DATA PROTECTION POLICY

INTRODUCTION

Mary Chiles College believes in the sanctity of personal information and the rights of individuals to Data Privacy per Republic Act 10173 (Data Privacy Act of 2012) (https://privacy.gov.ph/data-privacy-act). Thus, MCC is committed to the protection and responsible use of such information. MCC will only collect, use, and disclose personal information with the student’s or if applicable, guardian’s or parent‘s knowledge and consent.

We are aware your right to privacy and you can expect that we comply with the requisites of all relevant privacy and data protection laws. As with the National Privacy Commission (NPC), we also try to make an equilibrium between your personal privacy, and the free flow of information when necessary to carry out our responsibilities as an educational institution.

This Privacy Policy sets out how the School manages personal information provided to or collected by it, who uses and how the information is used, how the information is shared, how long the information is retained, how a data breach is handled.

The policy applies to all school personnel, parents/guardians, students and others (including prospective or potential students and their parents/guardians and applicants for staff positions within the school). Data will be stored securely, so that confidential information is protected in compliance with relevant legislation.

WHAT KIND OF PERSONAL INFORMATION DOES MARY CHILES COLLEGE COLLECT, ACQUIRE OR GENERATE?

The type of information the School collects and holds includes (but is not limited to) personal information, including health and other sensitive information that you provide before, during and after the course of your enrolment at the School. On occasions when third parties provide personal information, without or upon the School’s request, the School will determine if it can legitimately keep such information. It will be treated in the same manner as information you provide the School if it is related to the School’s legitimate educational interests; otherwise, the information will be disposed of in a way that will safeguard your privacy.

Data Protection Policy

• Information you provide us during your application for admission. When youapply with us for admission, we collect, among others:
  • Like your name, email address, telephone number, and other contact details;
  • About your race, ethnic origin, marital status, age, color, and religious, philosophical or political affiliations;
  • Data about your personal circumstances, such as your family background, history, and other relevant circumstances, previous schools attended, academic performance, disciplinary record, and medical records;
  • Any proceeding for any offense committed or alleged to have been committed by such person, the disposal of such proceedings, or the sentence of any court in such proceedings;
  • Any or all information obtained through interviews and/or during entrance tests or admission examinations;
  • Issued by government agencies peculiar to an individual which includes, but not limited to, social security numbers, previous or cm-rent health records, licenses or its denials, suspension or revocation, and tax returns..
• Information we collect or generate after enrolment and during the course of your stay with us. After you join the MCC community, we may also collect additional information about you, including:
  • Like your name, email address, telephone number, and other contact details;
  • Your academic or curricular undertakings, such as the classes you enroll in, scholastic performance, attendance record, etc.;
  • Co-curricular matters you may engage in, such as service learning, outreach activities, internship or apprenticeship compliance;
  • Your extra-curricular activities, such as membership in student organizations, leadership positions, and participation and attendance in seminars, competitions, programs, outreach activities, and study tours;
  • Statistical information such as institutional ranking, performance in admissions exams, aptitude tests, etc.;
  • Report provided by a medical professional or a reference from another school.
  • Any disciplinary incident that you may be involved in, including accompanying sanctions. There will also be times when we will acquire other forms of data like pictures or videos of activities you participate in, via official documentation of such activities, or through recordings from closed-circuit security television cameras installed within school premises.
• Unsolicited Information:
  • Like your name, email address, telephone number, and other contact details;
  • There may be instances 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 interests, we will immediately dispose of the information in a way that will safeguard your privacy. Otherwise, it will be treated in the same manner as information you provide us.

If you supply us with personal data of other individuals (e.g., person to contact in the event of an emergency), we will request you to certify that you have obtained the consent of such individuals before providing us with their personal data.

HOW DOES THE SCHOOL COLLECT PERSONAL INFORMATION?

