Privacy Policy

Introductory Statement

Theresian School of Cavite Inc. is committed to protecting the personal data we collect and process in line with the Data Privacy Act of 2012. This policy applies to all staff, board members, students, parents/guardians, and other individuals whose personal data is collected or processed by the school.

We ensure that personal data is securely stored and protected, upholding confidentiality and complying with all relevant data protection laws. This policy outlines how we safeguard personal data, improve transparency, and ensure accountability in handling your information.

Scope

This Data Protection Policy applies to the collection, storage, and processing of Personal Data in compliance with relevant Data Protection legislation. The policy is designed to assist Theresian School of Cavite, Inc. in meeting its legal obligations, explaining those obligations to school staff, and informing students, parents, guardians, and others about how their personal data will be handled.

The policy covers all school staff, management, parents, guardians, students, and any other individuals whose personal data is processed by the school in the course of its operations.

Definition of Terms

Personal Data: Any information that can identify an individual, either directly or when combined with other data. This includes names, contact details, or other identifiers.

Sensitive Personal Data: A special category of personal data that includes details about a person’s race, ethnicity, religious beliefs, health status, or political opinions. This is subject to stricter protection rules.

Data Subject: An individual whose personal data is being collected or processed. In this context, it refers to students, parents, guardians, and staff.

Data Controller: The entity (in this case, Theresian School of Cavite, Inc.) that determines the purposes and means of processing personal data.

Data Processor: Any third-party entity that processes personal data on behalf of the Data Controller. For example, third-party platforms or services that the school may use for online learning or registration.

Processing: Any operation or set of operations performed on personal data, such as collecting, storing, using, or sharing.

Cookies: Small pieces of data stored on a user’s device by the website to improve user experience, track usage, and enable certain site functionalities. The school’s website may use cookies for analytics, which can be controlled by the user through their browser settings.

Third-Party Services: External platforms or services, such as email providers or social media, that may collect or process personal data from users of the website.

Data Protection Principles

Theresian School of Cavite (TSC) is committed to ensuring that all personal data is handled with the utmost care and in accordance with applicable data protection laws. We follow the following principles:

Lawful, Fair, and Transparent: Personal data is processed legally and transparently.
Purpose Limitation: Data is collected for specified, legitimate purposes and not used for other reasons.
Data Minimization: We only collect data that is necessary for our purpose.
Accuracy: We ensure that personal data is accurate and up to date.
Security: We implement appropriate measures to protect personal data from unauthorized access, disclosure, or misuse.
Retention: We only retain personal data for as long as necessary to fulfill the purpose for which it was collected.

Personal Data We Collect

Through our website, we collect the following personal data when you interact with our contact form or download the request form for student documents:

Full Name: To identify the person making the request.
Email Address: For communication regarding your request.
Message: To provide details or instructions regarding the request or feedback.

If you download and submit a student document request form, the personal data collected may include:

Full Name (of the requesting person or student)
Gender (if provided)
Level and Section (for the student)
Mobile Number (if provided)
Email Address
Requestor’s Name (if different from the student)
Relationship to Requestor (e.g., parent, guardian, etc.)
Purpose (reason for requesting the document)
Document Type Requested (e.g., TOR, Report Card, Certificate of Enrollment)
Valid ID: A government-issued ID or other valid identification to verify the requestor’s identity.

This data is collected for the sole purpose of processing the document request and ensuring that the correct documents are provided.

How We Use Your Personal Data

The personal data we collect is used for the following purposes:

Processing Document Requests: The personal information provided (such as full name, contact details, and requested documents) is necessary to process and fulfill your request for student documents (e.g., TOR, report card, certificate of enrollment).
Communication: We use your contact details (email and mobile number) to confirm receipt of your request, provide updates on the status of your document request, and communicate any additional information or requirements.
Identity Verification: The valid ID and other details submitted are used to verify the identity of the requestor, ensuring that the requested documents are released to the right individual.
Record Keeping: We retain the collected data to maintain records of document requests for future reference and for auditing and reporting purposes, in accordance with applicable regulations.

How We Protect Your Personal Data

Theresian School of Cavite (TSC) is committed to safeguarding your personal data. To ensure the security and confidentiality of the information you provide, we implement the following measures:

Secure Email Transmission: All submitted forms and personal data are received through our official email account, which is protected by strong passwords and two-factor authentication to prevent unauthorized access.
Encrypted Storage: Personal data stored on our computers is encrypted and accessible only to authorized personnel.
Access Control: Only authorized staff members who require access to process your requests (e.g., the Registrar’s Office) can access your personal data.
Secure Computers: All computers used to store personal data are equipped with antivirus software, firewalls, and strong passwords to protect against potential threats.
Data Retention Policies: Personal data is only retained for as long as necessary to fulfill its purpose (e.g., processing document requests). Once the purpose is achieved, the data is securely deleted.
Regular Monitoring: We regularly review and update our data protection practices to ensure compliance with data protection laws and to respond to emerging threats.

By implementing these measures, TSC ensures that your personal data is handled with care and protected from unauthorized access, misuse, or disclosure.

Retention of Personal Data

Theresian School of Cavite (TSC) retains personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, administrative, and operational requirements.

Personal data provided via the website (e.g., name, email address, and messages) is retained for [insert duration, e.g., 6 months or 1 year] after the inquiry is resolved, after which it is securely deleted.
For downloadable form submissions (e.g., for requesting student documents), personal data is retained for [insert duration, e.g., X years] in compliance with applicable laws and school policies.
Valid identification and supporting documents are stored only for as long as required to process the request and are securely disposed of thereafter.

We review retention periods regularly to ensure compliance with legal obligations and data protection principles.

Sharing and Transferring Data

Theresian School of Cavite (TSC) does not share, sell, or transfer personal data to third parties except as required by law or with the consent of the individual.

Personal data collected through the website and downloadable forms is accessed only by authorized school personnel (e.g., Registrar and relevant administrative staff) for the purposes of processing requests and managing communications.
In rare cases, personal data may be shared with third parties, such as government agencies, when legally required (e.g., for regulatory compliance).

TSC ensures that all data transfers, if necessary, comply with applicable data protection laws and are conducted securely.

Your Rights Regarding Personal Data

As a data subject, you have the following rights regarding your personal data held by Theresian School of Cavite (TSC):

Right to Access: You have the right to request access to the personal data we hold about you and obtain information about how it is processed.
Right to Rectification: You can request the correction or updating of your personal data if it is inaccurate or incomplete.
Right to Erasure: You have the right to request that we delete your personal data, subject to legal and regulatory obligations.
Right to Restrict Processing: You can request that we limit the processing of your personal data in certain circumstances.
Right to Object: You have the right to object to the processing of your personal data when it is based on legitimate interests or used for direct marketing purposes.
Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format.
Right to Lodge a Complaint: If you believe your data protection rights have been violated, you have the right to lodge a complaint with the appropriate data protection authority.

To exercise any of these rights, please contact us. We will respond to your request in compliance with applicable laws and timelines.

How to Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please visit our Contact Us page.

We will respond to your inquiries promptly to address your concerns and uphold your data privacy rights.

Changes to the Privacy Policy

Theresian School of Cavite (TSC) reserves the right to update or revise this Privacy Policy at any time to reflect changes in our practices, legal requirements, or other circumstances. Any updates will be posted on this page with a revised “Last Updated” date.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data.