DATA PRIVACY POLICY
FOR PUPILS, STUDENTS AND ALUMNI
Colegio
de las Hijas de Jesus, Inc. recognizes and respects
the right to data privacy of your child and values the confidentiality of
his/her personal information. As an institution, we aim to comply with the
requirements of the Data Privacy Act of 2012 (DPA). The school considers the
data privacy rights of your child to be as equally important as our obligation
to ensure that our interests and responsibilities as an educational institution
are fully and effectively met.
For the
purpose of this Data Privacy Policy, the terms PERSONAL DATA and PERSONAL
INFORMATION may be used interchangeably. Personal data or personal
information refers to the information that Colegio de las Hijas
de Jesus Inc., through its authorized agents, collect, from which the identity
of your child may be reasonably or directly ascertained. This includes
sensitive information about his/her age, education, health, race and similar
data, and privileged information as defined by applicable laws.
This policy
addresses the following:
A.
Information We Collect
Colegio de las Hijas
de Jesus, Inc. collects the personal data of your child during admission and
enrollment. We also generate personal information about your child during the
entire duration of his/her stay with us. These information may come in various
forms, such as: manual and digital records, photographic and video images, and
CCTV footages.
1.
Personal
Information that we collect during Admission and Enrollment
Upon
application and enrollment, Colegio de las Hijas de
Jesus, Inc. collects directory/contact information such as name, birthday, age,
address, telephone number, mobile number, email address, and other contact
details. We also collect data about your child's personal circumstances, such
as parents' basic and contact information, previous school/s attended, academic
performance, discipline/behavioral record, medical record, etc.
2.
Personal
Information that we gather/generate during your child's stay in Manresa School
As
your child integrates himself/herself into the educative community, we may also
collect additional information about him/her, such as, but not limited to: (1) Learner's
Reference Number (LRN); (2) academic performance; (3) attendance records; (4) Christian
Living and Personality Growth Evaluation (CLPGE); (5) participation in outreach
activities, programs, competitions, field trips, recollections/retreats,
seminars/fora; (6) membership or officership in
interest clubs and/or organizations; (7) any disciplinary incident that he/she
may get involved in, including the accompanying sanction; (8) counselling
reports and anecdotal records; (9) medical and dental records; and (10) mode of
transportation. The school may also acquire photographic or video images of
your child during official activities where he/she has participated in. Such
images will only be acquired through the official documentation of school
activities and/or CCTV footages installed within the school campus.
Colegio de las Hijas
de Jesus, Inc. collects only those
personal information that are necessary and compatible with declared, specified
and legitimate purpose.
B.
How We Use the Information We Collect
The personal information that we collect are
used to deliver the best educational services for our students and to pursue
our interests as an educational institution. These personal information can be
accessed and used by the administrators and personnel of the following offices:
Registrar, Principal, Assistant Principal, Subject Area Coordinators, Student
Activity Coordinator, Guidance, Clinic, Discipline, Security, Information
Technology, and Accounting for various academic, administrative, historical and
statistical purposes. The amount of information shared to each office is
dependent on the nature and function of the particular office. The class
advisers and subject teachers are also provided with students' personal information.
The personal information that we collect may
be used for the following purposes:
1.
Evaluating
applications for admission;
2.
Recording
and maintaining students' academic progress through students' output like:
formative tests, long tests, check-up tests, mastery tests, performance tasks,
etc.;
3.
Recording
and maintaining records of students' Christian Living and Personality Growth
Evaluation (CLPGE), class attendance, participation and co-curricular and extra-curricular
activities;
4.
Sharing
of grades and other personal circumstances between and among faculty members
during deliberations for CLPGE, and Honors and Awards, etc.;
5.
Investigating
disciplinary incidents;
6.
Generating
and keeping reports of in-house evaluations, surveys, and researches;
7.
Providing
services such as medical, dental, insurance, library, guidance and counseling,
pastoral accompaniment, information technology, transportation, and security
and safety;
8.
Soliciting
parents' support as resource persons in various talks/seminars that the school
may organize;
9.
Communicating
official school announcements through the school's communication system;
10. Sharing advertising and promotional materials
regarding school-related activities, projects, or achievements;
11. Publication of names of graduating students
in the graduation program and other personal information in the yearbook; and
12. Maintaining alumni directories and records.
If processing of personal data is necessary
for purposes not specified above, Colegio de las Hijas
de Jesus, Inc. shall obtain your
permission for such specific purpose.
C.
