Privacy Policy

Last updated: October 2025

This Privacy Policy explains how the Crisis Center Management System with AI Counseling Recommendations (hereafter referred to as “the System”) collects, uses, and safeguards your personal information in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

Personal Information Controller (PIC)

Organization: Crisis Center
System Name: Crisis Center Management System with AI Counseling Recommendations
Address: Rafael Salas Drive, Brgy. Balingasag, Bago City, Negros Occidental
crisiscenter_info@bccbsis.com

Information We Collect

The System collects personal information from clients, social workers, and administrators to enable efficient crisis management and counseling support. This includes:

Personal details (name, age, gender, address, contact number, and email)
Account credentials (username, password)
Incident and referral reports submitted by clients or staff
Uploaded documents or evidence (e.g., supporting files for reports, referrals, or adoption applications)
Counseling data, including responses used for AI counseling recommendations
System usage and activity logs (for security and analytics)

Purpose and Legal Basis of Processing

Your personal data is collected and processed for the following lawful purposes:

To verify your identity and manage your user account within the System
To facilitate appointment scheduling, referral tracking, and counseling services
To assist in case management, record-keeping, and reporting for authorized social workers and administrators
To generate AI-based counseling recommendations to support social workers’ decisions
To comply with applicable laws, regulations, and reporting obligations

We share personal data only with authorized Crisis Center personnel, partner agencies, and service providers bound by confidentiality and data protection agreements. Information may also be disclosed when required by law or court order.

Retention and Security of Data

Personal data is retained only as long as necessary for legitimate purposes or as required by law. The System employs appropriate organizational, physical, and technical measures—such as encryption, user authentication, and access control—to safeguard data against unauthorized access, loss, or misuse.

Your Rights as a Data Subject

In accordance with the Data Privacy Act, you have the right to:

Access and obtain a copy of your personal data
Request correction of inaccurate or outdated information
Withdraw consent or request deletion of your data, subject to legal and operational limitations
Object to processing or data sharing under certain conditions
Lodge a complaint before the National Privacy Commission (NPC)

AI Counseling Recommendations

The AI Counseling module analyzes anonymized input and previous cases to suggest counseling approaches. Recommendations are generated algorithmically and are not a substitute for professional judgment. The System ensures that all sensitive counseling data is processed securely and used solely for service improvement.

Updates to this Policy

This Privacy Policy may be updated from time to time to reflect changes in laws, technologies, or organizational policies. The updated version will be posted within the System interface.