Who we are
St. Michael Academy (“the Academy”, “we”) is a Catholic school, from Nursery to Grade 12, on Borja Street, Goa, Camarines Sur, Philippines. Under Republic Act No. 10173, the Data Privacy Act of 2012, we are the personal information controller for the information described in this notice. That means we decide how it is used, and we are responsible for protecting it.
What we collect and why
We only collect personal information in the four places below, and only for the reasons given.
Preliminary application form
- What we collect
- The parent’s name and email address, and the student’s full name, the grade level they are applying for, their current general weighted average (GWA) and their religion.
- Why
- To review the application and contact you about the next steps of admission.
- Handled by
- Tally, the online form service that stores the answers, and our admissions staff.
A student’s grades and religion are sensitive personal information under the law. We ask for them only to assess the application, and we process them only with your consent, which you give when you submit the form.
Campus tour booking
- What we collect
- Your name, email address and mobile number, the grade level your child is applying for, the number of visitors, and any note you add.
- Why
- To schedule your visit, confirm it by email, let our admissions team prepare for it, and handle any change or cancellation.
- Handled by
- Calendly, which takes the booking; Google, which holds our tour log (Google Sheets) and sends your confirmation (Gmail); and Slack, where our admissions team receives a short notice with your name, tour time, grade level and number of visitors, but never your email address or phone number.
Ask Arch, our chat assistant
- What we collect
- The messages you type, and a random code that keeps one conversation together. Arch does not ask for your name or contact details.
- Why
- To answer your questions about the Academy.
- Handled by
- OpenAI, whose AI model writes Arch’s replies, and our own automation server, which keeps a short-term record of each conversation.
Please don’t share sensitive details such as health information, ID numbers or a student’s grades in the chat. For anything personal, contact us directly instead.
When you contact us
If you call, email or message us on Facebook, we use your name, contact details and what you tell us only to reply to you.
When you browse this site
- We don’t use analytics, advertising or tracking cookies.
- Your browser remembers, on your own device, whether you closed the announcement bar. The chat window may also keep its conversation code there. Neither is sent to us.
- To display the page, your browser downloads fonts from Google Fonts and the chat window from jsDelivr. Like any website, these services receive your device’s IP address when they deliver those files.
- The application form (Tally) and tour booking page (Calendly) open on those services’ own websites, which have their own privacy policies.
Who handles your information
We never sell or rent personal information. Inside the Academy, only the staff who need it for the purposes above can see it.
The services named in this notice process information on our behalf: Tally, Calendly, Google, Slack and OpenAI. Our automation software (n8n) runs on a server rented from Hostinger and moves information between them. Some of these companies store data outside the Philippines, for example in the United States or the European Union. We choose providers with established security practices, and we share only what each one needs to do its job.
We don’t disclose personal information to anyone else unless the law requires it.
How long we keep it
- Application forms: until admission for that school year is decided. If the student enrolls, the information becomes part of their school record.
- Tour bookings: one year after the tour date.
- Chat conversations: no longer than 30 days.
- Messages you send us: as long as needed to deal with your enquiry.
After that, we delete the information or make it anonymous.
How we protect it
Our accounts are protected by passwords and limited to authorized staff, information travels over encrypted (HTTPS) connections, and automated notices to our team leave out contact details. No system is perfectly secure. If a breach ever puts your information at risk, we will notify you and the National Privacy Commission as the law requires.
Your rights
Under the Data Privacy Act you have the right to:
- Be informed about how your information is collected and used, which is what this notice is for;
- Access the information we hold about you;
- Object to processing, and withdraw consent you have given;
- Correct information that is inaccurate or incomplete;
- Erasure or blocking of information that is no longer needed or was processed unlawfully;
- Data portability: to receive a copy in a commonly used electronic format;
- Damages for harm caused by inaccurate, incomplete or unlawfully used information;
- File a complaint with the National Privacy Commission.
Parents and guardians exercise these rights on behalf of their children who are minors.
Contact our Data Protection Officer
To use any of your rights or to ask about this notice, contact our Data Protection Officer. Please tell us which information your request is about.
- Email st.michael.academy.edu@gmail.com, with the subject “Data privacy request”
- Phone +63 976 305 9376
- In person or by post Data Protection Officer, St. Michael Academy, Borja Street, Goa, Camarines Sur
If you are not satisfied with our answer, you can file a complaint with the National Privacy Commission (opens in a new tab).
Changes to this notice
We will update this notice when we change how we handle personal information, for example when we add a new form or service. The date at the top shows when it last changed.