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Privacy Policy

Our Privacy Policy

1. Introduction

STERLING Solutions & Technologies Asia OPC respects the privacy and confidentiality of personal data submitted by volunteer lawyers, indigent clients, and other individuals engaged with our organization. This Privacy Policy describes how we collect, process, store, use, and protect such data, in compliance with the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations (IRR).

By volunteering, requesting assistance, or otherwise engaging with STERLING Solutions & Technologies Asia OPC, data subjects consent to the collection and processing of their personal data as described in this Policy.

2. Definitions

  • Data Subject — any natural person whose personal or sensitive personal information is collected, held, or processed by STERLING Solutions & Technologies Asia OPC (e.g. volunteer lawyers, indigent clients, their dependents or representatives).
  • Personal Information (PI) — any information, whether recorded in material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained.
  • Sensitive Personal Information (SPI) — personal data which is by its nature highly sensitive, and whose processing requires heightened protection (e.g., health information, sensitive economic or social data, legal background, etc.), where relevant.
  • Processing — any operation or set of operations performed on personal data, including collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction.

3. Scope / Who This Policy Covers

This Policy applies to all personal data processed by STERLING Solutions & Technologies Asia OPC about:

  • Volunteer lawyers, legal volunteers, interns, consultants or other personnel providing legal aid services;
  • Indigent clients (or their legally authorized representatives) who request or receive legal assistance from STERLING Solutions & Technologies Asia OPC;
  • Other individuals whose personal data may be collected in the course of STERLING Solutions & Technologies Asia OPC’s operations (e.g., witnesses, family members, or third-party contacts), only to the extent necessary for legitimate purposes.

4. What Personal Data We Collect

Depending on your role (volunteer lawyer, client, or other), STERLING Solutions & Technologies Asia OPC may collect:

For volunteer lawyers / legal volunteers

  • Full name, date of birth
  • Contact information (email address, phone number, mailing address)
  • Professional information (law firm or organization affiliation, bar roll number / license number, areas of practice, professional résumé or CV)
  • Other information necessary for volunteer engagement or onboarding (e.g., availability, declarations, conflict-of-interest disclosures)

For indigent clients (or their representatives)

  • Full name, date of birth
  • Contact information (address, phone number, email, if any)
  • Household information / socioeconomic background (e.g. family size, income, dependents) — only when relevant to eligibility assessment for legal aid
  • Case-related information (facts of the case, legal issue, documents, history, relevant facts and supporting evidence)
  • Other data voluntarily provided (e.g. identity documents, proof of indigency, supporting papers, contact persons, and other relevant personal or sensitive data necessary to process the legal aid request)

5. Purposes of Processing / Use of Personal Data

STERLING Solutions & Technologies Asia OPC collects and processes personal data of data subjects for the following legitimate purposes:

  • To assess eligibility and provide legal aid or representation to indigent clients;
  • To communicate with volunteer lawyers and clients for coordination, scheduling, updates, or follow-ups;
  • To manage volunteer relationships, including onboarding, retention, assignment of cases, conflict-of-interest checks, and related administrative tasks;
  • To maintain case files and records of legal assistance provided;
  • To comply with applicable laws, regulations, or requests from governmental authorities, where required;
  • To facilitate internal record-keeping, documentation, monitoring, evaluation, and quality assurance of STERLING Solutions & Technologies Asia OPC’s services;
  • To respond to inquiries, complaints, requests for access, correction, or deletion of personal data; and
  • For any other legitimate purpose related to STERLING Solutions & Technologies Asia OPC’s mission and operations, within the bounds of the DPA.

STERLING Solutions & Technologies Asia OPC will not use your personal data for unrelated or unauthorized purposes without your prior informed consent, unless otherwise permitted or required by law.

6. Data Minimization and Proportionality

We collect only the personal data that is necessary and relevant to the purposes described above. We strive to avoid collecting more information than is strictly needed (principle of data minimization).

7. Storage, Retention and Destruction

  • Personal data (hard copies or digital) will be stored securely under appropriate technical, organizational, and physical safeguards.
  • Data will be retained only for as long as required for the purpose for which they were collected — for example, while the case is active, or while the volunteer-client relationship subsists, or as needed to comply with legal obligations or allow for potential legal claims.
  • Once data are no longer needed, or upon request and consistent with applicable law, personal data will be securely disposed or anonymized to prevent further processing or unauthorized access.

