Privacy Policy for mySRMS

App & publisher

Application

mySRMS

Developer and publisher

SOFTTECH SOLUTIONS AND SERVICES CO

Google Play developer contact

JOSELITO QUILAT EDONG · Philippines

Application ID

com.srms.srms_flutter_project

Platform

School Records Management System (SRMS)

Official website

softtechservices.net

Privacy contact

admin@softtechservices.net

1. Scope & participating schools

mySRMS is developed and published by SOFTTECH SOLUTIONS AND SERVICES CO (SOFTTECH). It provides access to academic and administrative services through the School Records Management System (SRMS) for applicants, students, instructors, and other authorized users.

mySRMS serves multiple educational institutions. You select or connect to your institution's portal; available features and institutional records depend on that school's setup and your account role. SOFTTECH provides the shared application and technical services. Participating institutions administer their educational services, accounts, and school records.

The respective legal responsibilities for processing personal information depend on applicable law and SOFTTECH's arrangements with each institution. This policy does not assign every institution the same legal role or replace a school's own privacy notice. For questions about a school record, contact that institution's registrar or designated privacy contact. SOFTTECH can help direct platform-related requests.

This is the mySRMS app policy. SOFTTECH's separate Google Drive integration privacy notice remains available for administrators who connect that service.

2. Information processed

The information processed depends on the features you use, your role, and your institution's requirements. It can include:

• Account and identity information: name, account credentials, student or applicant number, Learner Reference Number (LRN), school affiliation, account role, profile photo, email address, telephone number, and postal address.
• Admission and profile information: date and place of birth, age, sex, nationality, civil status, course and major, previous education, and parent or guardian names, relationships, occupations, and contact details. Registration fields also include religion, ethnicity, indigenous-group information, and disability information where supplied. Some of these are sensitive personal information.
• Academic and administrative records: enrollment, subjects, class schedules, grades, attendance, assessment answers and results, assignment submissions, learning progress, clearance, document and examination requests, and instructor records available to your account.
• Financial information: school fees, balances, billing and payment history, transaction references, payment status, and payment documents or proof that you submit.
• Communications and content: messages, recipients, attachments, announcements, support inquiries, instructor authoring prompts and drafts, and the photos, documents, learning materials, or other content you choose to upload or submit.
• Technical information: authentication and pairing tokens, push-notification tokens, an app-generated installation identifier, app version, device platform, notification permission status, and request or security records such as IP addresses and timestamps.
• Information stored on your device: your selected school, session information, preferences, downloaded learning content, cached records, drafts, queued submissions, and schedule or planner information used by home-screen widgets.

3. Sources & purposes

Information comes from details you enter, content you submit, records maintained by your institution and authorized personnel, other users communicating with you, and technical information produced when you use the service.

It is used to connect you to your school, create and authenticate accounts, process admission and enrollment, display and update authorized records, support teaching and assessment, administer fees and payments, deliver messages and notifications, respond to requests, and diagnose or protect the service. Local storage supports offline access, drafts, synchronization, and your chosen device features.

When you browse the school directory, the directory service receives the network request needed to return participating schools. Sign-in and school-service requests are sent to the portal you connect to. Institutional collection requirements and legal grounds for processing are addressed through the school's notices and applicable arrangements.

4. Permissions & device access

• Camera: used when you scan a school or service QR code, use an enabled scanning feature, or choose to take a photo for an upload.
• Photos and files: system pickers let you choose attachments or documents for a feature; downloaded content can also be stored on your device.
• Notifications: used for school updates and local alerts. You can change notification permission in Android settings.
• Biometric authentication: optional biometric sign-in asks your device to authenticate you. The app receives the authentication result, rather than your fingerprint or face template.
• Network access and connectivity: used to contact your selected portal, retrieve information, submit changes, and manage offline synchronization.
• Calendar and home-screen widgets: when you choose these features, the app can hand an event to your calendar app or display cached class and planner information on your home screen.

You can manage device permissions in Android settings. Declining an optional permission can limit its related feature. Notifications and widgets may show information to someone who can see your screen; use your device's visibility controls as appropriate.

5. Sharing & service providers

School-service information is processed through your selected institution's servers and made available through the relevant school workflows. Messages and shared learning content are visible to their intended recipients or authorized participants. Information you include in a support request is available to the support personnel handling it.

Features can also involve these services:

• Google Firebase Cloud Messaging: handles notification delivery using registration tokens and related installation information. The school backend associates a registered device with an account to deliver relevant notifications.
• PayMongo: where a school enables online QRPh payments, its backend sends payment details, including billing name, email, amount, and transaction details, to PayMongo and receives payment references and status.
• YouTube and linked learning services: playing embedded videos or opening external learning pages connects to those providers. They may process network, browser, or device information under their own privacy notices.
• Hosting, email, and technical support: infrastructure and services supporting a school's deployment process information needed to host records, send account or service communications, and operate that deployment.

Providers' processing locations and terms vary. Ask your institution or SOFTTECH about the providers and arrangements applicable to your school. Information may also be disclosed where required by applicable law or a valid legal process.

6. Security

The application uses sign-in, authenticated requests, and account-role checks for protected school services. It supports school-configured two-factor authentication and optional device biometric sign-in. The biometric credential feature uses the platform's secure storage mechanism.

Other preferences, cached content, and drafts are stored locally for app functionality. School-server safeguards and transport configuration depend on the deployment. Use your institution's official HTTPS portal and protect access to your device and credentials. No system can guarantee that unauthorized access or loss will never occur.

7. Retention & deletion

Retention depends on the record's purpose, your institution's requirements, and applicable legal obligations. Academic, enrollment, accounting, transaction, and security records may need to be retained after app access ends. There is no single retention period that applies to every participating school or record type.

You may request deletion of your app account and associated personal data, or ask about deletion of particular information, through the account-deletion request page. SOFTTECH and the relevant institution need to verify the request, identify the records concerned, and determine what can be deleted and what must be retained. Ask for the applicable retention basis and period for any retained records.

Signing out, clearing local app storage, or uninstalling mySRMS does not delete records on school servers or submit an account-deletion request. Downloaded files that you saved outside the app may need to be removed separately.

8. Your privacy rights

Depending on applicable law, including the Philippine Data Privacy Act of 2012, you may request information about processing, access to your data, correction of inaccurate records, and blocking or erasure where the conditions for those rights apply. Other rights, including objection, withdrawal of consent where processing relies on it, and data portability, may also apply.

Contact your institution for school-record requests or email SOFTTECH for app-related concerns and routing assistance. Include your school, the account concerned, and a description of your request. Identity or authority verification may be necessary. Do not send passwords, one-time codes, or unnecessary identity documents with your initial inquiry.

You may also raise a concern with the Philippine National Privacy Commission. Requests remain subject to applicable legal conditions and record-retention obligations.

9. Children & minors

Some participating institutions serve students who are minors. Their accounts and educational records are handled in the context of the school's services and applicable requirements. Registration may include a parent or guardian's contact information.

A parent or legal guardian with concerns about a minor's information should contact the institution's designated privacy contact or SOFTTECH. The relevant institution may need to verify the relationship or authority before providing information or acting on a request. The applicable school should explain any required parent or guardian involvement and consent arrangements.

10. Policy updates

Revisions will be published at this URL with an updated revision date. Review this page when you need the current policy. Where a change requires a separate notice or consent under applicable requirements, that process is additional to publication of this policy.