Online admission privacy notice

Who is responsible for your information

College of Subic Montessori, Subic Bay Campus is the personal information controller for information processed through this admission portal. This notice explains how the school handles information about applicants, students, parents, and guardians.

Information we process

We process account and contact details; the submitter's name and relationship to the student; the student's name, birthdate, previous school, and address; guardian details; selected program and school year; application status, requirements, finance-clearance and payment information; and submission and account activity dates.

We also process limited technical and security information needed to operate and protect the portal, such as authentication sessions, verification records, security-check results, and hashed rate-limit records. Cloudflare Turnstile receives the information needed to perform its security check, which may include the user's IP address.

Information comes from the person using the portal, authorized school staff, existing school records linked for returning students, and the portal's account and security activity.

Why we process it

We process this information to create and secure admission accounts; receive, verify, and review applications; communicate with applicants; check requirements and finance clearance; prevent abuse and duplicate submissions; maintain school records; and prepare enrollment records after approval.

Depending on the information and purpose, processing is based on steps requested before enrollment, the school's legitimate interests in administering admissions and protecting the portal, compliance with applicable education and legal obligations, and consent when the law requires it. Education information is sensitive personal information under Philippine law and receives additional protection.

The portal performs automated security checks and workflow updates, but admission and enrollment decisions are not made solely by automated processing.

Who receives it

Authorized registrar, finance, academic, and administrative staff may access information when needed for admission, enrollment, student-record, finance, security, or legal work. The school also uses service providers for hosting, database, authentication, email, and security services. These providers process information for the school under applicable safeguards.

Information may also be disclosed when required by law, to protect legal rights or safety, or to respond to lawful requests from public authorities. Some service providers may process information outside the Philippines, subject to contractual and other appropriate safeguards.

Children and guardian submissions

Many applicants are children. A parent or guardian submitting for a child must be authorized to provide the child's information. Students, parents, and guardians may contact the school for a plain-language explanation of this notice or help exercising privacy rights.

Retention and security

The school retains information only for as long as necessary for admission, enrollment, student-record, audit, security, and legal purposes, following its records-retention schedule and applicable law. Information that is no longer required is securely deleted, anonymized, or disposed of.

The school uses reasonable organizational, physical, and technical safeguards, including access controls, authentication, security checks, and activity records. No online service can guarantee absolute security.

Your privacy rights

Subject to applicable law, you may request access to or correction of personal information, object to certain processing, request erasure or blocking, obtain portable data where applicable, or raise a concern. The school may need to verify your identity and authority before acting on a request, and some records must be retained when required by law or legitimate school-record needs.

You may also lodge a complaint with the Philippine National Privacy Commission at privacy.gov.ph.

Changes to this notice

The school may update this notice when its admission process, service providers, or legal obligations change. The effective date above identifies the current version.

Contact

For privacy questions, requests, or concerns, email registrar@csmsubicbay.edu.ph. Include enough information for the school to identify the relevant account or application without sending passwords or unnecessary sensitive information.