Privacy Policy

Introduction

Welcome to the Taysan Senior High School Evaluation Management System (TSHSEMS). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our academic evaluation and management system.

By using TSHSEMS, you agree to the collection and use of information in accordance with this policy. We are committed to protecting your privacy and ensuring the security of your personal data in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) and DepEd regulations.

Information We Collect

1. Personal Information

We collect the following types of personal information:

• Student Information: Name, student ID number, contact details, academic records, grades, attendance records, enrollment history, and emergency contact information
• Teacher Information: Name, employee ID, contact details, teaching assignments, and professional qualifications
• Administrator Information: Name, employee ID, contact details, role designation, and administrative permissions
• Account Information: Username, email address, encrypted password, and login activity logs

2. Academic Data

We process academic information including:

• Assessment scores (Written Work, Performance Tasks, Quarterly Assessments)
• Quarterly grades and General Weighted Averages (GWA)
• Attendance records and tardiness logs
• Subject enrollments and class schedules
• Academic honors and achievements

3. System Usage Information

We automatically collect certain information when you use the system:

• Login timestamps and IP addresses
• Browser type and device information
• Pages visited and features accessed
• Grade changes and audit trail information
• System activity logs

How We Use Your Information

We use the collected information for the following purposes:

• To provide and maintain the evaluation management system
• To process and calculate grades according to DepEd standards
• To track and record student attendance
• To generate academic reports and transcripts
• To facilitate communication between teachers, students, and administrators
• To ensure compliance with DepEd policies and regulations
• To maintain audit trails for grade changes and system modifications
• To improve system functionality and user experience
• To ensure system security and prevent unauthorized access
• To fulfill legal and regulatory requirements

Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encrypted password storage using industry-standard hashing algorithms
• Role-based access control to limit data access to authorized personnel only
• Secure HTTPS connections for all data transmission
• Regular database backups to prevent data loss
• Comprehensive audit logs for all grade modifications
• Regular security updates and system maintenance
• Firewall protection and intrusion detection systems

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We continuously work to improve our security measures.

Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Within the School: With authorized teachers, administrators, and staff who need access to perform their duties
• With Parents/Guardians: Academic records may be shared with parents or legal guardians of students
• DepEd Compliance: Reports and data required by the Department of Education for regulatory compliance
• Legal Requirements: When required by law, court order, or government regulation
• Academic Transfers: With other educational institutions when students transfer (with proper authorization)

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with legal and regulatory requirements:

• Academic Records: Maintained permanently for historical and transcript purposes
• Attendance Records: Retained for a minimum of 5 years as per DepEd guidelines
• Grade Audit Logs: Maintained indefinitely for compliance and verification purposes
• User Accounts: Soft-deleted data retained for audit trail purposes
• System Activity Logs: Retained for 2 years for security and troubleshooting

Your Rights

Under the Data Privacy Act of 2012, you have the following rights:

• Right to Access: Request access to your personal data stored in the system
• Right to Correction: Request correction of inaccurate or incomplete personal data
• Right to Object: Object to processing of your personal data under certain circumstances
• Right to Data Portability: Request a copy of your data in a structured, commonly used format
• Right to Erasure: Request deletion of your personal data (subject to legal retention requirements)
• Right to Lodge a Complaint: File a complaint with the National Privacy Commission if you believe your rights have been violated

To exercise these rights, please contact the school's Data Protection Officer through the contact information provided below.

Cookies and Tracking Technologies

TSHSEMS uses session cookies and local storage to maintain your login state and improve your user experience. These technologies help us:

• Keep you logged in during your session
• Remember your preferences and settings
• Protect against unauthorized access and security threats
• Analyze system usage to improve functionality

You can configure your browser to refuse cookies, but this may limit your ability to use certain features of the system.

Children's Privacy

TSHSEMS is designed for use by senior high school students (typically ages 16-18), teachers, and administrators. We take special care to protect the privacy of minor students. Parents and guardians have the right to access, review, and request correction of their child's information. For students under 18 years of age, parental consent may be required for certain data processing activities as mandated by law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify users of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of the system after changes are posted constitutes your acceptance of the updated policy.