data privacy policy

How we protect, collect, and handle your personal information

Information Collected

When you complete and submit a certification request form, our system collects the following specific data fields visible on the form interface:

  • Full Name (Student or Requester)

  • Email Address

  • Student ID / Learner Reference Number (LRN)

  • Contact Number (Mobile/Telephone)

  • Type of Certification Requested (e.g., Certification of Grades, Transfer/Good Moral, Academic Status)

  • Verification Documents (Uploaded ID and supporting verification attachments)

Purpose of Collection

The information gathered through this certification request form is processed strictly for legitimate administrative and academic purposes, specifically:

  1. Identity Verification: Validating your student records, Student ID, or LRN against school database archives to prevent unauthorized certificate issuance or impersonation.

  2. Request Processing: creating, printing, and official signing of the requested school certification documents.

  3. Transactional Notifications: Sending real-time request status updates, confirmation messages, and collection instructions via email or automated SMS.

  4. Audit & Verification Logging: Maintaining a secure transaction log for administrative tracking and anti-fraud verification.

Legal Basis for Processing

  • Data submitted through this form is processed pursuant to Section 12(a) and 13(a) of RA 10173 based on your explicit consent provided upon form submission, and Section 12(e) for the performance of the institution’s official administrative functions.

Data Protection & Access Control

  • Restricted Access: Access to submitted form entries and uploaded ID verifications is restricted strictly to authorized school registrars and administrative staff.

  • Non-Disclosure: Your personal information and uploaded verification documents will never be sold, rented, or shared with unauthorized third parties. Automated SMS and email notifications are handled through secure service providers bound by strict data processing confidentiality agreements.

Retention & Secure Disposal

Form entries and uploaded ID verification images are retained in the portal database only for as long as necessary to complete the certificate verification, processing, and mandatory institutional audit period. Once the retention period lapses, digital records and uploaded image files are permanently deleted from the system.

Rights of the Data Subject

As a Data Subject under RA 10173, you have the right to request access to your submitted request data, ask for correction of inaccurate entries, or lodge inquiries regarding how your request details are stored.

 

For inquiries or privacy assistance regarding this request form, contact the administrative office at 100626@deped.gov.ph or the official school administration.

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