Data Privacy

PRIVACY NOTICE

 A.  Personal Information

St. Mary’s academy of Guagua, Inc. collect the following personal information from students when they officially register as a learner or for employment purposes:

• Full name, gender, birth date and place, nationality, religion and home address of learner and parents/guardian;

• Civil Status and Marriage Status of learner’s parents

• Contact information of parents/guardian: landline, mobile phone, email address

• Face of learner: photo and video

• Such other relevant, reasonable and adequate (non-excessive) information as SMAG may require from time to time of its data subject upon prior notification to, and consent of, the data subject i.e. mental health/psychological findings/counseling records.

B. Use

The collected personal and sensitive information is utilized for documentation and processing purposes by and within SMAG for academic purposes in the exercise by SMAG of its academic freedom as an educational institution as guaranteed by the Constitution. Such personal and sensitive personal information is shared by SMAG with government agencies as may be mandated by applicable law including issuances by government agencies having regulatory authority over SMAG (E.G. Bureau of Internal Revenue, Social Security System, Philippine Health Insurance Corporation, National Home Mortgage Finance Corporation, Philippine Credit Corporation, Department of Labor and Employment, Bureau of Immigration, under applicable law and with the Department of Education (DepEd) as required by the Manual of Regulations for Private Schools (MRPS) and DepEd issuances such as, but not limited to, the Learner Information System (DepEd Order No. 26, s. 2015)

The forgoing personal information is also shared by SMAG with the Congregation of the Religious of the Virgin Mary (RVM) through the Congregation’s Educational Ministry considering that SMAG is an educational institution owned and operated by the Congregation, and only for the Congregation’s educational and/ or religious purposes (e.g. educational research, supervision of member RVM schools like SMAG, awards and scholarship grants to students and employees of member schools).

Summary number of enrollments according to gender is shared with the organizations where SMAG is affiliated as a member, accredited and/ or certified. Personal information of Junior and Senior High School learners including that of the parents are shared, for instance, with the Private Education Assistance Committee (PEAC) showing who among the schools qualified for tuition fee grant by the Government Assistance to Students and Teachers in Private Education (GASTPE).

The SMAG Closed-Circuit Television (CCTV), also known as video surveillance, is used to transmit signals to designated monitors at the SMAG Security Office as part of the disciplinary, safety and prevention management for the whole community. CCTV images can be used as evidence in all school disciplinary proceedings. Other photos and videos of students are used for their identification card, school publication, yearbook and other co-curricular purposes i.e. outside campus competitions or participation.

C. Protection Measures

The Record Center (Registrar’s Office) has access to these personal and sensitive personal information; it is only shared with persons in authority for valid reasons related to the learner’s curricular and co-curricular development or employee’s employment. Registrations Forms and Learner’s Permanent Record are electronically processed through assigning unique and permanent student number upon enrollment and harp copies are securely kept in the Center’s storage area while digital files are stored in the school’s database with a compact SMAG System Servier Back-up. All SMAG

system used for student information is accessed individually with unique used and encrypted password within the school network. Registration Forms shall be disposed of through shredding after graduation in Grade 12. Learner’s Permanent Records and digital files shall be kept perpetually. The SMAG CCTV video recordings are securely recorded at the Directress Office / Office of the Finance Officer with 24-hours recording and a-first-in-first-out system set-up. Photos and videos are good for the current school year only.

 D. Access and Correction

Owner of the record has the right to ask for a copy of any personal information pertaining only to his or her  as indicated in as well as to ask for it to be corrected if such information is incorrect, inaccurate or otherwise subject to correction as may be required by law or court order. To do so, the owner of the record of the parent of the learner (for minors), or guardian of the learner (for minor) as the case may be, who is recorded as such in the enrolment form as the learner’s parent or guardian (or if not, upon satisfactory proof to the School that the person is the parent of the learner (both parents as indicated in the learner’s birth certificate (PSA certified) having joint parental authority of their child unless otherwise proven) even if not so recorded in the School records, must do the following:

      Access: follow SMAG Policy on the Issuance of SF10 or Transcript of Records available at the  Registrar’s Office.

       Correction:

1. Upon registration, provide the necessary correction of previously given personal information by manually writing in the printed enrollment form.

2. For current students, follow the Department of Education on Correction of Names to be processed by the parent of the learner.

3. For graduates, provide necessary legal documents i.e. original Philippine Statistics Authority (PSA) copy of birth certificate for correction in name, birthdate, birthplace or gender.

Correction of Personal information or sensitive personal information provided by the learner or employee (or job applicant) to the School may be made upon prior reasonable verification by the School that the information to be corrected is in fact incorrect or inaccurate, or that the School has a legal obligation (e.g. there is final and executory order mandating the correction of the entry) to make the requested correction.

The School has the right to refuse access to any other information it may have, involving a learner or employee, i.e. information other than those enumerated in Part A, above if the School is under legal obligation to maintain the confidentiality of any such information (e.g. CCTV footages for security and disciplinary purposes, etc.)

For Co-Curricular Activities:

Parents or guardians of minors may request for the blocking or deletion of learner’s photo or video upon request thru the School’s designated Data Protection Officer, with address at St. Mary’s Academy, Guagua, Pampanga, and with contact number (045) 900-0362.

Reference: Data Privacy Act of 2012 (R.A. 10173)