Privacy Notice

Who we are and our role

Yearbook PH provides an online service that schools use to publish their yearbooks and manage which students can read them.

For student records and yearbook content, the school decides what is collected and why, and Yearbook PH handles that information on the school's behalf under a data-processing agreement with each school. For school applicants, school administrators and payment records, Yearbook PH decides how that information is used. The exact roles under the Data Privacy Act of 2012 are to be confirmed by legal review.

What we collect

• School applicants and administrators: name, position, work email, optional phone number, sign-in details, and the actions they take in the portal.
• Students (provided by their school): student number, name, graduating batch, and an email address used only to send one-time sign-in codes and email confirmations.
• Yearbooks: the PDF files schools upload, which may contain names and photographs.
• Usage: daily totals of how often each yearbook is opened (not per person), and security records such as sign-in attempts. IP addresses are recorded for sign-in events only.
• Payments: amounts, dates and references from our payment provider. We don't receive or store card or e-wallet details.

Why we use it

• To review school applications and run each school's account.
• To let eligible students prove who they are and read their yearbooks.
• To process subscription payments and send renewal notices to schools.
• To keep the service secure, investigate misuse, and keep an activity record of important actions.

The lawful basis for each purpose is to be confirmed by legal review.

Students who are minors

Many students are under 18, and yearbooks contain identifiable photographs. Schools are responsible for having the authority and, where required, consent or notice to share student information and yearbook content with Yearbook PH. We use student email addresses only for sign-in codes and email confirmation, never for marketing. Additional safeguards for minors' data are to be confirmed by legal review.

Who can see it

• Each school's authorized administrators see only their own school's records.
• Yearbooks are visible according to the school's settings: public, or only to verified students of the batch.
• A small number of Yearbook PH staff can access records to run and support the service. Their actions are logged.
• Service providers that help us run Yearbook PH, such as hosting, email delivery and payment processing, receive only what they need. The list of providers is to be confirmed.

We don't sell personal data.

How long we keep it

We keep information for as long as the school's account is active and as needed for the purposes above, legal obligations and dispute resolution. Specific retention periods for each kind of record, including rejected applications and old yearbook versions, are to be confirmed.

Your rights

Under the Data Privacy Act of 2012 you may have rights to be informed, to access, to correct, to object, to erasure or blocking, to data portability, and to file a complaint with the National Privacy Commission. Students should contact their school first for changes to their records; you can also contact us and we will work with the school to respond.

Security and breaches

We protect information with access controls, private file storage, verification codes and activity logging. No online service can be completely secure. If a personal data breach occurs, we will notify affected schools and, where required, the National Privacy Commission and affected individuals. Breach-response procedures are to be confirmed.

Contact

Questions or requests about personal data: see our contact page. Data Protection Officer details are to be confirmed.