Privacy notice

Who is responsible for your information

The UNC Law Student Board of the University of Nueva Caceres, Naga City, is the personal information controller for this registration. For any privacy question or request, write to the Board’s data privacy contact at admin@unclsb.com. You can also message us on facebook.com/UNCLSB.

What we collect

• Your full name, email address, mobile number, UNC student ID, and year level.
• The food & drink package you pick, and when you picked or last changed it.
• Your food allergy notes, if you give them. This field is optional. Because allergy notes can describe your health, the law treats them as sensitive personal information.
• A screenshot of your payment, which shows what your payment app shows: the amount, date, reference number, and the account name and number. We also keep the payment option you picked (GCash, Maya, or MariBank) and the reference number an officer reads from the screenshot.
• Your registration’s reference number, its status (waiting, approved, or rejected), and the reason if it is rejected.
• To stop spam, a short-lived count of attempts from each internet (IP) address and email address. It is used for nothing else.

Why we use it

• To confirm you are a UNC law student and register you for Law Bash 2026.
• To check your payment and issue your acknowledgement receipt.
• To email you about your registration: the confirmation, the approval or rejection, reminders, and event updates.
• To plan food and drinks: how many picked each package, the number of food notes, and the notes themselves, all without names. If you registered before the menu was added, we email you a personal link to pick (once, then up to three reminders until you do).
• To keep simple totals (how many registered and were approved, by year level) to plan the night.

We do not use your information for marketing, and we do not profile you.

Our basis for using it

We process your information because you agree to it by ticking the consent box on the form (Sections 12(a) and 13(a) of the Data Privacy Act). Your food allergy notes are sensitive personal information, so we use them only with that consent and only to plan food. We keep your acknowledgement receipt in the Board’s financial records so we can account for the funds we collect, which is in our legitimate interest (Section 12(f)).

How we process it

• You type your details and upload your screenshot on the Law Bash page. They travel over an encrypted (HTTPS) connection.
• They are stored in the Board’s database and in a private file store. Your screenshot is never public: officers open it through links that expire after a short time.
• An LSB officer checks every payment by hand and approves or rejects it. Nothing about your registration is decided automatically, and there is no automated profiling.
• We send your emails through an email delivery service.

Who sees it

• Authorized LSB officers who run the registration and check payments.
• Service providers who store or send it for us and may not use it for anything else: Supabase (database and file storage), SendGrid (email delivery), and Netlify (website hosting).
• Event organizers and the venue, who see only totals (including food & drink counts) and food notes, without names.

We do not sell your information or share it with anyone else, unless the law requires us to.

How long we keep it

We keep your registration, payment screenshot, and food notes until the end of Academic Year 2026–2027, then delete them. Your acknowledgement receipt stays in the Board’s financial records.

How we protect it

Only authorized officers can open the registration records and screenshots, after signing in. The records sit behind access rules in our database, the screenshots are in private storage, and everything travels encrypted.

Your rights

Under the Data Privacy Act you have the right to:

• be informed about how we use your information (this notice);
• access the information we hold about you, and get a copy of it;
• correct anything that is wrong or out of date;
• object to its use, or withdraw your consent;
• have it erased or blocked;
• be indemnified for damages if it is misused; and
• file a complaint with the National Privacy Commission at privacy.gov.ph.

To use any of these rights, email admin@unclsb.com with your reference number. If you withdraw your consent before the event, we can no longer keep your registration; withdrawing doesn’t undo what was already done with it.

Changes to this notice

If we change how we use your information, we will tell you by email before the change takes effect, and you can withdraw your consent if you don’t agree.