Data Privacy Notice

How GRC uses your personal data

Under the Data Privacy Act of 2012 (Republic Act No. 10173).

In short

Global Reciprocal Colleges keeps the personal data in this system to enroll students, keep their records, collect payments and run the school. It uses the data for nothing else.
Each form tells you what it asks for, why, and who can see it.
You decide whether to agree. You also have rights over your data, listed below.

Who this notice is for

Global Reciprocal Colleges (“GRC”, “the school”) is responsible for the personal data in this system under the Data Privacy Act of 2012 (Republic Act No. 10173). This notice is for:

Applicants and incoming freshmen: People whose details Admission records before they have paid or signed in for the first time.
Current students: Every Freshman, Transferee, Returnee and Existing student, whether Regular or Irregular, and anyone who signs in to take part in enrollment.
Former students: Graduates and students who withdrew or left. Their academic records stay in the system for as long as the school needs them (see “How long we keep your data”).
Professors and faculty: Professors who set up an account, state their availability and subject preferences, and are assigned sections.
Staff who use the system: Admission, Registrar, Accounting, Program Heads, Deans, the Executive Director and IT Control. Their name, work email, role and the actions they take in the system are also personal data.
People who take a queue number: A queue number is tied to a student and their email address. The public queue link shows only a number and its status, never a name or any other detail.
Parents, guardians and other people you name: The system does not ask for these details now. If a form ever does, this notice applies to them too, and you should give only the details of people who know and agree.

What we keep, why, and who sees it

The law treats some of what the school keeps as sensitive personal information: your age (birth date) and your education records (grades, credits, Transcript of Records). That is why we ask you to read this notice and agree before you use the system.

Identity and contact details

What we keep

Full name (first, middle, last and suffix) and student number
Email address and contact number
Home address (street or barangay, town or city, province)
Gender, birth date and citizenship

Why we keep it

Create and identify your student record and account.
Contact you: account-setup emails, your queue number and notices about your enrollment.
Print your name and details on the Certificate of Registration and other school documents.
Prepare the enrollment, graduate and NSTP lists that CHED and the NSTP program require the school to report.
Check who you are when you ask for a correction.

Who sees it

Admission Staff, who enter and correct it
Registrar Head and Registrar Staff, for records and required reports
Accounting Staff: name, student number and payment details only
Program Heads and Deans: students of their own college, to advise and approve enrollment
Professors: the class lists of their own sections
IT Control: name and login email, to manage accounts
You, on your own profile

Your birth date shows your age, which the law treats as sensitive personal information.

Academic and enrollment records

What we keep

Program, year level, student type and curriculum
The subjects and sections you enroll in, adds, drops and withdrawals
Grades, credited subjects from another school, honors and graduation status
Your Certificate of Registration, grade slips and prospectus

Why we keep it

Enroll you, build schedules and class lists, and keep seats fair.
Record and release your grades, work out your standing and decide credits.
Check whether you are a Regular or Irregular student and what you may enroll in.
Issue the Certificate of Registration, grade slips and records you ask for.
Plan the school's sections and rooms using counts that do not name you.

Who sees it

You
Professors: the grades of their own sections
Program Heads and Deans: their own college, for advising, approvals and planning
Registrar Head and Registrar Staff
Executive Director: summaries and approvals

Your grades and other education records are sensitive personal information under the law.

Admission documents and Transcript of Records

What we keep

Which admission requirements you have handed in
For Transferees and Returnees: the Transcript of Records you upload and the subjects taken elsewhere

Why we keep it

Confirm you meet the admission requirements.
Credit subjects you already passed elsewhere: the Program Head maps them and the Registrar Head approves them.

Who sees it

Admission Staff
The Program Head of your college and the Registrar Head, for credit mapping
You

A Transcript of Records is an education record.

Billing, payments and queue number

What we keep

Your assessment, the payments you make (amount, date and reference) and any scholarship or discount
Whether you are a scholar or a payee
Your queue number and where it stands

Why we keep it

Bill you correctly and confirm your payment.
Let the Cashier call you in order.
Release your Certificate of Registration after payment and keep the school's accounting records.

Who sees it

Accounting Staff
Registrar Head and Registrar Staff: payment status
You

Requests you make

What we keep

A request to change your name, email or address, and your reason
A withdrawal request and your reason
Requests to change a section or add or drop a subject

Why we keep it

Let the school review and decide on your request and keep a record of the decision.

Who sees it

Admission Staff: requests to change your details
Registrar Head and Registrar Staff: withdrawals and enrollment requests
Your Program Head: section and subject requests
You

Your account and sign-in

What we keep

Your login email and your password, which is stored scrambled so nobody can read it
One-time codes sent to your email
The time and network address of sign-ins and a log of the important actions taken in the system

Why we keep it

Make sure only you can open your account.
Protect accounts and look into problems or misuse.