• The School will generally collect, acquire or generate personal information held about a student by way of forms filled out by parents or students, face-to-face meetings and interviews, emails and telephone calls.
• It may also collect, acquire and generate a student’s personal information in other forms, such as but not limited to, photographic and video images, digital material or biometric records, and recordings from closed-circuit television cameras installed in the School premises for security purposes.
• When you use the School’s online services and online teaching platforms, the School’s servers and those of its third party service providers automatically record information that your browser sends whenever you visit a website, such as your server address, top level domain name (e.g., .com, .gov, .ph, etc), date and time of visit to the site, pages accessed and documents viewed, previous sites visited, browser type, browser language, and one or more cookies that may uniquely identify your browser.
• In addition, information you share with others through chat sessions, email exchanges, online platforms or bulletin board discussions can be collected and used by others. You are responsible for maintaining the secrecy of your passwords and personalization information. The general recommendation is not to disclose personal information as much as possible.

WHO USES INFORMATION AND HOW WILL MARY CHILES COLLEGE USE THE PERSONAL INFORMATION YOU PROVIDE?

Your personal information is accessed and used by Mary Chiles College personnel who have a legitimate interest in it for the purpose of carrying out the School’s contractual obligations.

Personal information will only be collected for purposes necessary to the functions and activities of the School. These include variety of academic, research, historical, statistical purposes, selection, appraisal, discipline, remuneration of staff, and School administrative activities.

The purposes for which the School uses personal information of students and parents include (but are not limited to):

• Evaluating applications for admission to MCC;
• Processing confirmation of incoming, transfer, cross-registering, or non-degree students in preparation for enrollment;
• Recording, generating, and maintaining student records of academic, cocurricular, and extra-curricular progress;
• Recording, storing, and evaluating student work, such as homework, seatwork, quizzes, long tests, exams, term papers, theses, culminating or integrating projects, research papers, reflection papers, essays and presentations;
• Recording, generating, and maintaining records, whether manually, electronically, or by other means, of grades, academic history, class schedules, 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 and evaluation of student performance;
• Processing scholarship applications, other forms of assistance or as student assistants;
• Offer advice and/or assistance regarding your physical health, emotional, and/or psychological welfare;

• 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, insurance, counseling, information technology, Library, sports/recreation, transportation, 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 participation in research and non-commercial surveys authorized By mcc;
• Soliciting your support, financial or otherwise, for school programs, projects, and Events;
• Keeping parents informed about matters related to the student’s schooling, Through correspondence, newsletters and magazines;
• Seeking donations and marketing for the school; and
• Satisfying the school’s legal obligations and allowing the school to discharge its duty of care.

We consider the processing of your personal data for these purposes to be necessary for the performance of our contractual obligations to you, for our compliance with a legal obligation, to protect your vitally important interests, including your life and health, for the performance of tasks we carry out in the public interest (e.g., public order, public safety, etc.), or for the pursuit of the legitimate interests of Mary Chiles College or a third party. We understand that the Data Privacy Act imposes stricter rules for the processing of sensitive personal information and privileged information, and we are fully committed to abiding by those rules.

In cases where the School requests personal information about a student or parent, if the information requested is not provided, the School may not be able to enrol or continue the enrolment of the student or permit the student to take part in a particular activity.

HOW WILL MARY CHILES COLLEGE SHARE, DISCLOSE, OR TRANSFER PERSONAL DATA?

Mary Chiles College may disclose personal information, including sensitive information, held about a student to:

• Another school;
• Government departments;
• Medical practitioners;
• People providing services to the school, including specialist visiting teachers, counsellors and sports coaches;
• Recipients of school publications, such as newsletters and magazines;
• Parents or next of kin;
• Affiliate foundation or external fundraising organizations;
• Anyone you authorize the school to disclose information to;
• Suppliers and contractors that carry out services for the school;
• Anyone to whom the school is required to disclose the information to by law.

By requirement of the law, Mary Chiles College may also share, disclose, or transfer personal data to other persons or organizations in order to uphold student’s interests and/or pursue the MCC’s legitimate interests as an educational institution. MCC may share, disclose, or transfer student’s personal and sensitive data for purposes such as:

