DATA PRIVACY POLICY FOR LEARNERS/STUDENTS AND

LEARNER/STUDENT APPLICANTS
COLEGIO NG LUNGSOD NG BATANGAS

I. INTRODUCTION
In compliance with RA 10173 or the DPA, its Implementing Rules and Regulations, and other
laws, including national Privacy Commission issues, is hereby enforced under the privacy policy
also known as the Privacy Notice of Colegio ng Lungsod ng Batangas. This presents the policy on
college data obtained, used, disclosed and transferred by the institution both within and outside of
the institution.
Colegio ng Lungsod ng Batangas is committed to compliance with the DPA specifications and
upholding data privacy rights. This policy ensures that the general standards of accountability,
valid intent and proportions set out in the Act are enforced for all personal data from students and
parents.
II. POLICY STATEMENT
Colegio ng Lungsod ng Batangas is committed to protecting the privacy rights of individuals with
respect to personal information, to comply with the 2012 Data Privacy Act and to cooperate fully
with the National Privacy Commission (NPC). In doing so, the organization is committed to
maintaining a balance between the privacy of the citizen, the promotion of legitimate interests and
the ability to perform and efficiently carry out duties as an educational institution.

III. DEFINITION
In this policy, the term data and information may be used interchangeably. Personal data includes:
The words information and data can be used interchangeably in this policy. Including personal
data:
a. Personal Information
Refers to an information whether recorded in a material form or not, from which the
identity of the learner/student or learner/student applicant is apparent or can be reasonably
and directly ascertained by the entity holding the information or when put together with
other information would directly and certainly identify an individual
b. Sensitive Personal Information
Refers to personal information about:
i. An individual’s race, ethnic origin, marital status, age, color and religious,
philosophical, or political affiliations
ii. An individual’s health, education, genetic, or sexual life or a person, or to any
proceeding for any offense committed or alleged to have been committed by such

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 individual, the disposal of such proceedings, or the sentence of any court in such
proceedings
iii. Issued by government agencies peculiar to an individual which include, but is not
limited to, social security numbers, previous or current health records, licenses or its
denials, suspensions or revocation, and tax returns
iv. Specifically established by an executive order or an act of Congress to be kept
classified.
c. Privileged Information
Refers to all types of data which constitute a privileged communication in compliance
with the Rules of Court and other applicable laws.
IV. INFORMATION COLEGIO NG LUNGSOD NG BATANGAS COLLECTS,
ACQUIRES, AND/OR GENERATES
The data collection of the Colegio ng Lungsod ng Batangas shall always comply with the Privacy
Standards of accountability, proportionality and for valid purposes.
The institution collects, acquires or produces personal data for learners / students in a number of
formats. These can be in the form of written documents, documents, videos and digital files.
Examples include but are not limited to:
1. Information collected during admission application:
 Directory information – name, email address, and contact details.
 Data about personal circumstance – family background, previous schools attended,
academic performance, good moral standing, disciplinary record, medical records.
 Information obtained during interviews and during admissions/entrance tests,
psychological evaluations

2. Information collected or generated after enrolment and during the

learner’s/student’s course of stay in Colegio ng Lungsod ng Batangas:
 Academic and or curricular undertakings- subjects/classes enrolled, scholastic
performance, learner/student’s progress report, attendance record, etc.
 Co-curricular engagements – outreach /community development activities,
internship/OJT requirements
 Extra-curricular activities – membership in student organizations, competitions, and
study tours, participation and attendance to seminars and forums, etc.
 Disciplinary incidents including investigation reports and accompanying sanctions
 Personality/psychological assessments and counseling logs/reports
 Health and dental records, annual physical reports, and health profile
 Other forms of data like pictures or videos of various school activities, thru official
documentation, or thru recordings from closed circuit security televisions installed
within the school premises


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 3. Unsolicited Information

There can be cases in which personal information is sent to or obtained by the agency,
often without prior request. In such cases, the school shall decide if such knowledge
can be legally retained by the school. If it is not relevant to any legitimate interest of
the institution, it shall be disposed of immediately in such a way as to protect the
privacy of the person.

