PRIVACY NOTICE OF IMMACULATE CONCEPTION ACADEMY

Immaculate Conception Academy of San Juan, Inc. (“ICA”, “School”, “We”, “Us”, “Our”) respects and protects the privacy, confidentiality, and integrity of personal data entrusted to it by its students, parents and/or official guardians, employees, applicants, service providers, and other stakeholders.

This Privacy Notice explains how the School collects, uses, stores, shares, retains,  and disposes of personal data in accordance with Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and issuances of the National Privacy Commission (NPC).

This Notice forms part of the School’s commitment to ensure that personal data is processed only for lawful, legitimate, and proportionate purposes in relation  to its educational, administrative, health, welfare, safety, security, and institutional  functions.

1. Identity of the Personal Information Controller 

The Personal Information Controller (PIC) is: 

Immaculate Conception Academy of San Juan, Inc. 

10 Grant St., Greenhills, San Juan City 

The School determines the purposes and means of processing personal data in 

connection with its operations.  

2. Scope of Processing

This Privacy Notice applies to all personal data processed by the School in relation to:

• Admission and enrollment
• Academic and student formation processes
• Health and welfare services
• Student documentation and media activities
• Safety and security systems
• Legal, regulatory, and institutional compliance
• This includes data relating to:
• Students and applicants
• Parents, official guardians, and authorized fetchers
• Other individuals connected with school operations

3. Personal Data Collected

Depending on the nature of the transaction, ICA may collect:

A. Student Information

• Full name, date of birth, age, gender, citizenship
• Address and contact details
• Student ID, grade level/section
• Academic records, attendance, conduct records
• Participation and activity records
• Scholarship or financial assistance data

B. Parent / Official Guardian Information

• Name, contact details, address
• Relationship to student
• Emergency contact information
• Photograph

C. Authorized Fetcher Information

• Name, relationship, contact details
• Identification details and photograph

D. Health and Welfare Information

• Medical and dental record
• Clinic consultations and health declarations
• Immunization data
• Guidance and counseling records

E. Safety and Security Data

• ID and access records
• Entry and exit logs and gate data
• Facial recognition data
• CCTV footage

F. Student Media and Documentation

• Photos, videos, and audio recordings
• Student name, image, voice, and participation

4. Basis for Processing

Personal data is processed based on:

• Consent (when required)
• Contract (e.g., enrollment and education)
• Legal obligation
• Protection of life and health
• Legitimate interests of the School
• Public authority or institutional function

Processing is necessary for admission, enrollment, continued stay, and provision of educational services.

5. Manner of Collection

Data may be collected through:

• Admission and enrollment forms
• School records and reports
• Guidance and clinic forms
• Online portals, LMS, and SIS
• Email and communication tools
• ID systems, gate systems, CCTV
• School activities, interviews, and assessments

6. Purposes of Processing

The School processes personal data for:

• Educational and Administrative
• Admission, enrollment, and registration
• Academic evaluation, placement, and promotion
• Graduation and recognition

7. Use and Disclosure of Personal Data

Personal data is used only for declared purposes and accessed only by authorized personnel. The School may share data with:

• Government agencies (e.g., Department of Education)
• Accrediting bodies (e.g., PAASCU, IB)
• Educational platforms and service providers (e.g., Microsoft, Google, Zoom)
• Testing and assessment providers
• School contractors (e.g., photographers, yearbook providers)

All disclosures are limited, necessary, and protected by safeguards and agreements.

8. Student Media and CCTV

Media Use

Student images, videos, and recordings may be used for:

• Documentation and archives
• Publications and official platforms

CCTV Use

CCTV systems are used for:

• Campus safety and monitoring
• Incident review and investigations

Cameras are not installed in private areas such as restrooms or
changing rooms.

9. Storage, Retention, and Disposal

Storage

Data is stored in:

• Secure physical files and locked cabinets
• Password-protected systems
• Secure servers and databases

Retention
Data is retained:

• During enrollment; and
• Afterward, as required by law or institutional purposes

Some academic records may be retained long-term or indefinitely.

Disposal

Data is securely disposed through:

• Shredding
• Secure deletion
• Anonymization or destruction

10. Risks and Protection Measures

Risks

• Unauthorized access or disclosure
• Data loss or misuse
• System vulnerabilities

Safeguards

• Organizational: policies, DPO, staff training
• Physical: controlled access, secure storage
• Technical: passwords, encryption, system monitoring

11. Personal Data of Minors

As ICA primarily serves minors, data processing is conducted with strict regard for child protection laws. Parental or guardian involvement is required where applicable.

12. Rights of Data Subjects

You have the right to:

• Be informed
• Access your data
• Object to processing
• Correct inaccuracies
• Request deletion or blocking
• Request data portability
• Claim damages
• File a complaint

Requests may require identity verification and are subject to legal and
institutional limitations.

13. Duration of Processing

Processing remains valid:

• While the student is enrolled; and
• Afterward, only as necessary for lawful purpose

14. Duration of Processing

Processing remains valid:

• Data Protection Officer: Immaculate Conception Academy, 10 Grant St., Greenhills, San Juan City
• Email: dpo@icagh.edu.ph
• Number: 87237041-48

15. Amendments and Review

This Privacy Notice takes effect upon approval and remains valid until revised. The School reserves the right to update this Notice to ensure compliance with applicable laws and institutional requirements.