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DATA PRIVACY NOTICE

Online Voting System and Online Registration System Data Privacy Notice

We are committed to protecting your privacy in accordance with Republic Act 10173 (“Data Privacy Act of 2012”), its implementing rules and regulations, and other applicable laws of the Republic of the Philippines. We assure you that any information you communicate to us via this online facility is protected. The purpose and manner of processing are detailed below for your reference.

What type of personal information will be collected and processed?

The information we will collect and process include the following:

A. For all types of Stockholders/ Representative:

  1. Full name (last name, given name, middle name)*
  2. Valid and active email address*
  3. Tax Identification Number
  4. Mobile Number*
  5. Landline/ Alternate Mobile Number*
  6. A government-issued ID with photo and signature (Front and Back)

    Those tagged with asterisk (*) are the information/data required for proxies

B. For Individual Stockholders

  1. Stock Certificate Number

C. For Stockholders with Joint Account

  1. Stock Certificate Number of the Representative and his/her fellow co-owner of shares

D. For Corporate Stockholders

  1. Stock Certificate Number of the Corporation

E. For Stockholders with Shares in a Broker’s Account

  1. Broker’s Certificate of Shareholding

What is the purpose of collecting and processing your personal information?

We collect, process, and use your personal information in order for us to:

  1. Verify your identification
  2. Process your registration to the online webinar or livestream broadcast of the Chinabank’s 2025 Annual Stockholders’ Meeting (ASM)
  3. Process your registration to the online voting system
  4. Process your votes and the results of the election
  5. Comply with applicable, regulatory reporting requirements

Where do we get your personal information?

For purposes of online registration, we collect, process, and use the personal information that you will submit via this online registration facility.

For purposes of online voting, we collect, process, and use the personal information that you have submitted or registered with us via the Online Voting System prior the election and any information you will submit via this facility.

When and to whom do we disclose or share your personal information?

This online registration system and the online voting system are maintained and hosted in our affiliate or third-party—SM Prime Holdings, Inc. (SMPH)—infrastructure. China Banking Corporation will be the ones to view and validate your identification using the data that you provided here in the online registration system. Once validated and in connection with the foregoing, we will be disclosing or sharing some of your personal information to our affiliate or third party, SMPH, for further registration to the online voting system.

  • The Bank will need your first name, last name and active email address to pre-register you in Zoom for the live ASM webinar. Zoom is a cloud-based platform used for videoconferencing. Once registered, Zoom would store the said information in the Zoom platform, which is a system outside our network and SMPH’s network. The registration will allow you to attend the live ASM webinar.

  • SMPH will also need your name, address, e-mail address, number of shares and stockholder number to pre-register you in the online voting system.

We will never share, sell or otherwise disclose your personal information to third parties outside of the Bank, except if you have given your consent thereto, and in compliance with the law.

For how long will your personal information be stored?

We will retain and store your personal information within the period allowed by law.

However, we will have no control over the storage or handling of the information shared with Zoom. You may refer to Zoom’s privacy policy for further details: https://zoom.us/privacy

How do we protect your personal information?

We value your right to privacy that is why we maintain, enforce and implement organizational, physical, technical, electronic and procedural security measures that ensure the integrity, confidentiality and security of your personal information.

We protect your information by implementing safeguards such as but not limited to the following:

  1. Requiring SMPH to segregate our data with the rest of the entities’ data.

  2. By using a secured server that is being maintained with firewall, encryption, anti-virus and other appropriate security controls;

  3. Obtaining Secure Sockets Layer (SSL) Certificates to allow for a secure connection between the servers and your device’s web browser;

  4. Restricting access to your information only to authorized personnel who handle your information with utmost and strict confidentiality;

  5. Implementing a strict shutdown policy on any of the systems should the Bank detect any unauthorized third-party access, intrusion, interference, and/or interruption on said systems which, as determined by the Bank, poses a risk of disclosure of personal and private data or may result in breach of data privacy laws and regulations;

  6. Undergoing regular audits by our internal audit team and other third-party auditors (who will be under a strict duty of confidentiality) to ensure that your personal information is secured and security controls are effective;

  7. Other security, organizational and physical measures that we may introduce in the future to further strengthen the protection and security of your personal information; and

  8. Subject to exceptions provided under the law, your personal information shall not be amended without prior notification.