• Notifying concerned regarding admission to mcc;
• Awarding scholarship grants, other forms of assistance;
• Posting class lists, class schedules, online or on school bulletin boards or other Places within the campus;
• Communicating information to parents, guardians, or next of kin, as prescribed by Law, on a need-to-know basis, or as determined by mcc, in order to promote and Serve the student’s best interests, and to ensure your health, safety, and Security, or that of others;
• Providing academic institutions, 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;
• Disseminating information to donors, funders, or benefactors to encourage Contributions for scholarships, grants, and other forms of assistance;
• Publishing scholars’ graduation brochure for distribution to donors, funders, or Benefactors;
• Publishing list of graduates and awardees in preparation for and during Commencement exercises;
• Informing the national privacy commission (npc) and other government bodies Or agencies, such as the commission on higher education (ched), department Of education (deped), bureau of immigration(bi), department of foreign affairs (dfa), civil service commission, bureau of internal revenue (bir), professional Regulation commission (prc), legal education board (leb), supreme court (sc), and others when prescribed or allowed by law;
• Sharing of information with entities or organizations (e.G. Association of Respiratory care practitioners philippines, inc., philippine society of respiratory Therapy educators, inc., association of philippine schools of midwifery, Association of deans of philippine colleges of nursing, etc.) for accreditation and School ranking purposes;
• Releasing information to individuals or sports organizations, and other similar Associations, to determine your eligibility to participate in academic, sports Competitions, and other similar events;
• Adhering to court orders, subpoenas, and/or other legal obligations;
• Collecting data from psychological/guidance test administration and interpretation;
• Generating data through research or surveys for purposes of institutional development;
• Sharing the student’s directory information to the schools’ alumni association;
• Circulating academic, co-curricular, and extra-curricular achievements and Success, including honors lists and names of awardees on school bulletin Boards, website, social media sites, and publications;
• Publishing academic accomplishments or honors and co-curricular or extracurricular achievements with schools you graduated from or were previously Enrolled in upon their request;
• Featuring photos, videos, and other information in order to advertise mcc, its Activities and events, through promotional materials, such as brochures, website Posts, newspaper advertisements, physical and electronic bulletin boards, and Other media;
• Streaming live affairs and events of mcc;
• Publishing of communication with journalistic content, such as news information or feature articles in online publications and social media sites;
• Disseminating information such as class lists and photos to partner hospitals, local health centers, and other similar organizations.

The School may disclose personal information about a student to overseas recipients, for instance, to facilitate a school exchange. The School may also store personal information in the cloud which may mean that it resides on servers which are situated outside the Philippines.

HOW LONG WILL THE SCHOOL RETAIN YOUR INFORMATION?

The School will retain your personal information indefinitely for historical and statistical purposes and until the fulfilment of its purpose. In cases where a retention period is required by law, all records after such period will be duly and securely disposed of.

SECURITY OF PERSONAL INFORMATION

The School’s staff are required to respect the confidentiality of your personal information and the privacy of individuals.

Your personal data is stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared among the different MCC department. Access to your personal data is limited to MCC personnel who have a legitimate interest in them for the purpose of carrying out their contractual duties. Rest assured that our use of your personal data will not be excessive.

The School has in place steps to protect the personal information it holds from misuse, interference and loss, unauthorized access, modification or disclosure by use of various methods including locked storage of paper records and password access rights to computerized records.

HOW WILL MARY CHILES COLLEGE HANDLE DATA BREACH?

Any data security incident or breach that comes to the knowledge of MCC will be recorded and reported as required by law. MCC will take all necessary and reasonable steps to address such incident or breach and mitigate any negative effect of such incident or breach. If there is strong suspicion that an incident affects a student’s personal information, MCC will notify the concerned student and/or parent of such incident in an appropriate manner.

If a student, parent or guardian would like further information about the way MCC manages the personal information it holds, or wishes to complain about breach of the Act, please contact MCC’s duly designated Data Privacy Officer:

The School has in place steps to protect the personal information it holds from misuse, interference and loss, unauthorized access, modification or disclosure by use of various methods including locked storage of paper records and password access rights to computerized records.

The School will investigate any complaint and will notify you of the making of a decision in relation to your complaint as soon as is practicable after it has been made.

WHAT ARE THE RIGHTS WITH RESPECT TO YOUR INFORMATION?

• Under the Act, you may object to the processing of your personal data, have the right to obtain access to any personal information which the School holds about you and to advise the School of any perceived inaccuracy.
• The School respects every parent’s right to make decisions concerning his/her child’s education. Generally, the School will refer any requests for consent and notices in relation to a student’s personal information to the parents. The School will treat consent given by parents as consent given on behalf of the student, and notice to parents will act as notice given to the student. However, the School may allow a student to give or withhold consent to the use of his/her personal information independently of his/her parents. This would normally be done only when the student is a college student and of legal age or if the student’s personal circumstances so warrant.
• You may request to access your personal information, and/or have it corrected, erased, or blocked on reasonable grounds. The School reserves the right to deal with the matter in accordance with law.
• Students will generally be able to access and correct or update their personal information through their parents, but college students of legal age may seek access and correction themselves.

