Privacy Notice

St. Alexander M. Sauli Catholic School (SAMSCS)
Online Enrollment System

Effective Date: January 1, 2025

Introduction

St. Alexander M. Sauli Catholic School ("SAMSCS," "we," "us," or "our") is committed to protecting your privacy and personal data in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

This Privacy Notice explains how we collect, use, store, and protect your personal information when you use our Online Enrollment System.

Data Controller Information

Organization: St. Alexander M. Sauli Catholic School
Address: [School Address]
Contact: [School Phone Number]
Email: [School Email Address]
Data Protection Officer: [DPO Name and Contact Information]

Personal Information We Collect

Student Information

  • Full name (first, middle, last name, suffix)
  • Date of birth
  • Sex/Gender
  • Nationality
  • Religion
  • Contact information (address, phone number)
  • Previous school records and academic information
  • Medical information (if provided)
  • Digital photographs (2x2 ID photos)

Parent/Guardian Information

  • Full name
  • Contact information (address, phone number, email)
  • Relationship to student
  • Employment information (if required)
  • Government-issued ID information

Documents Collected

  • Birth Certificate
  • Baptismal Certificate (if applicable)
  • Form 137 (Report Card)
  • SF 10 (Learner Reference Number)
  • Certificate of Good Moral Character
  • Other academic records

Technical Information

  • IP address
  • Browser type and version
  • Device information
  • Login timestamps
  • System usage logs

Purpose of Data Collection

We collect and process your personal information for the following purposes:

  1. Student Enrollment and Registration

    • Processing enrollment applications
    • Verifying student eligibility
    • Creating student records

  2. Academic Administration

    • Class assignment and scheduling
    • Academic record keeping
    • Progress monitoring and reporting

  3. Financial Management

    • Fee assessment and billing
    • Payment processing and tracking
    • Financial aid administration

  4. Communication

    • Sending enrollment updates and notifications
    • Emergency communications
    • School announcements and information

  5. Legal Compliance

    • Compliance with Department of Education requirements
    • Regulatory reporting
    • Legal obligations under Philippine law

  6. System Security and Improvement

    • Maintaining system security
    • Troubleshooting technical issues
    • Improving system functionality

Legal Basis for Processing

We process your personal information based on:

  • Consent: You have given clear consent for processing your personal data for specific purposes
  • Contract: Processing is necessary for enrollment contract performance
  • Legal Obligation: Processing is required to comply with legal requirements (DepEd regulations)
  • Legitimate Interest: Processing is necessary for our legitimate educational interests

Data Sharing and Disclosure

We may share your personal information with:

Internal Recipients

  • School administrators and registrars
  • Teachers and academic staff (on a need-to-know basis)
  • Finance and accounting personnel
  • IT support staff

External Recipients

  • Department of Education (DepEd) - for regulatory compliance and reporting
  • Payment processors - for secure payment processing
  • Technology service providers - for system maintenance and support
  • Legal authorities - when required by law or court order

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security Measures

We implement appropriate technical and organizational measures to protect your personal information:

  • Encryption: Data transmission and storage encryption
  • Access Controls: Role-based access restrictions
  • Authentication: Secure login systems with password requirements
  • Regular Backups: Secure data backup procedures
  • Staff Training: Regular privacy and security training for personnel
  • System Monitoring: Continuous monitoring for security threats

Data Retention

We retain your personal information for the following periods:

  • Student Records: Permanently, as required by DepEd regulations
  • Financial Records: 10 years from last transaction
  • Application Documents: 5 years from application date
  • System Logs: 2 years from creation date
  • Communication Records: 3 years from last communication

Data will be securely disposed of after the retention period expires, unless required to be retained longer by law.

Your Rights as a Data Subject

Under the Data Privacy Act, you have the following rights:

Right to Information

  • Right to be informed about data processing activities

Right to Access

  • Right to obtain copies of your personal data
  • Right to know how your data is being processed

Right to Rectification

  • Right to correct inaccurate or incomplete personal data

Right to Erasure/Deletion

  • Right to request deletion of personal data (subject to legal limitations)

Right to Restrict Processing

  • Right to limit how your personal data is processed

Right to Data Portability

  • Right to obtain your data in a structured, machine-readable format

Right to Object

  • Right to object to certain types of data processing

Right to Withdraw Consent

  • Right to withdraw consent at any time (where processing is based on consent)

How to Exercise Your Rights

To exercise your data subject rights, please contact us:

Email: [School Email Address]
Phone: [School Phone Number]
Mail: [School Address]
Data Protection Officer: [DPO Contact Information]

We will respond to your request within fifteen (15) days, as required by law.

Cookies and Online Tracking

Our online enrollment system may use cookies and similar technologies to:

  • Maintain your login session
  • Remember your preferences
  • Improve system performance
  • Analyze system usage

You can control cookie settings through your browser preferences.

International Data Transfers

Your personal information is primarily stored and processed within the Philippines. If we need to transfer data internationally, we will ensure appropriate safeguards are in place to protect your information.

Children's Privacy

As an educational institution, we collect personal information about minors (students under 18). We process this information with parental/guardian consent and in accordance with our legitimate educational interests and legal obligations.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time. We will notify you of any material changes by:

  • Posting the updated notice on our website
  • Sending email notifications to registered users
  • Providing notice during the enrollment process

Contact Information

For questions, concerns, or complaints about this Privacy Notice or our data processing practices:

St. Alexander M. Sauli Catholic School
Address: [School Address]
Phone: [School Phone Number]
Email: [School Email Address]
Data Protection Officer: [DPO Name and Contact]

Complaints

If you believe we have violated your privacy rights, you may file a complaint with:

National Privacy Commission
Address: 5th Floor, Philippine International Convention Center, Vicente Sotto Avenue, Pasay City 1307
Phone: (+632) 8234-2228
Email: info@privacy.gov.ph
Website: https://www.privacy.gov.ph

This Privacy Notice was last updated on January 1, 2025.