Who sees it

IT Control: account status and login email
The Registrar Head and the system administrator, who can read the activity log
You

Professor and staff details

What we keep

Name, work email, college or department and master’s degree
A professor’s availability, subject preferences, teaching load and the sections assigned

Why we keep it

Create and secure the account.
Build the class schedule, assign sections fairly and check teaching loads.
Show your name on schedules, class lists, grade sheets and approvals.

Who sees it

Program Heads, Deans and the Executive Director, for scheduling and approvals
Registrar Head and Registrar Staff
IT Control: name and login email
The students in your class lists see your name

Inside the school, only the roles listed above can see your data, and only what their work needs.
We do not sell or rent your data, and we do not use it for advertising.
We share it outside the school only when the law or a government office requires it (for example the reports CHED and the NSTP program ask for), or with the providers that host the system and send its emails, who may use it only to run the system for the school.
If you choose Sign in with Google, Google tells us that your email is verified. We never receive your Google password.

How long we keep your data

We keep your data only as long as it is needed for the purposes above and for as long as the law and CHED’s rules require the school to keep student records.
The school’s records-retention schedule decides the exact periods. Ask the contact below if you want to know how long a particular record is kept.

How we protect it

Every role sees only what its work needs.
Passwords are stored scrambled. Setup and reset codes expire and work once.
The system may ask for a one-time code sent to your email when you sign in.
Changes to records and important actions are written to an activity log.
Signing out ends your session and clears half-typed forms from the computer.
If personal data is lost or exposed in a way that puts people at risk, the school tells the people affected and the National Privacy Commission, as the Data Privacy Act requires.

What we ask of you

Keep your password and one-time codes to yourself, and sign out on a shared computer.
Give true and current details, and tell the school when they change.
If you are under 18, read this notice together with a parent or guardian.

If you work with student records

Use the personal data of students and colleagues only for the work you are assigned.
Do not look up people you have no work reason to look up.
Do not copy, photograph, post or send student data outside the system.
Keep your password and codes private, and sign out on shared computers.
Report a mistake, a loss or a suspected breach to the contact below right away.
Your access and what you do in the system are logged.

Your rights

To be informed: To know what is collected, why, and who sees it. This notice and the short notice beside each form do that.
To object: To object to the processing of your personal data, including a change in how it is used.
To access: To ask what personal data the school holds about you and to get a copy.
To correct: To have wrong or outdated details fixed. A student can ask on the Student Information page; Admission checks it against the official documents before changing the record.
To remove or block: To ask that data be removed or blocked when it is incomplete, false, unlawfully obtained or no longer needed, except for records the school must keep by law.
To receive your data: To ask for your data in a commonly used electronic format where it is processed electronically.
To complain and to claim damages: To file a complaint with the National Privacy Commission, and to be paid damages for harm caused by inaccurate, false or unlawfully obtained data.

You can also file a complaint with the National Privacy Commission at privacy.gov.ph.

Who to ask

To use any of your rights, to ask a question about this notice, or to report a problem with personal data, write to:

Loading the contact details…

Who this notice is for

Global Reciprocal Colleges (“GRC”, “the school”) is responsible for the personal data in this system under the Data Privacy Act of 2012 (Republic Act No. 10173). This notice is for:

Applicants and incoming freshmen

People whose details Admission records before they have paid or signed in for the first time.

Current students

Every Freshman, Transferee, Returnee and Existing student, whether Regular or Irregular, and anyone who signs in to take part in enrollment.

Former students

Graduates and students who withdrew or left. Their academic records stay in the system for as long as the school needs them (see “How long we keep your data”).

Professors and faculty

Professors who set up an account, state their availability and subject preferences, and are assigned sections.

Staff who use the system

Admission, Registrar, Accounting, Program Heads, Deans, the Executive Director and IT Control. Their name, work email, role and the actions they take in the system are also personal data.

People who take a queue number

A queue number is tied to a student and their email address. The public queue link shows only a number and its status, never a name or any other detail.

Parents, guardians and other people you name

The system does not ask for these details now. If a form ever does, this notice applies to them too, and you should give only the details of people who know and agree.

What we keep, why, and who sees it

Identity and contact details

What we keep

Full name (first, middle, last and suffix) and student number
Email address and contact number
Home address (street or barangay, town or city, province)
Gender, birth date and citizenship

Why we keep it

Create and identify your student record and account.
Contact you: account-setup emails, your queue number and notices about your enrollment.
Print your name and details on the Certificate of Registration and other school documents.
Prepare the enrollment, graduate and NSTP lists that CHED and the NSTP program require the school to report.
Check who you are when you ask for a correction.

Who sees it

Admission Staff, who enter and correct it
Registrar Head and Registrar Staff, for records and required reports
Accounting Staff: name, student number and payment details only
Program Heads and Deans: students of their own college, to advise and approve enrollment
Professors: the class lists of their own sections
IT Control: name and login email, to manage accounts
You, on your own profile

Your birth date shows your age, which the law treats as sensitive personal information.