To make a request to access or update any personal information the School holds about you, please submit your request and explain the reason by writing to the following personnel:

For Senior High School Students	:	SHS Principal
For College	:	College Dean
For TVET	:	TVET Coordinator
For transcript concerns	:	MCC Registrar

The School may require you to verify your identity and specify what information you require. The School may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the School cannot provide you with access to that information, the School will provide you with written notice explaining the reasons for refusal.

CHANGING THIS POLICY

MCC may, from time to time, make changes to this Policy. On such occasions, we will let you know through our website and, when permissible, other means of communication. Any modification is effective immediately upon posting on the website.

OTHER POLICIES OF MARY CHILES COLLEGE

Other policies of the MCC, which are not inconsistent with this one, will continue to apply. If any provision of this Policy is found to be unenforceable or invalid by any court having competent jurisdiction, the invalidity of such provision will not affect the validity of the other provisions, which shall remain in full force and effect.

TERMS OF AGREEMENT

These Terms of Agreement (“Agreement”) constitute our contract with you relative to the processing of the personal data of your child/ward. Please review it carefully before you sign.

On behalf of my child/ward, I acknowledge that I have read and understood the applicable Privacy Policy of the Mary Chiles College, and I agree to be bound by and comply with the following:

• Republic Act No. 10173, or the Data Privacy Act of 2012 (DPA), and other relevant Philippine laws apply to the collection and processing of the personal data of my child/ward
• I understand that by registering my child/ward as a student of Mary Chiles College, I am allowing it to collect, use, and process the personal data I provide, on behalf of my child/ward, in the forms, and any relevant attachments, where, in its determination, a legitimate educational or institutional interest exists. Unless otherwise specified, such collection, use, and processing shall be in accordance with MCC's applicable Privacy Policy and all related laws.
• I understand that the personal data of my child/ward is available to MCC personnel, and, on occasion and where necessary, persons or organizations that provide specific services to, or on behalf of MCC, subject to the applicable access restriction policies.
• In addition to those laid out in the Privacy Policy, I authorize the sharing, disclosure, or transfer of the personal data of my child/ward for purposes such as:
• Providing academic institutions, companies, government agencies, private or public corporations, or the like, upon their request, with scholastic ranking information, certification of good moral character, and other relevant data for purposes of determining eligibility, admission, student exchange, career, or apprenticeship, or internship placements;
• Responding to inquiries verifying that my child/ward is a bona fide student or graduate of MCC;
• Sharing the directory information of my child/ward to student organizations regulated by MCC, as well as MCC’s alumni association. They include his name, email address, telephone number, and other contact details.

All sharing, disclosures, or transfers of personal data shall be governed by appropriate access restriction policies and other MCC policies that aim to ensure the confidentiality and/or security of such data.

• Moreover, I also give my consent to the following (NOTE: Indicate your preference by marking the box):
• Sharing of relevant information of my son/ward with persons or organizations outside of or separate from MCC for research purposes.
• By providing personal data to MCC, I am confirming that the personal data of my child/ward is true and correct. I understand that MCC reserves the right to revise any decision made on the basis of the data I provide, on behalf of my child/ward, should the data be found to be untrue or incorrect.
• I likewise confirm that in supplying the personal data of other individuals (e.g., person to contact in the event of an emergency) in the course of the registration or enrolment process, I have obtained their consent in accordance with the applicable provisions of the Data Privacy Act
• By entering into this Agreement, I am not relying upon any oral or written representations or statements made by MCC other than what is set forth in this Agreement.
• Any issue that may arise in connection with the processing of the personal data of my child/ward will be settled amicably with MCC before resorting to the appropriate arbitration or court proceedings within Philippine jurisdiction.

Please check the appropriate statement:

I am the parent of the student who is a minor (below 18 years old).
I am the legal guardian of the student who is a minor (below 18 years old).