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Data Privacy Act of 2012 (RA 10173) Compliance
Your privacy matters to us. This Statement explains what personal information SmarTern collects, why we need it, and how we keep it safe. You must read and agree to this before your account is activated.
SmarTern is an online platform managed by the Schools Division Office of Quezon City (SDO QC). It handles student internship programs from matching students with offices, tracking attendance and tasks, to issuing completion certificates.
This Statement covers everyone who uses SmarTern: Student Interns, School Coordinators, Office Supervisors, Head Supervisors, and IT Administrators.
SDO Quezon City is responsible for all personal data collected through SmarTern. They decide how your information is used and make sure it is handled in line with the Data Privacy Act of 2012.
The system was built by the Lumiere Research Group of FEU Institute of Technology, but they have no access to your data once SmarTern is handed over to SDO QC.
We only collect what is needed to run your internship. This includes:
SmarTern does not collect any of the following:
We use your information only to run the internship program. This includes:
Note: If you do not provide the required information, SDO QC may not be able to process your internship application.
Only the people who need to see your information for their role can access it:
SDO QC will never sell or share your information for commercial purposes. Your data may only be shared in these situations:
We use a range of security measures to protect your data, including:
We keep your data only for as long as needed:
SmarTern uses two automated tools to assist with decisions, but neither tool ever makes a final decision on its own. A real person always reviews and confirms any outcome.
Note: If your account is flagged, you will receive a notification. You will have 5 business days to send a written explanation. No action can be taken against you until a human review is completed.
Under the Data Privacy Act of 2012, you have the right to:
To exercise any of these rights, submit a written request to the Head Supervisor.
When you register, you will be shown this Statement in full. You must tick a box to confirm you have read and agreed to it before your account is created. Your agreement is saved with a timestamp.
You can withdraw your consent at any time by writing to SDO QC's Data Protection Officer. Your account will be deactivated, but this will not affect your internship record, rendered hours, or certificate.
SmarTern accounts are only for individuals who are 18 years old or older. SDO QC does not knowingly collect information from minors. If an account is found to belong to someone under 18, it will be suspended and their data will be deleted.
If your personal information is ever exposed without authorization, SDO QC will:
You will always be told what happened, what data was involved, and what steps were taken.
If SDO QC makes significant changes to this Statement, you will be notified through SmarTern and by email at least 15 days before the changes take effect. Continuing to use SmarTern after the update means you accept the new terms. If you do not agree, you may withdraw your consent.
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