Most of the personal data collected are mandatory, although others are collected on a voluntary
basis. When collecting data, the institution shall notify the person whether the data is needed or
whether consent is needed. Where permission is required, the school can provide clear information
as to why data is being collected and how such data will be used.
V. PROCESSOR OF INFORMATION
The Data Manager of the personal details of its data subjects is Colegio ng Lungsod ng Batangas.
The institution determines the reasons for which personal data concerning students and their
families / guardian are to be processed and how they are processed
In certain situations, personal data can only be outsourced to a third-party processor if a school is
not allowed to share the data by law unless the law allows the school to agree to it. The student or
parent / guardian consents to the third-party processor. When a third-party data processor is
outsourced by the college, the same data security requirements that the school maintains are placed
on the processor.

VI. USE, DISCLOSURE, AND SHARING OF INFORMATION

Control, use and processing of the information is given to authorized school employees. The use
of personal data is focused on the legitimate interest in the educational institution of Colegio ng
Lungsod ng Batangas, including a number of scholarly, administrative, research or statistical
applications.
In accordance with the law and with legitimate interest set out in the Data Privacy Act of 2012,
personal data of learners/students and their families are collected and used for the following
purposes such as, but not limited to:
In line with the legislation and the legitimate interest of the Data Privacy Act of 2012, personally
identifiable information is obtained and used, for example but not limited to, by students / students
and their families:

 Evaluation, application, and eligibility for admission

 Confirmation of incoming or transfer of learners/students or in preparation for
enrolment
 Recording, generating, and maintain learners’/students’ accomplishments/grades

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  Establishing and maintaining student information systems
 Processing scholarship applications, grants, and other forms of financial assistance
 Academic deliberations and evaluations
 Investigating incidents that relate to student behavior
 Implementing disciplinary actions
 Maintaining directories and alumni records
 Compiling and generating reports for statistical and research purposes
 Providing services such as insurance, travel, healthcare, counseling, IT services,
library, sports, recreation, school transport service, parking allocation, campus
mobility, school safety, and security
 Communicating official school announcements
 Posting and sharing intended for marketing and promotional materials regarding
school-related functions, events, projects, school achievements, and other activities
 Soliciting participation and possible involvement in research and surveys
 Publishing communications with journalistic content
 Posting to official social media institution for marketing and advertising
 Documenting activities including live-streaming of events
Colegio ng Lungsod ng Batangas shares, as allowed or required by law, information of students to
pursue the legitimate interest of school, including various academic, administrative, historical and
statistical activities as part of an educative institution.
Colegio ng Lungsod ng Batangas shares, as allowed or required by law, information of students to
pursue the legitimate interest of school, including various academic, administrative, historical and
statistical activities as part of an educative institution.
Colegio ng Lungsod ng Batangas will only share personal information with companies,
organizations, or individuals outside the school if the following circumstances apply:
 With consent: Colegio ng Lungsod ng Batangas will share personal information
with companies, organizations, or individuals outside the school provided that
there is data subject’s written consent to do so.
 For external processing: Colegio ng Lungsod ng Batangas will provide personal
information to partners or other trusted businesses or persons for processing, based
on the school’s instructions and in compliance with the school’s Privacy Policy
and any other appropriate confidentiality and security measures.
 For legal reasons: Colegio ng Lungsod ng Batangas will share personal
information with companies, organizations, or individuals outside the school if the
school has a belief in good faith that access, use, preservation, or disclosure of the
information is reasonably necessary to:
 Meet any applicable law, regulation, legal process, or enforceable governmental
request.
 Enforce applicable Terms of Service, including investigation of potential
violations.
 Detect, prevent, or otherwise address fraud, security, or technical issues.
 Protect against harm to the rights, property, or safety of Colegio ng Lungsod ng

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 Batangas, the students and employees, or the public, as required or permitted by
law.
 In response to a request from law enforcement authorities or government officials;
 When disclosure is necessary for investigations or legal proceedings;
 In any other analogous circumstances.

Colegio Ng Lungsod ng Batangas, through its staff, can share publicly and with the partners
of the school personal details that are not personally identifiable when engaging in research
collaboratively. However, before personal information is transmitted or under a separate
privacy policy, Colegio ng Lungsod ng Batangas and employees will continue maintaining the
security of all personal data and provide notice to users affected.