Academic and enrollment records

What we keep

Program, year level, student type and curriculum
The subjects and sections you enroll in, adds, drops and withdrawals
Grades, credited subjects from another school, honors and graduation status
Your Certificate of Registration, grade slips and prospectus

Why we keep it

Enroll you, build schedules and class lists, and keep seats fair.
Record and release your grades, work out your standing and decide credits.
Check whether you are a Regular or Irregular student and what you may enroll in.
Issue the Certificate of Registration, grade slips and records you ask for.
Plan the school's sections and rooms using counts that do not name you.

Who sees it

You
Professors: the grades of their own sections
Program Heads and Deans: their own college, for advising, approvals and planning
Registrar Head and Registrar Staff
Executive Director: summaries and approvals

Your grades and other education records are sensitive personal information under the law.

Admission documents and Transcript of Records

What we keep

Which admission requirements you have handed in
For Transferees and Returnees: the Transcript of Records you upload and the subjects taken elsewhere

Why we keep it

Confirm you meet the admission requirements.
Credit subjects you already passed elsewhere: the Program Head maps them and the Registrar Head approves them.

Who sees it

Admission Staff
The Program Head of your college and the Registrar Head, for credit mapping
You

A Transcript of Records is an education record.

Billing, payments and queue number

What we keep

Your assessment, the payments you make (amount, date and reference) and any scholarship or discount
Whether you are a scholar or a payee
Your queue number and where it stands

Why we keep it

Bill you correctly and confirm your payment.
Let the Cashier call you in order.
Release your Certificate of Registration after payment and keep the school's accounting records.

Who sees it

Accounting Staff
Registrar Head and Registrar Staff: payment status
You

Requests you make

What we keep

A request to change your name, email or address, and your reason
A withdrawal request and your reason
Requests to change a section or add or drop a subject

Why we keep it

Let the school review and decide on your request and keep a record of the decision.

Who sees it

Admission Staff: requests to change your details
Registrar Head and Registrar Staff: withdrawals and enrollment requests
Your Program Head: section and subject requests
You

Your account and sign-in

What we keep

Your login email and your password, which is stored scrambled so nobody can read it
One-time codes sent to your email
The time and network address of sign-ins and a log of the important actions taken in the system

Why we keep it

Make sure only you can open your account.
Protect accounts and look into problems or misuse.

Who sees it

IT Control: account status and login email
The Registrar Head and the system administrator, who can read the activity log
You

Professor and staff details

What we keep

Name, work email, college or department and master’s degree
A professor’s availability, subject preferences, teaching load and the sections assigned

Why we keep it

Create and secure the account.
Build the class schedule, assign sections fairly and check teaching loads.
Show your name on schedules, class lists, grade sheets and approvals.

Who sees it

Program Heads, Deans and the Executive Director, for scheduling and approvals
Registrar Head and Registrar Staff
IT Control: name and login email
The students in your class lists see your name

Sharing your data

Inside the school, only the roles listed above can see your data, and only what their work needs.

We do not sell or rent your data, and we do not use it for advertising.

We share it outside the school only when the law or a government office requires it (for example the reports CHED and the NSTP program ask for), or with the providers that host the system and send its emails, who may use it only to run the system for the school.

If you choose Sign in with Google, Google tells us that your email is verified. We never receive your Google password.

How long we keep your data

We keep your data only as long as it is needed for the purposes above and for as long as the law and CHED’s rules require the school to keep student records.

The school’s records-retention schedule decides the exact periods. Ask the contact below if you want to know how long a particular record is kept.

How we protect it

Every role sees only what its work needs.

Passwords are stored scrambled. Setup and reset codes expire and work once.

The system may ask for a one-time code sent to your email when you sign in.

Changes to records and important actions are written to an activity log.

Signing out ends your session and clears half-typed forms from the computer.

If personal data is lost or exposed in a way that puts people at risk, the school tells the people affected and the National Privacy Commission, as the Data Privacy Act requires.

If you work with student records

Use the personal data of students and colleagues only for the work you are assigned.

Do not look up people you have no work reason to look up.

Do not copy, photograph, post or send student data outside the system.

Keep your password and codes private, and sign out on shared computers.

Report a mistake, a loss or a suspected breach to the contact below right away.

Your access and what you do in the system are logged.

Your rights

To be informed

To know what is collected, why, and who sees it. This notice and the short notice beside each form do that.

To object

To object to the processing of your personal data, including a change in how it is used.

To access

To ask what personal data the school holds about you and to get a copy.

To correct

To have wrong or outdated details fixed. A student can ask on the Student Information page; Admission checks it against the official documents before changing the record.

To remove or block

To ask that data be removed or blocked when it is incomplete, false, unlawfully obtained or no longer needed, except for records the school must keep by law.

To receive your data

To ask for your data in a commonly used electronic format where it is processed electronically.

To complain and to claim damages

To file a complaint with the National Privacy Commission, and to be paid damages for harm caused by inaccurate, false or unlawfully obtained data.

You can also file a complaint with the National Privacy Commission at privacy.gov.ph.