Privacy Notice

1. Who is responsible for your information?

Jerico Sarabia Damian Batang GMATHS Association is responsible for deciding how membership application information is used and protected (the personal information controller for this workflow).

For privacy questions, requests to access or correct your details, or concerns about photographs of you on the website:

Official privacy email: Awaiting confirmation by the Association. Online membership submissions remain closed until an accessible contact is published.

2. Information we collect

When the membership registration service is activated, the form requests the following information, depending on which fields you complete:

• Identity and contact: name, gender (optional), date and place of birth, address, phone number and email.
• School and employment: school, education level, graduation year, company, workplace address and position.
• Other organizations: affiliations and positions voluntarily entered on the application.
• Membership declaration: the signatory name and acknowledgement of the Panunumpa and this notice.
• Payment evidence: uploaded GCash receipt image, which may show transaction references, names, amounts or account information.
• Application administration: submission reference, review status, administrator decisions and related audit history.

Our hosting and security providers may also handle technical request information such as IP addresses and browser details as part of delivering and securing the website.

Please avoid including information unrelated to your application in the payment screenshot.

3. Why we use your information

• To receive, evaluate and process applications to join the Association.
• To contact applicants about missing information, corrections and application decisions.
• To review submitted GCash evidence manually. A screenshot does not automatically confirm payment or approve membership.
• To maintain appropriate membership records, prevent duplicate or fraudulent submissions, and document administrator actions.
• To respond to privacy requests, resolve disputes and comply with applicable legal obligations.

Processing must have an appropriate legal basis under the Data Privacy Act of 2012, such as steps requested by an applicant in relation to membership, consent where specifically requested, or compliance with applicable legal obligations. Acknowledging this notice is not consent to unrelated marketing or other uses.

4. Who can access or receive information?

Membership records and payment screenshots are intended for authorized Association administrators responsible for registration and payment review. They are not part of the public NGO activity feed.

Providers used to host the website, operate the database and private file storage, or deliver notification emails may process information only to provide those services. The planned service architecture uses Vercel for hosting and Supabase for the application database, authentication and private receipt storage; an email delivery provider will be identified before notifications are activated. Providers and processing locations must be confirmed against the deployed configuration.

Information may also be disclosed when required by law or to protect lawful rights. The Association does not intend to publish applicants' registration details or GCash receipts on the website.

5. How information is protected

The application is designed to use secured server-side requests, restricted administrator accounts, role-based permissions and private storage for payment evidence. Access to receipts is intended to be limited to authorized staff. The Association must verify these controls and operational access procedures before accepting live submissions.

No internet-based service can guarantee absolute security. Applicants should avoid sending additional sensitive information that the form does not request.

6. How long information is kept

Application details, payment screenshots, membership records and audit events should be kept only for the periods necessary for legitimate membership administration, applicable recordkeeping requirements, dispute resolution or legal claims, and then securely deleted or anonymized as appropriate.

Specific retention periods: Not yet approved. The Association must publish time periods or clear retention criteria for applications, receipts, membership files and administrator records before online registration opens.

Deletion requests may be subject to legal obligations that require some records to be retained for a defined period.

7. Your rights and how to make a request

Under Republic Act No. 10173 and applicable rules, you may have rights to be informed, access personal information, request correction, object to certain processing, request blocking or erasure when legally available, obtain data portability where applicable, and lodge a complaint or seek remedies.

Contact the Association through the privacy address above. Describe your request and provide sufficient information for us to verify that we are responding to the correct individual. Please do not email a GCash receipt or identity document unless a verified representative specifically requests it using a secure process.

You can also learn more about your rights at the National Privacy Commission.

8. Cookies, location of processing and automated decisions

Staff authentication can use necessary session cookies. The current registration workflow does not depend on advertising cookies. Hosting and service providers may process data in locations outside the Philippines according to their infrastructure arrangements; the Association should verify those arrangements and appropriate safeguards before launch.

Membership and payment decisions are intended to be reviewed by authorized people, not approved automatically based on an uploaded receipt or algorithmic profiling.

9. Public NGO activities and photographs

The public activity wall displays event descriptions and photographs published by the Association. Publication permissions should be checked by its administrators. Unlike private applications, these materials are visible to website visitors. If you are pictured and have a privacy concern or wish to request review or removal, contact the Association using its published privacy address. Each request will be assessed against applicable rights, permissions and obligations.

10. Changes to this notice

The Association will update this notice when its practices, service providers or legal obligations change. Significant changes affecting your information should be communicated through appropriate channels. The notice version shown above identifies this website text.