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The Beads Media

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Privacy Policy

How the Commission on Social Communications collects, uses, and protects personal data across thebeadsmedia.com, the Member Portal, and the PCLM Portal.

On this page

Effective September 20, 2026

Questions or requests about your personal data? Email thebeads.valenzuela@gmail.com.

The Commission on Social Communications (“Soccom,” “The Beads Media,” “we,” “us”) is the media arm of Our Lady of the Holy Rosary Parish, Valenzuela City. This Privacy Policy applies to:

  • the public website at thebeadsmedia.com (news, activities, donations, the shop, and the SOCCOM recruitment form);
  • the Member Portal, used by Soccom staff and volunteers for HR, finance, worship-operations, and content-management tasks; and
  • the PCLM Portal, used by members of the Parish Committee on Liturgical Music,

together, the “Services.” It is written to comply with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173, its Implementing Rules and Regulations, and issuances of the National Privacy Commission (“NPC”)).

1. Information We Collect

a. Visitors to the public website

  • Newsletter subscribers — your email address.
  • Donors — your name (unless you give anonymously), email address, donation amount, and an optional message. Payment details (card, GCash, or Maya credentials) are entered directly with our payment processor, PayMongo, and are never seen or stored by us.
  • Shop customers — your name, email address, phone number, the items you order, and any pickup notes you leave. Orders are for in-person parish pickup only; we do not collect shipping addresses. Payment is likewise handled by PayMongo.
  • “Become a Soccom” applicants — your full name, phone number, email address, Facebook profile link, the skills and equipment you tell us you have, and your written answer to our reflection question.
  • Anyone who contacts the parish office through the details listed on our Office page.

b. Member Portal (Soccom staff and volunteers)

  • Account information — your name, email address, and profile photo, from either Google Sign-In or an email-and-password account you create with us.
  • Onboarding and HR details — contact number, emergency contact name and number, your SPPC/parish affiliation, the year you began lay ministry, birthday, ministry role, and any HR documents uploaded to your record.
  • Attendance — a PIN you set yourself, used to clock in and out at the Worship Operations kiosk. This PIN is not a biometric identifier and is unrelated to your portal password.
  • Finance records — reimbursement or fund requests you submit, including any disbursement reference details (e.g. a GCash number) you provide for that purpose, and related approvals, receipts, and ledger entries.
  • Formation and recognition records — installation and endorsement records, digital signatures you apply to them, badges, and awards.
  • Portal activity — tasks, projects, posts, comments, design assets, and notifications you create or that are assigned to you, plus activity logs kept for security and audit purposes.

c. PCLM Portal (Parish Committee on Liturgical Music)

  • Account information — your name, email address, and profile photo from Google Sign-In.
  • Your choir and officer-position assignments.
  • Song favorites, personal tags, and event/song assignments.
  • Notifications, and any error reports you submit to us.

d. Collected automatically

  • Essential cookies — used only to keep you signed in (via our authentication provider, Supabase) and, on the public site, to remember your shopping cart. We do not currently use advertising or third-party analytics cookies.
  • Standard server logs — our hosting provider, Vercel, automatically records request metadata such as IP address, timestamp, and browser user agent, for security and reliability purposes.

2. How We Use Your Information

We use the information above to:

  • create and administer your account, and keep the Services secure;
  • process donations and shop orders, including issuing receipts;
  • evaluate SOCCOM and PCLM applications and, if accepted, onboard you as a member or volunteer;
  • coordinate ministry schedules, Mass assignments, and attendance;
  • administer internal HR and finance functions for staff and volunteers (e.g. reimbursements, formation records);
  • send you service-related communications, such as receipts, notifications, and, where you've opted in, our newsletter;
  • maintain records the Commission needs to keep for parish and accounting purposes; and
  • comply with applicable law and respond to lawful requests.

Depending on the activity, we process personal data based on your consent (for example, the Data Privacy Act consent you give during onboarding, or subscribing to our newsletter), the necessity of processing to fulfill a request you made (such as a donation or shop order), our legitimate interestsin operating the parish's ministries and this website, and, in the case of finance and HR records, compliance with legal and accounting obligations.

