Privacy Notice

ST. PETER'S COLLEGE OF ORMOC, INC. — SPC-O Grading System
Last updated: August 6, 2026

1. Who is responsible for your data

ST. PETER'S COLLEGE OF ORMOC, INC. is the personal information controller for data held in SPC-O Grading System. Questions, requests, or complaints about your personal data should be addressed to the school's Data Protection Officer at DPO@spcormoc.edu.ph, IT and AVR Office.

2. What we collect

This system holds the following personal data:

Students: full name, school-issued email address, program and year level, section and subject enrolments, and academic grades (midterm, finals, semestral, and pass/fail remarks), including a record of absences where recorded by the teacher.
Faculty and staff: full name, school-issued email address, employee number and department (where provided), assigned role, and a record of grading and approval actions taken in the system.
All accounts: an encrypted (hashed) password, and technical records of actions taken in the system, including the date and time. This includes a record of sign-in attempts — successful and failed — with the IP address and browser/device the attempt came from, kept to detect unauthorized access to an account.

We do not collect financial information, government identification numbers, health information, or any other sensitive personal information in this system.

3. Why we collect it

Personal data is processed solely to record, compute, review, approve, and release academic grades, and to maintain the academic records the school is required to keep. Processing is carried out in connection with the school's legitimate function as an educational institution and its legal obligation to maintain student academic records.

4. Who can see it

A student can see only their own grades, and only after the Registrar has released them.
A teacher can see the students in the classes they teach.
The Academic Chairperson, College Dean, Head, and Registrar can see grade sheets routed to them for approval.
The system administrator has full access for the purpose of maintaining the system.

Personal data in this system is not sold, and not shared with any third party, except where the school is legally required to disclose it (for example, to CHED or another government body exercising a lawful mandate).

5. How long we keep it

Academic grades are permanent academic records and are retained indefinitely, consistent with the school's records policy.
Login accounts for students are deactivated one year after graduation or separation from the school. Deactivation removes the ability to log in; the underlying academic record remains.
System activity logs — grade changes and sign-in activity (successful and failed login attempts, with IP address) — are retained for two years to support audit and security review.

6. How it is protected

Access requires an individual account and password; passwords are stored using one-way encryption and are not readable by anyone, including administrators. Traffic between your browser and the system is encrypted (HTTPS). Access is limited by role, so each user sees only what their role requires. Changes to grades are recorded in an audit log identifying who made the change and when. Sign-in attempts, including failed ones, are also logged so repeated unauthorized attempts against an account can be detected — each user can review their own recent sign-in activity from their profile page.

7. Your rights

Under the Data Privacy Act of 2012 (Republic Act No. 10173), you have the right to be informed, to object, to access, to rectify, to erase or block, to data portability, to file a complaint, and to damages. In practice, in this system:

To see what the system holds about you, log in, or ask the Registrar.
To correct an error in your personal details or a grade, contact the Registrar's Office. Grades may only be corrected through the school's official grade correction process, not by request alone.
To complain, contact the Data Protection Officer above. You may also complain directly to the National Privacy Commission (privacy.gov.ph).

Note that the right to erasure does not extend to academic records the school is required to retain.

8. Changes to this notice

If we change how this system handles personal data, this notice will be updated and the "last updated" date above will change.