Privacy Policy
Last updated: October 12, 2026
1. Introduction
LSMCampuslink ("we", "us", or "our") is a school management platform operated by Lourdes School of Mandaluyong that provides gate attendance scanning, parent communication, clinic visit tracking, library entry monitoring, student and employee information management, an employee web portal, and school financial record management. This Privacy Policy explains how we collect, use, and protect your personal information when you use our mobile applications (Gate Scanner, Parent App, Clinic App, Library App) and web-based portals.
This policy is issued in compliance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012 of the Philippines, and its Implementing Rules and Regulations.
LSMCampuslink is developed by Nolan A. Notarte / Instructional Technology Coordinator / Freelance Web App Developer in partnership with Lourdes School of Mandaluyong, which remains the operator of the platform and the data controller for the personal information described in this policy.
2. Information We Collect
We collect the following types of information:
- Student Information: Full name, grade level, section, student ID, and student photo.
- Parent/Guardian Information: Full name, email address, mobile phone number, and relationship to student.
- Employee Information [SENSITIVE]: Full name, email address, mobile number, address, employee number, and emergency contact information for school staff. Some older employee records may also contain legacy fields — position, department, hire date, and government-issued identifiers (SSS, TIN, PhilHealth, and Pag-IBIG numbers) — which are no longer collected but are retained in existing records. Government-issued identifiers are classified as Sensitive Personal Information (SPI) under RA 10173 and are accessible only to authorized school administrators.
- Employee Portal Accounts: Email address and temporary login credentials issued to school staff for the web-based Employee Portal. Temporary passwords are replaced by the employee's own password on first login.
- Financial Records: Income and expense entries, categories, payee/source details, and reference numbers encoded by authorized accounting staff for school bookkeeping. These records do not contain parent or student personal data.
- Requisition Records: Purchase requisition requests submitted by school staff, including the requester's name, email address, employee ID, and assigned department/office; the request number, date, purpose, itemized details (description, quantity, amount), approval route, and workflow status; and supporting attachment files uploaded by the requester (such as quotations, invoices, or scanned endorsements, which may contain signatures or vendor details).
- Requisition Workflow Audit Trail: An append-only record of every action taken on a requisition — submission, approval, return, rejection, and budget status changes — including the identity of the staff member who performed the action and the date and time it occurred.
- Approver Information: Names and institutional email addresses of designated approval recipients (e.g., department heads and principals) used to route requisitions for review.
- Attendance Records: Date, time, and type (Time IN / Time OUT) of student and employee gate scans via QR code.
- Clinic Visit Records [SENSITIVE]: Date, time, reason for visit, and confirmation status. Clinic visit records are classified as Sensitive Personal Information (SPI) under Section 3(l) of RA 10173 because they relate to the health of a student. This data is subject to stricter access controls and is accessible only to authorized clinic staff and school administrators.
- Library Visit Records: Date, time, and entry/exit status of student library scans via QR code.
- Tickets and Concerns: Messages and concern types submitted by parents or guardians through the Parent App or the web form, including the sender's name and email address.
- Push Notification Tokens: Device tokens (FCM tokens) used to deliver push notifications to the Parent App. These are managed automatically and not used for any other purpose.
- Device Information: Camera access is used solely for QR code scanning in the Gate Scanner, Clinic, and Library apps. No images are stored from the camera.
- Authentication Data: Email address and encrypted password for account access.
3. How We Use Your Information
Your information is used exclusively for the following purposes:
- Recording and displaying student attendance for parents and school administrators.
- Sending SMS and push notifications to parents regarding student attendance and school announcements.
- Tracking clinic visits for student health and safety.
- Monitoring library entry and exit for student activity records.
- Delivering school announcements to parents through in-app notifications.
- Receiving and managing parent tickets and concerns submitted to school administration.
- Authenticating users and managing access to the platform, including issuing and resetting employee portal credentials.
- Sending account credential and automated notification emails to parents and employees.
- Maintaining school financial records (income and expenses) for internal accounting.
- Processing purchase requisitions submitted by school staff, routing them to designated approvers, and sending status notification emails to requesters and approvers.
- Maintaining an append-only audit trail of requisition workflow actions for accountability and recordkeeping.
- Generating attendance reports for school administration.
4. Data Storage, Security, and Cross-Border Transfer
- All data is stored securely in Google Firebase (Firestore database, Firebase Authentication, and Firebase Storage).
- Data is transmitted over HTTPS with TLS encryption.
- Firestore security rules restrict database access to authenticated and authorized users only.
- Parent accounts can only access data related to their own children.
- Employee portal accounts have limited, role-scoped access: they cannot view student or parent records, and employees assigned to an accounting office can only view the financial records and requisitions of that specific office.
- Employee HR records and accounting records are accessible only to authorized administrators through server-side functions.
- Administrative functions are restricted to users with the admin role.
- Student photos are stored in Firebase Storage with access restricted to authenticated school personnel.