All personal data supplied and/or revealed by the employee shall be and remain the property
of the Colegio ng Lungsod ng Batangas in the commissioned work with third parties that
involve the use of personal data. All personal data and/or hard copies thereof shall, without
any copies in the hands of the employee or a third party, be returned without delay to the
Collegio ng Lungsod ng Batangas. Any electronic record of personal data is removed from the
employee's and third party's file archive until the work commissioned has been completed.

VII. STORAGE AND RETENTION OF LEARNERS’/STUDENTS’ PERSONAL

INFORMATION
Personal data is stored and transmitted securely in a variety of paper and electronic formats,
including databases that are shared between the school and its different units and or offices.
Colegio ng Lungsod ng Batangas shall retain the learners/students information indefinitely for
historical and statistical purposes, unless otherwise provided by law or by appropriate school
policy. Where retention period is provided, all records after such period will be securely
disposed of.

VIII. RIGHTS AS DATA SUBJECTS

Colegio ng Lungsod ng Batangas recognizes the learner’s/students’ rights with respect to
personal data as provided by the Data Privacy Act of 2012. Should learners/students and or
parents/guardians (for learners below 18 years old) decide to exercise any of these rights, the
school will consider such action and address the same in accordance with the law.
Should there be concerns or questions with respect to data subject rights, this Policy, or any
matter involving the institution’s data privacy, you may contact the Student Services Office of
Colegio ng Lungsod ng Batangas under the Office of the VP for Academics .

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 Email : colegionglungsodngbatangas2017@gmail.com
Landline : +63 402 1443
Address A Delas Alas Drive, Brgy 20, Pob, Batangas City

IX. CHANGES TO THIS POLICY

Colegio ng Lungsod ng Batangas may need to modify, amend, or make changes to this privacy
policy from time to time to reflect the school’s current privacy practices. On such occasions, the
institution will notify all data subjects (learners/students and/or parents/guardians) of material
modification to this policy through the school’s official website and when permissible, other means
of communication. If the institution shall make any changes to this policy, we shall change the
date below which states the most recent date it was updated.

X. OTHER POLICIES OF THE INSTITUTION

Other policies of Colegio ng Lungsod ng Batangas, 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
other provisions which shall remain in full force and effect.

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 COLEGIO NG LUNGSOD NG BATANGAS
PRIVACY POLICY AND CONSENT FORM

Please check the appropriate box:

[ ] Parent of the applicant/ learner/student who is a minor (below 18 years old)
[ ] Legal guardian of the applicant/learner/student who is a minor (below 18 years old)
[ ] Applicant/learner/student 18 years old and above
I hereby acknowledge that I have read, understood, and agreed to the Policy, and consent to the
collection, use, and/or disclosure of my personal/`my child/ward’s personal data for the purposes
set out in the Policy.
By signing this form, I also agree with the following:
a) Republic Act 10173, or the Data Privacy Act of 2012, and other relevant Philippine laws
apply to the collection and processing of my child /ward’s and or my own persona data.
b) I understand that by applying for admission/registering my child/ward or myself as a
learner/student of Colegio ng Lungsod ng Batangas, I am allowing it to collect, use, and
process his/her/my personal data where a legitimate educational interest exists in its
determination, as enumerated in the Policy, similar or related circumstances.
c) By providing personal information to Colegio ng Lungsod ng Batangas, I am
confirming that the data is true and correct. I understand that Colegio ng Lungsod ng Batangas
reserves the right to revise any decision made on the basis of the information I provide should
the information be found to be untrue or incorrect.
d) I am not relying upon any oral or written representations or statements made by
Colegio ng Lungsod ng Batangas other than what is set forth in this consent form.
e) Any issue that may arise in connection with the processing of my/child/ward’s personal
information will be settled amicably with Colegio ng Lungsod ng Batangas before resorting to
the appropriate court proceedings only in Quezon City, Philippines.
NAME OF LEARNER:
YEAR LEVEL:
SHS STRAND/COLLEGE PROGRAM (if applicable):
SIGNATURE OF LEARNER: (if 18 y/o and above): _
SIGNATURE OF PARENT /GUARDIAN:
PRINTED NAME OF PARENT/GUARDIAN:
DATE:

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