GRMS System

The Medical College of Northern Philippines – International School of Asia and the Pacific (MCNP-ISAP) is committed to protecting your personal information in compliance with the Data Privacy Act of 2012 (RA 10173) and its Implementing Rules and Regulations. Before logging in to the Guidance Records Management System (GRMS), please read this notice in full.

What Is the GRMS?

The GRMS is a secure institutional platform used by MCNP-ISAP to manage student guidance records, appointments, counseling history, psychological assessments, academic information, and disciplinary records. Access is restricted to authorized roles: Admin, Prefect, Teacher, Guidance Facilitator, and Student.

Data Collected Upon Login

Field	Purpose	Retention
Username	Identifies your account in the system	Duration of account
Password	Authenticates your identity (bcrypt-encrypted, never stored in plain text)	Duration of account
User Role	Determines access level and permissions	Duration of account
Email Address	Account verification, password recovery, and official communications	Duration of account
Login Timestamp & IP	Security auditing, session management, activity logging	90 days

Student Personal Data Stored in the GRMS

Once your profile is created, the following data is collected and securely stored:

Category	Data Fields Collected
Personal Information	Full name, age, birthdate, sex, nationality, handedness, religion, ethnicity, region, barangay, municipality, province, personal contact number, email address, dormitory status & address, landlord name & number, date joined
Academic / Course Info	Institution, classification, department, course name, course code, year level, section, student ID number, school year, degree, degree school, remarks
Civil Status	Civil status, spouse name, spouse occupation, living arrangement
Father’s Information	Vital status, full name, contact number, nationality, educational attainment, occupation, business address, monthly salary, OFW status & address, family status, family type
Mother’s Information	Vital status, full name, contact number, nationality, educational attainment, occupation, business address, monthly salary, OFW status & address
Personal Features	Interests, skills, hobbies, ambitions, characteristics, fears, personal problems
Guidance Counseling	Counselor name, date of session, purpose of consultation, number of sessions attended
Psychiatric & Psychological History	Psychiatrist name, clinical psychologist name, dates of consultation, purpose, number of sessions (kept as separate records)
Additional Personal Info	Expectations & goals, family dynamics, parenting style (overprotective / indifferent / cooperative / uncooperative), quality family time, closest family member, history of abuse, and personal concerns across: personal, spiritual, community, health, political, religious, family, moral, peers, and career domains
Offense / Disciplinary Records	Offense type, category (Minor / Major / Serious), description, date of incident, location, witnesses, action taken, status (Pending / Under Review / Resolved / Dismissed), supporting documents
Psychological Exam Results	Exam title, type, date, result summary, score, clinical interpretation, recommendations, confidential document attachments, and acknowledgment status
Appointments	Date & time, purpose, status (Pending / Confirmed / Completed / Cancelled / No-Show), notes from student, prefect, teacher, and guidance facilitator

How Your Data Is Used

• To verify your identity and grant role-appropriate access to the GRMS.
• To maintain and manage your guidance, counseling, and academic profile.
• To support student welfare programs, discipline monitoring, and mental health services.
• To generate institutional reports accessible only to authorized school personnel.
• To communicate psychological exam results and guidance recommendations securely.
• Your data is never sold, rented, or shared with third parties without consent, except as required by Philippine law.

Data Security Measures

• All passwords are hashed using bcrypt — never stored in plain text.
• CAPTCHA verification is enforced on every login attempt.
• Session tokens expire automatically on logout or inactivity.
• Access to sensitive records (psychiatric, offense, psychological) is enforced by user role.
• Psychological exam results are flagged confidential and restricted to authorized parties.
• All user actions are recorded in an activity audit log for compliance and security.
• Deleted student records are archived in a secure backup table before permanent removal.

Your Rights Under RA 10173

• Right to be Informed — You are notified of what data is collected and why.
• Right to Access — You may request a copy of your personal data.
• Right to Rectification — You may request correction of inaccurate data.
• Right to Erasure / Blocking — You may request deletion or blocking of your data on valid grounds.
• Right to Object — You may object to data processing under certain conditions.
• Right to Data Portability — You may request your data in a structured, readable format.
• Right to Lodge a Complaint — You may file a complaint with the National Privacy Commission (NPC).

To exercise any of these rights, contact the MCNP-ISAP Data Protection Officer.

Terms of Use

• You must log in using your own registered credentials only. Impersonation is strictly prohibited.
• Sharing your username or password with any other person violates this agreement.
• Unauthorized access or misuse may result in account suspension and legal action under RA 10173 and the Cybercrime Prevention Act (RA 10175).
• You agree to log out after every session, especially on shared or public devices.
• Psychiatric and psychological records are strictly confidential and must not be disclosed.
• You must report any suspected unauthorized access or data breach to the administrator immediately.
• MCNP-ISAP reserves the right to update these terms at any time.