Privacy Policy
Your privacy and data security are our top priorities at GAYON.
Last Updated: December 06, 2025
Our Commitment to Privacy
GAYON is committed to protecting the privacy and confidentiality of all users, especially considering the sensitive nature of guidance counseling services. This policy explains how we collect, use, protect, and share your information.
1. Information We Collect
Personal Information
We collect information you provide directly to us, including:
- • Full name and student ID number
- • Email address and contact information
- • Educational institution and academic details
- • Profile information and preferences
- • Communication preferences and accessibility needs
Counseling Session Data
- • Session notes and records (with your consent)
- • Communication logs and messages
- • Assessment results and progress tracking
- • Appointment scheduling information
Technical Information
- • Device information and browser type
- • IP address and general location data
- • Platform usage patterns and session logs
- • Performance and error reporting data
2. How We Use Your Information
Primary Purposes
- • Providing guidance counseling services and support
- • Matching you with appropriate counselors
- • Maintaining counseling session records and continuity of care
- • Facilitating communication between students and counselors
- • Tracking progress and outcomes (anonymized data)
Platform Operations
- • Account creation and management
- • Platform security and fraud prevention
- • Technical support and troubleshooting
- • Service improvement and feature development
- • Compliance with legal and regulatory requirements
3. Data Security Measures
Encryption and Protection
- • End-to-end encryption for all communications
- • Secure SSL/TLS protocols for data transmission
- • Advanced database encryption and access controls
- • Regular security audits and vulnerability assessments
- • Multi-factor authentication for all accounts
Access Controls
- • Role-based access permissions
- • Limited data access on need-to-know basis
- • Regular access reviews and permission updates
- • Comprehensive audit logging and monitoring
4. Professional Confidentiality
Counselor-Student Privilege
All communications between students and licensed counselors are protected by professional confidentiality standards and ethical guidelines governing counseling relationships.
Confidentiality Standards
- • Strict adherence to professional counseling ethics
- • Limited disclosure only when legally required or with explicit consent
- • Separate storage and handling of session records
- • Regular training on confidentiality requirements for all staff
5. Information Sharing
We DO NOT Share Your Information Except:
- • With your explicit written consent
- • When required by law or court order
- • In cases of imminent danger to self or others
- • For platform security and fraud prevention (anonymized data only)
- • With participating educational institutions (limited administrative data only)
Anonymized Data Usage
We may use anonymized, aggregated data for research purposes to improve mental health services and platform effectiveness. This data cannot be traced back to individual users.
6. Your Privacy Rights
Access and Control
- • Request access to your personal information
- • Correct or update your data
- • Request deletion of your account and data
- • Export your data in a portable format
- • Withdraw consent for non-essential data processing
Communication Preferences
- • Opt out of non-essential communications
- • Choose preferred communication methods
- • Set privacy preferences for your profile
- • Control session recording and note-taking permissions
7. Data Retention
Retention Periods
- • Student account data: Retained while enrolled or for 7 years after graduation
- • Counseling session records: Retained for 7 years as per professional standards
- • Technical logs: Retained for 1 year for security and performance monitoring
- • Communication data: Retained for the duration of the counseling relationship
Secure Deletion
When data retention periods expire or upon request, we securely delete all personal information using industry-standard data destruction methods.
8. Cookies and Tracking
Essential Cookies
- • Session management and authentication
- • Security and fraud prevention
- • Platform functionality and user preferences
Analytics
We use privacy-focused analytics tools to understand platform usage and improve services. All analytics data is anonymized and does not include personal identifiers.
9. Third-Party Services
GAYON uses carefully selected third-party services for platform operations. These providers are bound by strict data processing agreements and security requirements:
- • Cloud hosting and infrastructure providers
- • Video conferencing and communication tools
- • Security and monitoring services
- • Email and notification services
10. International Data Transfers
Your data is primarily stored and processed within the Philippines. Any international transfers are protected by appropriate safeguards and comply with applicable data protection laws.
11. Children's Privacy
GAYON takes special care to protect the privacy of users under 18. We require parental/guardian consent for minors and implement additional safeguards for younger users.
12. Privacy Policy Updates
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Users will be notified of significant changes, and continued use constitutes acceptance of updates.
13. Contact Information
For privacy-related questions or requests, please contact our Data Protection Officer:
GAYON Data Protection Officer
Email: privacy@gayon.ched.gov.ph
Phone: +63 (54) 123-4567
CHED Regional Office V
Your Trust, Our Responsibility
At GAYON, we understand that seeking guidance counseling requires trust. We are committed to maintaining the highest standards of privacy protection and data security to support your mental health journey.