- Requisition attachment files are stored in Firebase Storage and are accessible only to the requester, accounting staff assigned to the requesting office, and designated approval recipients, through server-side signed URLs — no public links are generated.
- Requisition workflow history is stored as append-only records; entries cannot be edited or deleted through the platform.
- Cross-Border Data Transfer: Google Firebase infrastructure may store and process data on servers located outside the Philippines, including in the United States and other countries. Google LLC adheres to internationally recognized data protection standards. By using this platform, you consent to this transfer as permitted under Section 21 of RA 10173 and its IRR. For more information, see Google Firebase's Privacy and Security documentation.
- SMS Gateway: Parent mobile numbers are transmitted to Semaphore (semaphore.co), a third-party SMS service provider, solely for the purpose of sending attendance and event notifications. This constitutes an international data transfer and is limited to the mobile number and message content only.
5. Data Sharing
We do not sell, trade, or share your personal information with third parties, except:
- SMS Service Providers: Parent mobile numbers are shared with our SMS gateway solely for sending attendance notifications and school announcements.
- Google Firebase: Data is hosted on Google Cloud infrastructure under Google's security and privacy standards.
- Legal Requirements: We may disclose information if required by law or to protect the safety of students.
6. Data Retention
Personal data is retained only for as long as necessary for the purposes stated in this policy. The following specific retention periods apply:
- Student records and attendance data: Retained while the student is actively enrolled and for 1 year after disenrollment, after which records are archived or deleted.
- Clinic visit records (Sensitive Personal Information): Retained while the student is enrolled and for 2 years after disenrollment, in compliance with applicable health record standards.
- Library visit records: Retained for the current school year and 1 year thereafter.
- Parent accounts: Deactivated upon the student's disenrollment and permanently deleted within 90 days unless a deletion request is submitted earlier.
- SMS logs: Retained for 1 year from the date of sending for administrative audit purposes.
- Parent tickets and concerns: Retained for 2 years from the date of resolution or closure.
- Employee records: Retained while the employee is actively employed and for 5 years after separation, in line with employment recordkeeping obligations.
- Employee portal accounts: Deactivated upon the employee's separation or when the employee record is removed; login credentials are permanently deleted with the account.
- Financial/accounting records: Retained for 10 years in line with BIA/BIR bookkeeping retention requirements.
- Requisition records, attachments, and workflow audit trail: Retained for 10 years from the date of the requisition, aligned with financial recordkeeping obligations, since requisitions form part of the school's accounting documentation.
- Rate-limiting counters: Automatically purged after 1 hour.
7. Your Rights Under RA 10173
Under the Data Privacy Act of 2012, parents, guardians, and data subjects have the following rights:
- Right to be Informed: You have the right to know how your personal data is being collected, processed, and used — which this Privacy Policy fulfills.
- Right to Access: You may view your children's attendance, clinic visit, and library visit records through the Parent App at any time.
- Right to Rectification: You may request correction of inaccurate or incomplete personal information by contacting the school's Data Protection Officer.
- Right to Erasure / Right to be Forgotten: You may request deletion of your account and associated personal data. Requests are subject to the school's legal recordkeeping obligations.
- Right to Data Portability: You may request a copy of your personal data in a structured, commonly used format.
- Right to Object: You may object to the processing of your personal data where processing is based on consent, by withdrawing that consent at any time.
- Right to Lodge a Complaint: You may file a complaint with the National Privacy Commission (NPC) at www.privacy.gov.ph if you believe your data privacy rights have been violated.
To exercise any of the above rights, please contact the school's Data Protection Officer (see Section 12).
8. Account Deletion
You may delete your parent account at any time. Account deletion is available:
- In the app: Open the menu (⋮) in the top-right corner of the Parent App and select "Delete Account".
- On the web: Visit lsms-7c457.web.app/delete-account.html and sign in to delete your account.
When you delete your account, your login credentials, push notification tokens, and parent-student linkage data are permanently removed. Your children's school records (attendance, clinic visits, library visits) are retained by the school as required for academic recordkeeping purposes.
9. Children's Privacy
LSMCampuslink is designed for use by schools and parents. Student accounts are managed by school administrators, not by the students themselves. We do not knowingly collect information directly from children under 13. All student data is entered and managed by authorized school staff.
10. Camera and Permissions
The Gate Scanner, Clinic, and Library apps request camera permission solely for scanning QR codes. No photos or videos are captured, stored, or transmitted through the camera. The camera is active only while the scanning screen is open.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be reflected on this page with an updated "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.
12. Data Protection Officer & Contact
Lourdes School of Mandaluyong has designated a Data Protection Officer (DPO) in accordance with Section 21 of the Data Privacy Act IRR. For any privacy-related concerns, requests, or complaints regarding this platform, please contact:
You may also file a complaint directly with the National Privacy Commission at www.privacy.gov.ph.