DATA PRIVACY POLICY

DATA PRIVACY POLICY

DATA PRIVACY POLICY

Vivita Philippines Charities Non-Stock Corp.

Last Updated: Mar 28, 2025

1. INTRODUCTION

Vivita Philippines Charities Non-Stock Corp. (hereinafter referred to as "Vivita," "we," "us," or "our") is committed to protecting the privacy and security of personal data we collect from our program participants, parents/guardians, donors, volunteers, and staff. This Data Privacy Policy outlines our practices concerning the collection, use, storage, and disclosure of personal information in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and other relevant issuances of the National Privacy Commission (NPC).

We recognize the importance of safeguarding personal information, particularly that of children and young people who participate in our programs. Our policy demonstrates our commitment to respecting your privacy rights while enabling us to deliver our mission of helping young Filipinos develop the mindset, skillset, and toolset for innovation, creative thinking, and entrepreneurship.

2. SCOPE

This policy applies to all personal information collected and processed by Vivita in connection with our programs, activities, operations, and services, including but not limited to:

  • Vivistop Baguio operations

  • Make It Market! program

  • Mobile Makerspace activities

  • Other educational programs and events

  • Donor management

  • Volunteer engagement

  • Employment and staff management

3. DEFINITION OF TERMS

For the purposes of this Data Privacy Policy, the following terms shall have the meanings set forth below:

  • Personal Data/Information: Any information from which the identity of an individual is apparent or can be reasonably and directly ascertained, or when put together with other information would directly and certainly identify an individual.

  • Data Subject: An individual whose personal information is processed.

  • Data Processing: Any operation or any set of operations performed upon personal information including, but not limited to, the collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure or destruction of data.

  • Data Protection Officer (DPO): The individual responsible for ensuring the organization's compliance with data privacy regulations.

  • Consent: Any freely given, specific, informed indication of will, whereby the data subject agrees to the collection and processing of personal information about and/or relating to him or her.

4. COLLECTION OF PERSONAL DATA

4.1 Types of Personal Data We Collect

From Program Participants

  • Full name

  • Contact details

  • Email address

  • Age and date of birth

  • Sex/gender (for impact measurement purposes)

  • School information

  • Parent/guardian information

  • Photographs and videos (with consent)

  • Program participation records

  • Creative outputs and project information

From Parents/Guardians

  • Full name

  • Contact details

  • Email address

  • Relationship to participant

From Donors

  • Full name

  • Contact details

  • Email address

  • Donation information (amount, date, purpose)

  • Payment information

From Employees and Staff

  • Full name

  • Contact details

  • Email address

  • Employment information required for contracts

  • Government-mandated information (SSS, PhilHealth, etc.)

  • Professional qualifications

4.2 Methods of Collection

We collect personal information through:

  • Program registration and application forms

  • Membership applications

  • Consent forms

  • Donation forms

  • Employment application forms

  • Website and online inquiries

  • Direct communications

4.3 Lawful Basis for Processing

We process personal data based on the following lawful grounds:

  • Consent of the data subject

  • Compliance with legal obligations

  • Legitimate interests of Vivita as a non-profit organization

  • Performance of contractual obligations

5. PURPOSE OF DATA PROCESSING

We collect and process personal information for the following purposes:

5.1 Program Administration

  • Registration and enrollment in our programs

  • Communication regarding program schedules, activities, and updates

  • Management of program participation

  • Provision of appropriate support and resources

  • Documentation of participation and achievements

5.2 Impact Measurement and Program Improvement

  • Assessment of program effectiveness

  • Collection of feedback and suggestions

  • Research and development of new programs

  • Compliance with reporting requirements

  • Generation of anonymized statistics

5.3 Communications and Marketing

  • Sharing of news, updates, and information about Vivita programs

  • Invitation to events and activities

  • Promotion of Vivita services and programs

5.4 Donation Management

  • Processing of donations

  • Issuance of receipts and acknowledgments

  • Donor relationship management

  • Regulatory reporting requirements

5.5 Employment and Volunteer Management

  • Processing of applications

  • Administration of contracts and agreements

  • Payroll and benefits management

  • Performance assessment

6. CONSENT

6.1 Obtaining Consent

We obtain consent from data subjects or their authorized representatives (for minors) before collecting and processing personal information. Consent is obtained through:

  • Registration and application forms

  • Specific consent forms for photography and video recording

  • Website privacy notices and cookie consent

  • Specific consent forms for special activities

6.2 Children's Data and Parental Consent

For participants under 18 years of age, we require consent from parents or legal guardians before collecting and processing personal information. We have implemented age-appropriate mechanisms to ensure that consent is properly obtained and verified.

6.3 Withdrawal of Consent

Data subjects have the right to withdraw their consent at any time by contacting our Data Protection Officer at privacy@vivita.ph or finance@vivita.ph. Upon withdrawal of consent, we will cease processing the relevant personal information except to the extent that processing is required by law or necessary for the establishment, exercise, or defense of legal claims.

