through aggregated and anonymized data.
• Legal and Regulatory Compliance
  – To comply with Department of Health (DOH) reporting requirements.
  – To cooperate with lawful requests, investigations, or court orders.
• Education and Research
  – As a teaching and training hospital, limited use of health information may be required for case discussions, conferences, and residency/fellowship accreditation.
  – For approved research projects, data will be de-identified or anonymized unless you provide explicit consent.

Disclosures Without Prior Consent

Under the Data Privacy Act and other laws, TMC Clark may disclose information without prior authorization in specific circumstances such as:

• Public health reporting (e.g., infectious disease control, birth and death registration);
• Emergencies or threats to life, health, or safety;
• Reporting cases of abuse, neglect, or violence; and/or
• Legal proceedings and lawful orders from courts or regulatory agencies.

Storage, Security, Retention, and Destruction

The Medical City Clark is committed to ensuring that all personal and health information under its custody are safeguarded against accidental or unlawful destruction, alteration, disclosure, or any other form of unauthorized processing. Appropriate organizational, technical, and physical security measures shall be implemented in the storage and protection of collected personal and health information. All health information gathered and stored in medical records shall be retained for as long as the patient continues to seek treatment at the institution. Hard copies of medical records that are more than five (5) years old shall be transferred to a secure off-site storage facility. After an inactive period of ten (10) years from the last outpatient consultation and fifteen (15) years from the last in-patient confinement, hard copies of medical records shall be securely disposed of through melting and destruction, following strict protocols. Electronic copies of medical records shall be retained for the same period and managed in accordance with secure data handling procedures.

Your Rights as a Data Subject

You (or your authorized representative) have the right to:

• Be informed about how your data is collected, processed, and used.
• Access your health records within reasonable time and cost.
• Request corrections if your personal information is inaccurate or incomplete.
• Restrict certain uses of your information, subject to legal and operational limitations.
• Receive a copy of this Privacy Policy upon request.

Service Providers

We may employ third-party companies and individuals due to the following reasons:

• To facilitate our Service;
• To provide the Service on our behalf;
• To perform Service-related services; or
• To assist us in analyzing how our Service is used.

We want to inform our Service users that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

Log Data

We want to inform you that whenever you visit our Service, we collect information that your browser sends to us that is called Log Data. This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser version, pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.

Cookies

Cookies are files with small amount of data that is commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drive.

Our website uses these “cookies” to collection information and to improve our Service. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our Service.

Links to Other Sites

Our Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Children’s Privacy

Our Services do not address anyone under the age of 13. We do not knowingly collect personally identifiable information from children under 13. In the case we discover that a child under 13 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do necessary actions.

Changes to this Privacy Policy

The Medical City Clark may update this Policy periodically to reflect changes in law, technology, or hospital practices. Updated versions will be posted on our official website and in visible areas within the hospital.

Exercise Your Rights as the Data Subject

Requests, concerns, or complaints regarding your personal data may be submitted through: