SDOGateway Data Privacy Agreement

Last Updated: July 8, 2026

1. Introduction

The Schools Division Office (SDO) recognizes and values your right to privacy. In compliance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, and its Implementing Rules and Regulations, SDOGateway is committed to protecting all personal information collected, processed, stored, and maintained within the system.

By accessing and using SDOGateway, you acknowledge that you have read, understood, and agreed to the terms of this Data Privacy Agreement.

2. Collection of Personal Information

SDOGateway may collect, process, and store the following information, depending on your role and authorized access:

• Full Name
• Employee Number
• Office/Unit
• Position/Designation
• School Assignment
• Contact Number
• Email Address
• Username and Account Credentials
• Profile Photograph (if applicable)
• Digital Signatures (if applicable)
• System Activity Logs
• IP Address
• Browser and Device Information
• Uploaded Documents
• Application Records
• Personnel Information
• Other information necessary for official government transactions.

Only information necessary for legitimate government functions shall be collected.

3. Purpose of Processing

Your personal information shall be processed solely for legitimate government purposes, including but not limited to:

• User authentication
• Access management
• Human Resource Management
• Recruitment and Hiring
• Personnel Records Management
• Inventory Management
• ICT Service Requests
• Citizen Service Management
• Document Tracking
• Memorandum Distribution
• Workflow Automation
• Internal Communications
• Report Generation
• Audit and Compliance
• Statistical and Administrative Reporting
• Other official transactions authorized by the Schools Division Office.

4. Lawful Basis of Processing

Personal information is processed pursuant to:

• Republic Act No. 10173 (Data Privacy Act of 2012)
• Civil Service Commission rules
• Department of Education policies
• Other applicable laws, regulations, and government issuances.

5. Confidentiality

All users are responsible for maintaining the confidentiality of information accessed through SDOGateway.

Users shall:

• Keep account credentials confidential.
• Access only information necessary for official duties.
• Refrain from sharing confidential information with unauthorized persons.
• Protect downloaded or printed documents containing personal information.
• Report any suspected data breach immediately to the system administrator or designated Data Protection Officer.

Unauthorized disclosure, copying, downloading, distribution, or misuse of personal information is strictly prohibited.

6. Data Sharing

Personal information shall not be disclosed to third parties except:

• When authorized by law;
• When required by competent government authorities;
• When necessary for official government functions;
• When consent has been obtained from the data subject, where applicable.

7. Data Security

SDOGateway employs reasonable administrative, organizational, physical, and technical security measures, including:

• Role-based access control
• Secure authentication
• Password encryption
• Audit logging
• Access monitoring
• Data backup and recovery procedures
• Secure server infrastructure
• Controlled administrative access

Despite these measures, no information system can guarantee absolute security.

8. User Responsibilities

Users agree to:

• Use SDOGateway only for official government purposes.
• Maintain the confidentiality of their login credentials.
• Log out after every session when using shared devices.
• Avoid uploading malicious files.
• Ensure the accuracy of information submitted.
• Immediately report lost accounts, unauthorized access, or suspected security incidents.

9. Audit Logs

To ensure accountability and system security, SDOGateway automatically records user activities, including but not limited to:

• Login and logout history
• IP addresses
• Device information
• Records viewed
• Records created
• Records modified
• Records deleted
• Administrative actions

Audit logs may be reviewed for security investigations, compliance monitoring, and system maintenance.

10. Retention of Data

Personal information shall be retained only for the period necessary to fulfill lawful government purposes, comply with applicable laws, auditing requirements, records management policies, and archival regulations.

After the applicable retention period, records may be archived, anonymized, or securely disposed of in accordance with government regulations.

11. Rights of the Data Subject

Subject to applicable laws, users have the right to:

• Be informed regarding the processing of their personal information;
• Access their personal data;
• Request correction of inaccurate or outdated information;
• Request deletion when legally permissible;
• Object to certain forms of processing where applicable;
• File a complaint with the appropriate government authority in case of violations.

Certain rights may be limited where processing is necessary for the performance of official government functions or compliance with legal obligations.

12. Amendments

The Schools Division Office reserves the right to amend this Data Privacy Agreement to comply with new laws, regulations, or operational requirements. Users will be notified of significant changes through SDOGateway.

13. Acceptance

By selecting "I Agree", signing electronically, or continuing to use SDOGateway, you acknowledge that:

• You have read and understood this Data Privacy Agreement.
• You consent to the collection and processing of your personal information for lawful government purposes.
• You agree to comply with all applicable data privacy and information security policies of the Schools Division Office.
• You understand that misuse of information may subject you to administrative, civil, and/or criminal liability under existing laws.

Schools Division Office
SDOGateway Information System