7. DATA STORAGE AND SECURITY

7.1 Storage

Personal information is stored in:

  • Secure cloud storage systems with appropriate access controls

  • Protected digital databases

  • Secure physical files (when necessary)

7.2 Retention Period

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specifically:

  • Active participant data is maintained for the duration of program participation

  • Inactive participant data is retained for up to 5 years after the last interaction

  • Employee data is retained as required by labor laws and regulations

  • Donor information is retained as required for regulatory compliance

  • Financial records are retained in accordance with taxation and accounting requirements

7.3 Security Measures

We implement appropriate technical, organizational, and physical security measures to protect personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Limiting access to personal data to authorized personnel only

  • Implementation of access controls and authentication procedures

  • Regular security assessments and updates

  • Staff training on data privacy and security

  • Secure disposal of records when no longer needed

  • Minimizing printed personal information

8. DISCLOSURE AND SHARING OF INFORMATION

8.1 Third-Party Sharing

Vivita does not share personal data with third parties except:

  • When the data originates from the partner organization

  • When required by law or legal process

  • With service providers who help us operate our programs (under strict confidentiality agreements)

  • With the explicit consent of the data subject

8.2 Data Sharing Practices

When data sharing is necessary, we ensure that:

  • Only the minimum necessary information is shared

  • Appropriate data sharing agreements are in place

  • The recipient has adequate data protection measures

8.3 International Data Transfers

Vivita may store data in cloud services that may involve international data transfers. When personal information is transferred outside the Philippines, we ensure compliance with the requirements of the Data Privacy Act of 2012 regarding cross-border transfers, including:

  • Ensuring the recipient country has adequate data protection laws

  • Implementing appropriate safeguards through contractual means

  • Obtaining consent for such transfers when required

9. PHOTOGRAPHY AND MEDIA

9.1 Consent for Photography and Video

Vivita regularly documents its programs and activities through photography and video recording. Before capturing and using such media:

  • We obtain explicit consent from participants or their parents/guardians

  • We clearly inform participants about how the images or videos will be used

  • Only participants who have provided consent are included in photos/videos

  • Participation in our programs is not contingent upon providing consent for photography/video

9.2 Use of Media

Photographs and videos may be used for:

  • Program documentation

  • Impact reporting

  • Promotional materials

  • Website and social media content

  • Presentations to stakeholders

10. DATA SUBJECT RIGHTS

Under the Data Privacy Act of 2012, data subjects have the following rights:

10.1 Right to Information

The right to be informed about the collection and processing of personal data, including the purpose, scope, method, recipients, and other details.

10.2 Right to Access

The right to access personal data that has been collected and stored, as well as how such data has been processed.

10.3 Right to Object

The right to object to the processing of personal data, including direct marketing, automated processing, or profiling.

10.4 Right to Erasure or Blocking

The right to suspend, withdraw, or order the blocking, removal, or destruction of personal data from our filing system.

10.5 Right to Rectification

The right to dispute and have corrected any inaccuracy or error in the personal data we hold.

10.6 Right to Data Portability

The right to obtain and electronically transfer personal data to another entity, where applicable.

10.7 Right to Damages

The right to be indemnified for damages sustained due to violation of data privacy rights.

10.8 Right to File a Complaint

The right to file a complaint with the National Privacy Commission for violations of data privacy rights.

11. EXERCISING YOUR RIGHTS

To exercise any of these rights, data subjects or their authorized representatives may contact our Data Protection Officer at privacy@vivita.ph or finance@vivita.ph. We will respond to such requests within 15 business days.

12. DATA BREACH NOTIFICATION

In case of a data breach that presents a real risk of serious harm to affected data subjects, Vivita will:

  1. Notify affected data subjects promptly

  2. Report to the National Privacy Commission as required by law

  3. Conduct an investigation to determine the cause of the breach

  4. Implement remedial measures to prevent similar incidents

13. TRAINING AND AWARENESS

All Vivita staff members receive training on data privacy and protection as part of their onboarding and regular professional development. Volunteers do not handle personal data unless specifically authorized and trained to do so.

14. COOKIES AND ONLINE PRIVACY

Our website may use cookies and similar technologies to enhance user experience and collect usage information. Information collected through our website and online forms is handled with the same level of protection as other personal information we process.

15. UPDATES TO THIS POLICY

We may update this Data Privacy Policy from time to time to reflect changes in our practices or to comply with legal requirements. We will notify data subjects of significant changes through appropriate channels. The latest version of this policy will always be available on our website.

16. CONTACT INFORMATION

For questions, concerns, or requests regarding this Data Privacy Policy or our data privacy practices, please contact:

Data Protection Officer
Vivita Philippines Charities Non-Stock Corp.
Berkeley School Baguio, CM Recto St.,
Baguio City, Philippines 2600

Email: privacy@vivita.ph or finance@vivita.ph

17. EFFECTIVITY

This Data Privacy Policy is effective as of [Current Date] and supersedes all previous versions.

Copyright @

2025

Vivita Philippines Charities Non-Stock Corp.

Vivistop Baguio - Berkeley
#30 C.M. Recto St., Saint Joseph Village Brgy
Navy Base, Baguio City, Benguet, Philippines.

Copyright @

2025

Vivita Philippines Charities Non-Stock Corp.

Vivistop Baguio - Berkeley
#30 C.M. Recto St., Saint Joseph Village Brgy
Navy Base, Baguio City, Benguet, Philippines.

Stay up-to-date on the latest happenings at our creativity and innovation centres for kids!

Copyright @

2025

Vivita Philippines Charities Non-Stock Corp.

Vivistop Baguio - Berkeley
#30 C.M. Recto St., Saint Joseph Village Brgy
Navy Base, Baguio City, Benguet, Philippines.