4. Who We Share Data With

We do not sell your personal data. We share it only with the service providers that help us run the Services, and with parish/diocesan leadership where necessary for recordkeeping:

  • PayMongo — processes donation and shop payments (GCash, Maya, and card).
  • Supabase — hosts our database, authentication, and file storage.
  • Google — provides Sign-In for both portals, and, via one connected staff Google account, powers the shared Mass-schedule calendar, calendar access sharing, and Drive/Docs file storage described below.
  • Resend — delivers transactional emails (e.g. receipts, account notices).
  • Vercel — hosts and serves the website and portals.
  • YouTube— embedded on our site for livestreams; if you interact with an embedded video, Google/YouTube's own privacy policy applies to that interaction.

Each of these providers is only permitted to use your data to provide their service to us, and may process or store it outside the Philippines as part of their own global infrastructure, consistent with the Data Privacy Act's rules on cross-border transfers.

We may also disclose information if required by law, court order, or a valid request from the National Privacy Commission or another government authority.

Use of Google User Data

“Sign in with Google” on both portals requests only your basic profile (name, email address, and profile photo) to create and log you into your account — nothing else.

Separately, one or two designated Soccom administrators or finance/HR officers connect their ownGoogle account to power specific staff-only features. No other member's or visitor's Google account is ever accessed. Specifically, that connected account is used to:

  • Calendar (calendar.events, calendar.aclsscopes) — create and update events on a single shared parish Mass-schedule calendar, and grant or revoke individual active members' read-only access to that one shared calendar, identified by the email address already on their member profile. We do not access any member's own personal calendar.
  • Drive (drive scope) and Docs (documentsscope) — store files created within the Services in a shared parish Drive (receipt photos attached to finance requests, PCLM sheet-music PDFs, design assets, and social-media post media), and generate a member's application/installation letter by copying one fixed template document and filling in their name and role. This is why the Drive scope is broader than “files this app created” — reading that pre-existing template requires it.

We only use this Google API access to power the specific features described above; we do not use it for any other purpose, and we do not transfer data obtained through it to any third party except the service providers named in this policy and only as necessary to provide the Services. Our access to and use of information received through Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements: we do not use Google user data to serve advertisements of any kind, we do not allow humans to read it except as needed for security, legal compliance, or with your consent, and we do not use it to develop, improve, or train any generalized (non-personalized) AI or machine-learning models.

5. Data Retention

We keep personal data only for as long as reasonably necessary for the purposes described in this policy. As a general guide: donation and order records are kept for as long as required by applicable tax and accounting rules; Member and PCLM Portal records are kept for the duration of your membership or service plus a reasonable period afterward for parish recordkeeping and formation history; and unsuccessful SOCCOM/PCLM applications are kept for a limited period and then deleted. When data is no longer needed, we delete or anonymize it.

6. Your Rights Under the Data Privacy Act

As a data subject, you have the right to:

  • be informed that your personal data is being processed;
  • access a copy of the personal data we hold about you;
  • request correction of inaccurate or outdated data;
  • object to certain processing, and withdraw consent you previously gave;
  • request erasure or blocking of data that is no longer necessary, or was unlawfully obtained;
  • be indemnified for damages from a violation of your rights; and
  • file a complaint with the National Privacy Commission (privacy.gov.ph).

To exercise any of these rights, email us at thebeads.valenzuela@gmail.com. We will respond within a reasonable time and may need to verify your identity first.

7. Minors

Some of our ministries, including SOCCOM and PCLM, welcome members under 18. If you are under 18, a parent or legal guardian must review this policy with you and provide consent before you submit an application or join a portal. A parent or guardian who believes we hold personal data about their minor child without appropriate consent may contact us at thebeads.valenzuela@gmail.com to review or request deletion of that data.

8. Data Security

We apply reasonable organizational, physical, and technical safeguards to protect personal data, including encrypted connections (HTTPS) across the Services, role-based access controls that limit portal data to members who need it for their ministry role, and relying on service providers with their own industry-standard security practices. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the effective date above, and, where appropriate, a notice on the website or within the portals.

10. Contact Us

Commission on Social Communications
Our Lady of the Holy Rosary Parish, Valenzuela City
Email: thebeads.valenzuela@gmail.com