Disclosing and Sharing the Information We
Collect
Colegio de las Hijas
de Jesus, Inc. discloses/shares
information to government agencies like the Department of Education, Department
of Health (through the City Health Office), Private Education Assistance
Committee (PEAC) and National Privacy Commission (NPC) where sharing is allowed
and required by law.
For instances not required but permissible by
law, the school shares/discloses personal data for the following purposes:
1.
Posting
of class lists at the beginning of the school year in bulletin boards within the
school campus;
2.
Posting
of class lists on the school's official website one week prior until one week
after the official start of the school year;
3.
Sharing
of information with the Philippine Accrediting Association of Schools, Colleges
and Universities (PAASCU) for accreditation purposes;
4.
Sharing
of information with private entities or organizations e.g. Catholic Educational
Association of the Philippines (CEAP), Iloilo Private Schools Athletic Association
for participation in academic, literary,
musical, socio-cultural, or sports events and competitions;
5.
Sharing
of information with ARALINKS Technology;
6.
Sharing
of information with the Global Resources for Assessment Curriculum and
Evaluation (GRACE) for the processing of Diagnostic, Aptitude, Career and other
tests.
7.
Publishing
academic, co-curricular and extra-curricular achievements in the school's
General Information Board (GIB), school publication, tarpaulins, and official
school website; and
8.
Sharing
of directory information to the Colegio de las Hijas
de Jesus, Inc. Parents' and Teachers'
Association, Colegio de las Hijas de Jesus, Inc. Alumni Association (CHJAI).
Colegio de las Hijas
de Jesus, Inc. requires all employees to
treat all personal information that they are handling and/or processing with
utmost respect, maintaining strict confidentiality and secrecy.
Whenever the school avails the services of
third party service providers and/or Personal Information Controllers (PIC)
such as ARALINKS, GRACE, GECKO, etc., the school shall execute a Data Sharing
Agreement with the respective service provider and PIC. Their Data Retention
and Disposal mechanisms shall form part of such agreement.
D.
Storage, Retention and Disposal of Personal
Information
Students' personal information are stored in
paper and/or electronic formats. A database is utilized for the secured sharing
of information among different authorized offices (Registrar, Accounting,
Guidance, Clinic, and Discipline). The use of personal data shall never be
excessive and will always be in accordance with the school's identified
legitimate purpose.
Unless provided by law, students' personal
information are retained/archived indefinitely for historical and statistical
purposes. These records are securely stored in the archives room of the school.
When necessary due to provisions indicated in a law or school policy, Colegio
de las Hijas de Jesus, Inc. shall dispose of any student records securely.
E.
Rights Under the Data Privacy Act
Under the Data Privacy Act, every
pupil/student/alumnus of Colegio de las Hijas de
Jesus, Inc. as a data subject is entitled
to the following rights:
1.
The right to be informed the right to know that his/her personal
data shall be, are being or have been
processed;
2.
The right to object the right to object or withhold consent to
the processing of his/her personal data by the school in certain circumstances;
3.
The right to access the right of a data subject to gain
reasonable access to his/her personal data;
4.
The right to correct the right to dispute any inaccuracy or
error in his/her personal data and request the school to correct it
immediately, unless the request is unreasonable;
5.
The right to rectification, erasure or blocking the right to suspend, withdraw or order the
blocking, removal or destruction of his/her personal data. (This will only apply where there is no
legitimate reason for the school to continue the processing of personal
data. There will usually be a
requirement for the school to keep a basic student record indefinitely.);
6.
The right to damages the right to be indemnified for any
damages due to inaccurate, incomplete, outdated, false, unlawfully obtained or
unauthorized use of personal data, considering any violation of his/her rights
as a data subject; and
7.
The right to data portability the right to obtain from Colegio de las Hijas de Jesus, Inc. a copy of the data undergoing processing in an
electronic or structured format and allows for further use by the data subject.
Should a parent/guardian, on behalf of
his/her child/ward exercise his/her right under the DPA, Colegio de las Hijas de Jesus, Inc. shall address the matter in accordance with
the same law.
For any questions, clarifications, or
requests on any aspect of the school's Data Privacy Policy, you may contact
the:
DATA
PROTECTION OFFICER
Colegio
de las Hijas de Jesus, Inc.
Ledesma
St., Iloilo City
(033) 3372520
Chjfi2iloilo@gmail.com
F.
Updates and Effectivity
For the purpose of making improvements,
Colegio de las Hijas de Jesus, Inc. reserves the right to make the necessary
changes to our Data Privacy Policy. Such modification is effective immediately
after you have been notified through a circular and/or posting on the school's
website. We
encourage you to periodically check and review this policy so that you will always
know what information we collect, how we use it, and with whom we share it.