8. Access, Disclosure, and Sharing of Personal Data

  • Access to personal data is restricted to authorized persons only (e.g., STERLING Solutions & Technologies Asia OPC staff, assigned volunteer lawyers) and only to the extent necessary for legitimate purposes.
  • All persons with access to such personal data (employees, volunteers, contractors) are bound by confidentiality obligations, even after their engagement ends.
  • Personal data will not be shared with third parties, except:
    1. With your informed consent;
    2. When required or permitted by law;
    3. When necessary to carry out the purposes described (e.g., submitting documents to court, coordinating with other agencies, fulfilling legal obligations).
  • When sharing data with external service providers (e.g., third-party document storage, providers of support services), STERLING will ensure they are bound by appropriate confidentiality and security obligations.

9. Security Measures

STERLING Solutions & Technologies Asia OPC commits to implementing reasonable and appropriate technical, organizational, and physical measures to safeguard personal data against accidental or unlawful destruction, loss, alteration, unauthorized access or disclosure, in accordance with the DPA. Such measures may include, but are not limited to:

  • Secure storage of physical files (locked cabinets, restricted access) and secure servers or encrypted digital storage for electronic data;
  • Access control mechanisms (restricted user accounts, role-based permissions, password protection, encryption when needed);
  • Confidentiality agreements for staff, volunteers, and third-party service providers handling personal data;
  • Regular review and update of security practices to address emerging risks; and
  • Proper procedures for secure destruction or anonymization of data when no longer needed.

10. Rights of Data Subjects

As a data subject (volunteer lawyer, client, or other person whose data is processed), you have the following rights under the DPA:

  • Right to be informed — you have the right to know what personal data about you is collected, how it will be used, and who will have access.
  • Right to object — you may object to the processing of your personal data for purposes not permitted by law or not consented to.
  • Right of access — you may request to view the personal data held about you.
  • Right to rectification — you can ask to correct or update any inaccurate or incomplete personal information.
  • Right to erasure / blocking / suspension — you may request deletion or blocking of your personal data when it is no longer necessary, or when processing is unlawful, or when you withdraw consent (subject to applicable law and legitimate grounds for retention, e.g. ongoing case).
  • Right to data portability — where applicable, you may request that your data be transferred to another entity.
  • Right to damages / indemnification — you may seek compensation if you suffer damage due to inaccurate, incomplete, outdated, unlawfully obtained or unauthorized use of your personal data.

To exercise any of these rights, you may submit a written request to STERLING Solutions & Technologies Asia OPC’s designated Data Protection Officer (DPO).

11. Data Breach and Incident Response

In the event of a data breach or unauthorized access affecting personal data, STERLING Solutions & Technologies Asia OPC will:

  • Promptly notify affected data subjects if there is a real risk of serious harm;
  • Investigate the incident, document the cause and scope;
  • Implement remedial measures to prevent recurrence;
  • If required, report the breach to the appropriate authorities (e.g., the National Privacy Commission) in accordance with applicable law.

12. Consent, Withdrawal, and Changes

  • By providing your personal data to STERLING Solutions & Technologies Asia OPC (e.g., via intake forms, consultations, volunteer registration), you are giving your informed consent to its collection and processing under this Policy.
  • You may withdraw your consent at any time, subject to limitations (e.g., ongoing case, legal obligations), by contacting the DPO. Withdrawal will not affect data processed prior to withdrawal, nor data necessary for lawful processing or compliance.
  • STERLING Solutions & Technologies Asia OPC reserves the right to amend or update this Privacy Policy to reflect changes in laws, regulations, or organizational practices. We will inform data subjects of any material changes via appropriate channels (e.g., website, email, notice).

13. Contact / Data Protection Officer (DPO)

For any inquiries, requests, complaints, or to exercise your rights under this Policy, you may contact:

Data Protection Officer (DPO)
 Email: inquiry@consultalawyer.com.ph
 Address: 21st Floor, Park Triangle Corporate Plaza, 32nd Street, Bonifacio Global City, Taguig

Please include your name, contact information, the nature of your request or concern, and relevant details to help us identify your records.

14. Effectivity

This Privacy Policy becomes effective on January 16, 2026. It remains in force until revised or replaced.