PTC Aviation Training Center, Inc. (PTCATC) is committed to protecting the privacy of its data subjects and ensuring the safety and security of personal data under its control and custody.  This policy provides information on what data is gathered by AC about its current, past, and prospective Trainees; how it will use and process this; how it will keep this secure; and how it will dispose of it when it is no longer needed. This information is provided in compliance with the Philippine Republic Act No. 10173, also known as, the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations (DPA-IRR).  It sets out PTCATC’s data protection practices designed to safeguard the personal information of individuals it deals with, and to inform such individuals of their rights under the Act.

This Privacy Notice may be amended at any time without prior notice, and such amendments will be notified to you via AC’s website or by email.

PRIVACY NOTICE

Information Collected

PTCATC collects, stores, and processes personal data from its current, past, and prospective Trainees, starting with the information provided at application through to information collected throughout the whole course of their study at the school.

This will include:

·   Contact information, such as name, addresses, telephone numbers, email addresses and other contact details.

·   Personal information, such as date and place of birth, nationality, immigration status, religion, civil status, recommendations, and assessment forms from their parent schools, etc.

·   Family background, including information on parents, guardians, siblings, related PTCATC alumnae, etc.

·   Photographic data, such as photos, CCTV videos and signature specimens.

·   Trainee’s schoolwork, including data gathered using third party online learning tools, such as, Canvas.

·   Health records and physical fitness information.

·   Trainee Records, including transcripts and the academic history of the Trainee in PTCATC.

·   Trainee résumés, job interview forms.

·   Financial and billing information.

·   Personal data and education records, i.e., Trainee’s school works, needed at set-up (done centrally by a school staff member), and/or collected while using Canvas, learning management systems and online learning tools.  Personal data will be limited to the minimum required by the application.

·   Personal data required at set-up (done centrally by a school staff member); and video, audio, chats/shared screens, and non-verbal reactions of video call participants taken during video conferences, which may be recorded. Recordings shall be limited to video recording of the teacher giving the lecture while disabling video, audio, and chats of Trainee participants, whenever possible. Personal data will be limited to the minimum required by the application.

Use of Information

The collected personal information is utilized solely for the following purposes:

·   Processing of admission application and Trainee selection (and to confirm the identity of prospective Trainees and their parents).

·   Verifying authenticity of Trainee records and documents.

·   Processing of enrollment and registration.

·   Supporting Trainee learning and validating Trainees’ program of study based on curriculum requirements, and other activities and experiences forming part of the Trainee’s formation and education.

·   Supporting the Trainee’s well-being and providing medical services and guidance counselling.

·   Monitoring and reporting on Trainee progress; processing of evaluations, exam results, and grades.

·   Monitoring and ensuring the safety of all Trainees within the PTCATC facility.

·   Processing and generating statements of accounts.

·   Documentation of Trainees’ data.

·   Posting or displaying academic and non-academic achievements within the PTCATC’s premises and/or its official website and social media accounts.

·   Marketing and promoting PTCATC, its Trainees, employees, and other academic and non-academic Trainee and/or school activities inside and outside the facility.

·   Enabling distance learning and learning from home facilitated through Zoom Meeting, Canvas, and other learning management systems and online learning tools.

·   Supporting synchronous learning via video conferences, using tools such as Zoom Meeting, so that teachers and Trainees can interact face-to-face even while they are in different locations. Recording of video conferences will be mainly to give Trainees access to the lesson after the event, especially for those who could not log in at the scheduled time.

·   Disclosing proportional personal data to proper authorities, such as the Department of Health, in the interest of public or individual person’s health and safety, especially during a health and safety emergency like the COVID-19 pandemic.

Information Sharing

Personal data under the custody of PTCATC shall be disclosed only to authorized recipients of such data. Otherwise, we will share your personal data with third parties, other than your parents and/or guardian on record for minors, only with your consent, or when required or permitted by our policies and applicable law, such as with:

·   Service Providers who perform services for us and help us support your learning, monitor and report on your progress, manage the operations of our school, and assess how well PTCATC is doing.

·   Business industry partners and other academic linkages who provide internships and job opportunities to our graduates.

Data Transfer

Where PTCATC consider it necessary or appropriate, for the purposes of data storage, processing, or providing any service or product on our behalf to you, or implementing an academic linkage program, we may transfer your personal data to third parties inside or outside the Philippines, under conditions of confidentiality and similar levels of security safeguards.

Security

We continuously implement organizational, administrative, technical, and physical security measures to safeguard your personal data. Only authorized personnel have access to your personal data, the exchange of which is secured and facilitated through state-of-the-art online communication and collaboration tools, on-premises cloud and shared servers, email, and paper files. Should third parties require access to your personal data, we require some form of data sharing agreement with them, in compliance with the DPA and its IRR. Your paper and digital files are securely stored: employing physical security to safeguard the paper files and technical security to safeguard the digital files.

Retention of Information

We keep your paper and digital files only for as long as necessary.

a. The Trainee Records are kept by our Administrative Staff for historical and statistical purposes.

b. Registration forms, training records, assessment and evaluation forms are kept for two years after graduation.

c. Trainee school-works are kept for 2 years, but, in a few cases, selected Trainee work may be retained for 3 years as exemplars.

d. Financial and billing information is kept by the Finance Office mostly for 2 years.

e. CCTV cameras are the responsibility of Facilities; some cameras have memory for a month of CCTV videos, and older ones for less. The cameras run continuously on a rolling basis, where older videos are overwritten as the memory fills up.

f.  Video recordings of live classes are kept until the end of the current school term. Teacher-only recordings may be converted to video tutorials to be kept for two years.

When your personal data is no longer needed, we take reasonable steps to securely destroy such information or permanently de-identify it.  Paper files are securely shredded; electronic information is deleted, and appropriate technology applied so that this is no longer recoverable nor reproducible.

Your Rights

You have the right to be informed, object to processing, access and rectify, suspend or withdraw your personal data, including, any such information held by third parties, with whom PTCATC have a data sharing agreement; and be indemnified in case of damages pursuant to the provisions of the DPA and the DPA IRR.

If you want to exercise any of your rights, or if you have any questions about how we process your personal data, please contact PTCATC’s Data Protection Officer, through the following channels:

Email:  dpo@ptc-aviation.com.ph

Call the Landline: +632 8841-5551

Write to:    The Data Protection Officer

PTC Aviation Training Center, Inc.

Unit 1 Broadlands Place 2,

P. Mayuga St., Tambo

Paranaque City, 1701, Philippines

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance, or directly to the National Privacy Commission (NPC).