Overview
This Privacy Policy applies to all users of ChatKOOL (accessible at chatkool.org) — a student community platform dedicated to college and university students in the Philippines. By using ChatKOOL, you agree to the terms described in this policy. We comply with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.
Information We Collect
We collect only what is necessary to provide you with the best possible ChatKOOL experience. Here is what we may collect:
A. Information You Provide Directly
- ✓Account Information: Full name, email address, password (encrypted), profile photo, university name, course, and year level.
- ✓Student Verification: Student ID or school email address used to verify your enrollment status.
- ✓Profile Content: Bio, interests, skills, and any other information you voluntarily add to your profile.
- ✓Communications: Messages, posts, comments, forum discussions, and any content you create on the platform.
B. Information Collected Automatically
- ✓Device Information: Browser type, operating system, device type, screen resolution, and language preferences.
- ✓Usage Data: Pages visited, features used, time spent on the platform, and click patterns to improve user experience.
- ✓IP Address: Used for security purposes, fraud prevention, and approximate geographic location (country/region level only).
- ✓Cookies & Similar Technologies: Session tokens, preferences, and analytics data. See Section 6 for full cookie details.
C. Information We Do NOT Collect
- 🚫We do not collect your credit card or payment information (ChatKOOL is free).
- 🚫We do not collect your precise GPS location without explicit permission.
- 🚫We do not collect sensitive personal information such as race, religion, or political views.
How We Use Your Information
We use your information only for purposes that directly benefit you and the ChatKOOL community. Specifically:
Platform Operations
To create and manage your account, authenticate your identity, and provide all ChatKOOL features and services.
Safety & Security
To detect and prevent fraud, abuse, harassment, spam, and other violations of our community guidelines.
Platform Improvement
To analyze usage patterns, fix bugs, improve features, and build new tools that students actually need and ask for.
Communications
To send you important account notifications, security alerts, and optional platform updates. You can opt out of non-essential emails anytime.
Student Matching
To suggest relevant study partners, communities, and discussions based on your university, course, and stated interests.
Legal Compliance
To comply with applicable Philippine laws, respond to lawful government requests, and enforce our Terms of Service.
Data Sharing & Disclosure
The Short Version
We do not sell your personal data. Period. Your information is never sold, rented, or traded to advertisers, data brokers, or any third party for commercial purposes.
We may share your information only in the following limited circumstances:
Service Providers
Trusted third-party vendors who help us operate ChatKOOL (e.g., cloud hosting, email delivery, analytics). These providers are bound by strict data protection agreements and may only process your data as instructed by us.
Legal Requirements
If required by Philippine law, court order, or lawful government authority, we may disclose specific user information. We will notify affected users to the extent legally permitted.
Safety & Emergency
In situations involving imminent danger to a person’s life or safety, we may share necessary information with appropriate authorities or emergency services.
With Your Consent
We may share your information for any other purpose with your explicit, informed consent. You will always be clearly informed before any such sharing occurs.
Data Security
We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction.
Encrypted Storage
All passwords are hashed using bcrypt. Sensitive data is encrypted at rest using AES-256 encryption.
Secure Transmission
All data transmitted between your browser and our servers is protected by HTTPS/TLS 1.3 encryption.
Access Control
Only authorized team members with a legitimate need can access user data, and all access is logged and audited.
Regular Audits
We conduct regular security reviews and vulnerability assessments to identify and fix potential risks proactively.
Data Breach Notification
In the unlikely event of a data breach affecting your personal information, we will notify you and the National Privacy Commission (NPC) within 72 hours of discovery, as required by Philippine law.
Your Rights as a Data Subject
Under the Philippine Data Privacy Act, you have the following rights regarding your personal data:
Right to Access
You have the right to request a copy of all personal data we hold about you. Submit a request at privacy@chatkool.org and we will respond within 15 business days.
Right to Rectification
If any of your personal data is inaccurate or incomplete, you can update it directly in your account settings or contact us to make corrections.
Right to Erasure
You may request the deletion of your account and all associated personal data. Some data may be retained for legal compliance purposes for a period specified by applicable law.
Right to Data Portability
You may request a copy of your personal data in a structured, commonly used, machine-readable format (JSON or CSV) for transfer to another service.
Right to Object
You may object to the processing of your personal data for specific purposes, including marketing communications. You can manage email preferences in your account settings at any time.
To exercise any of these rights, email us at privacy@chatkool.org with your request and we will respond within 15 business days. If you believe we have not adequately addressed your privacy concerns, you may file a complaint with the National Privacy Commission (NPC) of the Philippines at www.privacy.gov.ph.
Cookies & Tracking Technologies
ChatKOOL uses cookies and similar technologies to keep you logged in, remember your preferences, and understand how students use our platform.
You can manage cookie preferences through your browser settings. Note that disabling essential cookies may affect your ability to use ChatKOOL properly.
Privacy Contact & Data Protection Officer
If you have any questions, concerns, or requests regarding this Privacy Policy or how ChatKOOL handles your personal data, please reach out to us:
Additional Privacy Information
Data Retention
We retain your personal data for as long as your account is active or as needed to provide our services. If you delete your account, we will delete or anonymize your personal data within 30 days, unless retention is required by law.
Children’s Privacy
ChatKOOL is intended for users who are 18 years of age or older (college and university students). We do not knowingly collect personal data from individuals under 18. If we become aware that we have collected data from a minor without parental consent, we will delete it immediately.
International Data Transfers
ChatKOOL is based in the Philippines and primarily serves Philippine students. If any data is processed outside the Philippines (e.g., by cloud service providers), we ensure adequate data protection safeguards are in place.
Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes via email and by posting the updated policy on this page with a revised “Last Updated” date. Continued use of ChatKOOL after changes constitutes acceptance of the updated policy.