Privacy Policy

Effective / Last Updated: October 11, 2026

This Privacy Policy explains how [School Name] ("the School," "we," "us") collects, uses, stores, and protects personal information through LYCEO, our school management system, in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

1Who We Are

LYCEO is operated by [School Name], located at [School Address]. For any question about this policy or your personal data, see the Contact Us section below.

2Information We Collect

We collect different information depending on your role:

• Students: full name, Learner Reference Number (LRN), date and place of birth, gender, religion, nationality, address, contact number, photo, emergency contact details, and enrollment documents you upload (birth certificate, report card / Form 138, good moral certificate, previous school records).
• Parents / Guardians: full name, contact number, email address, Facebook account (name and profile link), and relationship to the student(s) you register.
• Faculty, Registrar and Cashier (school staff): full name, employee ID, contact number, address, date hired, email address, and account credentials. The same email address may be used for more than one staff role of the same person.
• Fees & payments: fees charged to a student, payment amounts, payment method, reference numbers, receipts, and the permit payment and permit-issued records the school keeps.
• Academic records: grades, activity scores, schedules, and clearance status generated as you use the system.
• Evaluation responses: ratings and optional comments you give about teachers or the school. These are stored anonymously — your name or account is not saved with your answers. The system only records that you already submitted an evaluation (to prevent duplicates), and results are shown to the school only as averages and comments once enough responses are received.
• Account & usage data: login timestamps, and technical data such as session cookies (see our Cookie Policy).

3How We Use Your Information

• To process enrollment applications and maintain official academic records
• To compute grades according to DepEd's grading guidelines
• To let teachers post classroom activities and record scores
• To let parents and students view grades, activities, and notifications
• To send account-related notices, such as one-time login codes and enrollment status updates, by email or SMS
• To maintain the security and integrity of the system

4Legal Basis for Processing

We process personal information on the basis of your consent (given when you register or submit an enrollment application), our legal obligations as a school under Philippine education law, and our legitimate educational interest in maintaining accurate academic records. Where we process sensitive personal information (such as religion), we do so only with your explicit consent and only for the purposes stated in this policy.

5Who Can See Your Information

Access inside LYCEO is role-based — each account only sees what its role needs:

Role	Can access
Admin / Registrar	Full academic records and enrollment documents, for processing enrollment and maintaining official records
Cashier	Fees, balances and payments of students, plus the student details needed to record a payment
Faculty	Records of students in their own assigned sections/subjects only
Student	Their own grades, activities, and notifications
Parent	Their own registered child(ren)'s records only

Uploaded documents (birth certificate, report card, good moral certificate) are restricted to individually-generated link, shows identification details (name, LRN, grade/section, birth date, address, contact, emergency contact) for on-campus identification purposes.

6Sharing With Third Parties

We do not sell personal information. We share the minimum necessary data with:

• Our email service provider, solely to deliver login codes and notifications
• Our SMS service provider (if enabled by the school), solely to deliver enrollment status notices

We do not share personal information with any other third party except where required by law.

7Data Retention

We retain student academic records for as long as required by DepEd and Philippine records retention rules, and for [X years] after a student leaves the school, after which records are archived or securely disposed of. Account data for unenrolled/inactive users is deactivated rather than immediately deleted, to preserve the integrity of historical academic records.

8How We Protect Your Information

• Passwords are encrypted and never stored or visible in plain text
• Every page and file is protected by role-based access control and login verification
• Confidential documents (birth certificates, report cards, etc.) are restricted to Admin and Registrar accounts only
• All form submissions are protected against cross-site request forgery (CSRF)

9Your Rights

Under the Data Privacy Act of 2012, you have the right to:

• Be informed that your personal data is being processed (this policy)
• Access your own personal data held in the system
• Request correction of inaccurate data
• Object to or withdraw consent for processing, subject to our legal obligations as a school
• Request erasure or blocking of data, where legally permitted
• File a complaint with the National Privacy Commission (NPC) if you believe your rights have been violated

To exercise any of these rights, contact us using the details below.

10Children's Data

Many LYCEO users are minors. We collect student data only for legitimate educational and administrative purposes, with the consent of a parent or guardian obtained during registration/enrollment, and we do not knowingly use children's data for any purpose beyond what is described in this policy.

11Cookies

LYCEO uses a small number of strictly necessary cookies to keep you securely logged in. See our Cookie Policy for the full list and details.

12Changes to This Policy

We may update this policy from time to time. Material changes will be posted on this page with an updated effective date above.

13Contact Us