The Schools Division Office (SDO) Sipalay City is committed to protecting your privacy and ensuring the security of your personal information in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) of the Philippines.
1. Information We Collect
When you use AEROLINK, we collect and process the following information:
- Personal Information: Full name, employee ID, position, school/office assignment
- Contact Information: Email address
- Employment Information: Date of original appointment, salary grade, step and salary
- Leave Records: Leave applications, leave balances, leave history
- Supporting Documents: Documents that Civil Service rules require for some leave types (for example a medical certificate or a Solo Parent ID). Some of these are sensitive personal information and are seen only by the people who process your leave.
- Approver Signatures: Signature images of the approving officials for the printed forms
- Login Credentials: Username and encrypted password
This policy also covers the AEROLINK app for Android, which opens this same system. If you choose to stay signed in on your phone, the app keeps a random device key (never your password) in the phone's encrypted storage, and the system stores your phone's notification token to send you leave updates through Google Firebase Cloud Messaging. Employees' phones also keep an encrypted copy of their own leave card for viewing without internet. Signing out of the phone in the app removes these. The camera is used only when you scan a routing-slip or attendance QR code or take a photo to attach to your application; the app does not use the microphone, location or contacts, and does not use advertising or third-party tracking.
Attendance (Division Office): employees enrolled in attendance are recorded each time they scan at the attendance kiosk (with their ID card or the AEROLINK app): the date and time, the kiosk used, and a small photo taken by the kiosk camera at that moment to confirm who scanned. These records make up the Daily Time Record (CS Form No. 48) and the tardiness and undertime charged to leave under Civil Service rules. Kiosk photos are seen only by the Division Office HR and the Administrative Officer V and are deleted automatically after the period HR sets (90 days unless changed). The system does not use face recognition.
2. How We Use Your Information
Your personal information is used for the following purposes:
- Processing and managing leave applications
- Maintaining accurate leave credit records
- Generating official leave documents (Civil Service Form No. 6)
- Keeping the Daily Time Record (Civil Service Form No. 48) of employees enrolled in attendance
- Communicating about your leave application status
- Complying with Civil Service Commission (CSC) requirements
- Administrative and statistical reporting
- System security and user authentication
3. Legal Basis for Processing
We process your personal information based on:
- Your consent when creating an account
- Compliance with legal obligations under Civil Service rules and regulations
- Legitimate interests of the Department of Education for personnel management
- Performance of our public function as a government agency
4. Data Sharing and Disclosure
Your information may be shared with:
- Authorized Personnel: HR officers, supervisors, and approving authorities within SDO Sipalay City
- DepEd Offices: Regional and Central Office as required for personnel matters
- Government Agencies: Civil Service Commission, GSIS, and other agencies as required by law
- Auditing Bodies: Commission on Audit for official audits
Note: We do not sell, trade, or otherwise transfer your personal information to outside parties for commercial purposes.
5. Data Security
We implement appropriate security measures to protect your personal information:
- Encrypted password storage
- Secure server infrastructure
- Role-based access controls
- Regular system security updates
- Activity logging and monitoring
6. Data Retention
Your personal information and leave records are retained in accordance with government records retention policies. Employment and leave records are typically maintained for the duration of your employment and for a period thereafter as required by law.
7. Your Rights
Under the Data Privacy Act of 2012, you have the right to:
- Access: Request access to your personal information
- Correction: Request correction of inaccurate information
- Erasure: Request deletion of your data (subject to legal retention requirements). You can request deletion of your account here.
- Object: Object to certain types of data processing
- Data Portability: Receive your data in a structured format
- Complaint: File a complaint with the National Privacy Commission
8. Cookies and Tracking
This system uses session cookies to maintain your login state and ensure proper functionality. These cookies are essential for the operation of the system and do not track your activity outside of this application.
9. Children's Privacy
This system is intended for use by DepEd employees only and is not designed for use by children under 18 years of age.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
11. Contact Us
If you have questions or concerns about this Privacy Policy or how we handle your personal information, please contact:
Data Protection Officer
Schools Division Office - Sipalay City
Department of Education
Sipalay City, Negros Occidental
Philippines