PRIVACY POLICY AND TERMS OF AGREEMENT

For Students and Applicants for Admission

St. John the Baptist Catholic School (SJBCS) respects your child’s right to privacy and the confidentiality of his/her personal information. Our Privacy Policy (the “Policy”) explains:

• What we collect and why we collect it;
• Who uses and how we use your child’s personal information;
• Who we share such information with;
• How long we retain such information;
• How we will handle data breaches; and
• What your child’s rights are with respect to his personal information

Our Terms of Agreement (the “Terms”) comprise our contract with your child. Please review the Terms carefully before you sign. By signing, you recognize that you have perused the Policy and the Terms, and agree to be bound by and conform to them.

Other rules of St. John the Baptist Catholic School, which are not inconsistent with the Policy and the Terms, will remain applicable. In the event that any arrangement of the Policy or the Terms is seen as unenforceable or invalid by any court having an able ward, the shortcoming of such arrangement will not influence the legitimacy of different arrangements, which will stay in full power and impact.

For purposes of this statement, the Policy and the Terms, “data” and “information” are used interchangeably. “Personal data” or “personal information” refers to any information that identifies who your child is, or may lead to his/her identification, including sensitive information about his/her health, education, age, race, and similar matters as well as privileged information as defined by the Rules of Court and other applicable laws.

PRIVACY POLICY

We aim to conform to the Data Privacy Act of 2012 and coordinate completely with the National Privacy Commission ("NPC"). In doing so, SJBCS is committed to striking a balance between your child’s personal privacy, which is important to us, and ensuring that our legitimate interests as an educational institution and our ability to fully and effectively carry out our responsibilities as such are met.

Some examples are provided below to help explain our Policy in simple and clear language. The examples are not an exclusive list of what personal data we process, and how and why we process such data.

Information we collect, acquire or generate

We collect, acquire or generate your child’s personal data in many forms, including but not limited to written records, photographic and video images, digital material or biometric records. Such personal data may include information that you provide us during your child’s application for admission, information we acquire or generate upon enrolment and during the course of his/her stay with us, and unsolicited information.

1. Information you provide us during your child’s application for admission

   Upon application for admission, we collect information on your child’s personal circumstances and directory information such as – but not limited to – name, your email address, telephone number and other contact details, family history, previous schools attended, academic performance, disciplinary record, medical record, etc.

2. Information we acquire or generate upon enrolment and during the course of your child’s stay with us

   Upon enrolment and during the course of your child’s stay with us, we collect information on his/her academic or curricular undertakings, the classes he/she enrolls in, scholastic performance, attendance record, medical record, etc. We will also collect information for and corresponding to co-curricular matters, such as outreach activities, educational tour; as well as extra- curricular activities, such as membership in student organizations/clubs, leadership positions and participation and attendance in seminars, competitions and programs. We will also collect information in connection with any disciplinary incident, including accompanying sanctions that your child may be involved in. We will also collect information in connection with any disciplinary incident, including accompanying sanctions that your child may be involved in. We will generate their own SJBCS Google account that they will use for communications, school transactions and learning management platforms.

   There will be various occasions when we will acquire other forms of data (e.g., pictures or videos of activities he/she participates in, recordings from closed-circuit television cameras installed in the SJBCS premises for security purposes, etc.) or generate statistical information (e.g., institutional ranking; performance in admissions exams, aptitude tests, etc.).

3. Unsolicited Information

   There might be occasions when personal information is sent to or received by us even without our prior request. In such cases, we will determine if we can legitimately keep such information. If it is not related to any of our legitimate educational interests, we will immediately dispose of the information in a way that will safeguard your child’s privacy. If it is related to our legitimate educational interests, it will be treated in the same manner as information you provide us.

Who uses your child’s information

Your child’s personal information is accessed and used by the School and SJBCS personnel who have a legitimate interest in it for the purpose of carrying out their contractual duties.

How we use your child’s information

We use your child’s information as allowed or required by law to pursue our legitimate interests as an educational institution, including a variety of academic, administrative, historical and statistical purposes.

