Privacy Policy

Introduction

Welcome to ImmersionTrack. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our work immersion monitoring and documentation system.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when registering or using ImmersionTrack, including:

• Name and contact information (email address, phone number)
• Educational information (school, grade level, strand/track)
• Student identification numbers
• Profile pictures (optional)
• Emergency contact information

Automatically Collected Information

When you access the system, we may automatically collect:

• Device information (browser type, operating system)
• IP address and general location data
• Usage data (pages visited, features used, time spent)
• Login timestamps and session information

Location Information

With your consent, we may collect precise location data for attendance verification purposes. This helps ensure accurate tracking of work immersion activities at designated partner establishments.

How We Use Your Information

We use the information we collect for the following purposes:

• Account Management: To create and manage your user account
• Attendance Tracking: To record and verify work immersion attendance
• Progress Monitoring: To track completion of required immersion hours
• Communication: To send important announcements and notifications
• Reporting: To generate reports for schools and the Department of Education
• Security: To protect accounts through OTP verification and trusted device management
• Improvement: To analyze usage patterns and improve system functionality

Information Sharing

We may share your information with:

• School Coordinators: Your assigned coordinator can view your immersion records and progress
• Supervisors: Company supervisors assigned to monitor your work immersion
• Educational Authorities: Department of Education for compliance and reporting purposes
• Partner Establishments: Companies or organizations hosting work immersion activities

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encrypted data transmission using SSL/TLS protocols
• Secure password hashing and storage
• Two-factor authentication via OTP for new devices
• Regular security audits and updates
• Access controls and user permission management
• Secure database storage with regular backups

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Academic records may be retained for a minimum of 5 years as per DepEd regulations.

When your information is no longer needed, we will securely delete or anonymize it.

Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Request transfer of your data in a common format
• Objection: Object to certain processing of your information

To exercise these rights, please contact your school coordinator or system administrator.

Children's Privacy

ImmersionTrack is designed for Senior High School students, typically aged 16-18 years old. We collect and process student information with the understanding that parental/guardian consent may be required for minors, which is obtained through the school's enrollment and immersion program consent process.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting a notice on the system or sending an email notification. Your continued use of ImmersionTrack after such modifications constitutes your acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact:

• Email: privacy@immersiontrack.com
• Phone: (02) 8123-4567
• Address: Manila, Philippines

You may also contact your school's Work Immersion Coordinator for assistance with privacy-related matters.