If your establishment was inspected
Version 2026.1
What was recorded
- Your establishment's name, address and permit details
- The name and position of the person who received the inspection
- That person's signature
- The owner's or contact person's name and contact number
- Findings, scores and notes from the inspection
- Photographs of the premises
- The location and time the inspection took place
Where it came from
From the inspection itself, and from the inspecting organisation's own permit and business records.
Why it is held
A government office is required to carry out these inspections and keep a record of them, and relies on its legal mandate as a public authority. A private organisation relies on its own basis — usually a contract you or your employer are party to, or its responsibility for the premises. Either way it is not your consent. You are not being asked to agree, and refusing would not stop a lawful inspection. We would rather say that plainly than imply a choice that does not exist.
Who can see it
Authorised staff of the inspecting organisation. The system is operated for the organisation by XYPES Technologies, whose staff can access records only to fix technical problems, and every such access is logged. Information is not sold, not shared for advertising, and not given to anyone else except where the law requires.
Records are stored on servers outside the Philippines — in India, and processed in the United States. The organisation remains responsible for them. There is more detail in the Privacy Policy.
How long
If a government office inspected you: inspection records held by a government agency are public records. That office is generally required by law to keep them and may not destroy them without written authority from the National Archives of the Philippines.
If a private organisation inspected you: no such requirement applies. It keeps the record for as long as its own retention policy says, and no longer than it needs it.
Your rights
You can ask to see what is held about you, ask for it to be corrected, and object to how it is used. Ask the organisation that inspected you — it holds the record and it decides. If you cannot reach them, contact us and we will put you in touch and support their response.
One limit we should be straight about, if a government office inspected you: because those are public records, a request to delete them will usually have to be refused. If that happens, the office must tell you which law it is relying on. A private organisation is under no such constraint. Correcting something inaccurate is a different matter either way, and you should ask.
If you are unhappy with the response you can complain to the National Privacy Commission at privacy.gov.ph. You do not need to go through the organisation or us first.
Photographs
Photographs are of the premises. If someone unconnected with the inspection appears in one and you want it dealt with, contact the organisation.
Who to contact
The inspecting organisation's Data Protection Officer is the right first contact — the organisation holds the record and it decides. Their details should be on any notice you were given at the inspection, or available from the office that carried it out.
If you cannot reach them, we can put you in touch: dataprotection@xypes.com. We cannot decide your request — only the organisation can — but we will route it and support their answer.
National Privacy Commission — privacy.gov.ph