Some examples of circumstances when we may utilize your child’s information to pursue our legitimate interests as an educational institution are as follows:

• evaluating applications for admission to SJBCS;
• processing confirmation of incoming students and transfer students in preparation for enrolment;
• recording, generating and maintaining student records of academic, co-curricular and extra- curricular progress;
• recording, storing and evaluating student work, such as homework, seatwork, quizzes, long tests, exams, research papers, essays and presentations;
• recording, generating and maintaining records, whether manually, electronically, through Radio Frequency Identification (RFID) or other means, of class attendance and participation in curricular, co-curricular and extra-curricular activities;
• establishing and maintaining student information systems;
• sharing of grades between and among faculty members, and others with legitimate official need, for academic deliberations;
• processing scholarship applications, grants and other forms of assistance;
• investigating incidents that relate to student behavior and implementing disciplinary measures;
• maintaining directories and alumni records;
• compiling and generating reports for statistical and research purposes;
• providing services such as health, counseling, information technology, library, sports/recreation, transportation, parking, campus mobility, safety and security;
• managing and controlling access to campus facilities and equipment;
• communicating official school announcements;
• sharing marketing and promotional materials regarding school-related functions, events, projects and activities;
• soliciting your child’s participation in research and non-commercial surveys;
• sharing your child’s information with persons or institutions as provided below

If we intend to use your child’s personal information for purposes other than our legitimate interests as an academic institution, we will obtain your written consent for that specific purpose, unless you yourself request us to use, process and share your information for such purpose; or processing without your consent is permitted under the Data Privacy Act or other applicable laws.

Who we share your child’s information with

We share your child’s information as permitted or required by law to pursue our legitimate interests as an educational institution, including a variety of academic, administrative, historical and statistical purposes.

Some examples of when we may share or disclose your child’s personal information to others include:

• posting of class lists and class schedules in school bulletin boards or other places within the campus;
• sharing of information to persons, including parents, guardians or next of kin, as required by law or on a need-to-know basis as determined by the school to promote your child’s best interests, or protect his/her health, safety and security, or that of others;
• providing academic institutions, companies, government agencies, private or public corporations, or the like, upon their request, with scholastic ranking information or certification of good moral character for purposes of admission;
• sharing information to potential donors, funders or benefactors for purposes of scholarship, grants and other forms of assistance;
• distributing the list of graduates and awardees during commencement exercises;
• reporting and/or disclosing information to the NPC and other government bodies or agencies (e.g., Department of Education) as required by law;
• sharing information for accreditation and ranking purposes (e.g. Philippine Accrediting Association of Schools, Colleges and Universities; Catholic Educational Association of the Philippines)
• complying with court orders, subpoenas and/or other legal obligations;
• responding to inquiries verifying that your son is a bona fide student or graduate of the school;
• conducting research or surveys for purposes of institutional development;
• sharing your child’s directory information to the schools’ alumni association;
• publishing academic, co-curricular and extra-curricular achievements and success, including honors lists and names of awardees in school bulletin boards, website, social media sites and publications;
• sharing your child’s academic accomplishments or honors and co-curricular or extra-curricular achievements with schools he/she graduated from or was previously enrolled in, upon their request;
• marketing or advertising to promote the school, including its activities and events, through photos, videos, brochures, website posting, newspaper advertisements, physical and electronic bulletin boards, and other media;
• live-streaming of SJBCS events;
• publishing communications with journalistic content, such as news information in SJBCS publications and social media sites

How long we retain your child’s information

Unless otherwise provided in the appropriate School protocols, we will retain your child’s personal information indefinitely for historical and statistical purposes. Where a maintenance period is given, all records after such period will be safely discarded.

How we will handle data breaches

Any information security occurrence or break that goes to the information on the School will be recorded and detailed as required by law. The School will find a way to address such incident or breach and moderate any negative impact of such incident or breach. If there is strong suspicion that an incident affects your child’s personal information, the School will notify you of such incident in an appropriate manner.

What your rights are with respect to your child’s information

As provided by the Data Privacy Act, you may object to the processing of your child’s personal data, request to access his/her personal information, and/or have it corrected, erased, or blocked on reasonable grounds. The School will consider the request and reserves the right to deal with the matter in accordance with law.

Please specify your request and explain the reason for your request by writing to:

How we will notify you of changes in our Policy and Terms of Agreement

The School reserves the right, acting reasonably, to modify our Policy and Terms of Agreement at any time in our sole discretion, and will publish notice of any such modification on our website. Any adjustment is taking effect right now after posting.