Privacy Policy
At Swifties Iloilo, we are committed to safeguarding the personal information of our members, volunteers, and the general public. This Privacy Policy explains how we collect, use, and share your personal data in accordance with the Data Privacy Act of 2012 (R.A. 10173).
By interacting with our organization or using our services, you agree to the terms and practices outlined in this policy.
To better understand how we handle your personal information, please review the sections below. If you have any questions or concerns, feel free to contact us.
1. What Is Personal Data at Swifties Iloilo?
At Swifties Iloilo, we firmly believe that privacy is a fundamental right — one that should be respected equally, no matter where you live. That’s why we treat any information that identifies, relates to, or can be linked to an individual as personal data, regardless of the individual’s location.
Personal data includes information that directly identifies you (such as your name), as well as data that may not directly identify you but can reasonably be used to do so (such as a device serial number). Data that has been aggregated or anonymized in a way that it can no longer identify you is considered non-personal data under this Privacy Policy.
This Privacy Policy outlines how Swifties Iloilo — or any affiliated entity — collects, uses, and protects your personal data when you interact with us, whether through our websites, social media, events, or other communication channels such as phone or email.
Please note that we may link to third-party websites or services, and their privacy practices are governed by their own policies. We encourage you to review those policies and understand your rights before engaging with them.
2. Collection of Personal Data
Swifties Iloilo collects personal data that you voluntarily provide to us through various channels, including but not limited to registration forms, surveys, email communications, event participation, and other interactions with our organization.
The types of personal data we may collect include, but are not limited to:
• Contact Information: Your name, email address, phone number, physical address, and other similar contact details.
• Payment Information: Your billing address and payment method details, such as bank account numbers, debit or credit card information, or other financial data required to process transactions.
• Transaction Information: Details about your purchases of Swifties Iloilo merchandise, event tickets, or services, including those made through Swifties Iloilo platforms or partner channels.
• Fraud Prevention Data: Information used to detect, prevent, or investigate fraud and abuse of our services.
• Government-Issued Identification (as required): In limited circumstances and depending on applicable law, we may request a government-issued ID — for example, to verify your identity for event access, merchandise selling, account verification, or compliance with legal requirements.
• Other Information You Provide: This includes any additional details you voluntarily share, such as messages sent to our support email, responses to surveys or feedback forms, and interactions via social media or other communication channels.
Providing personal data is optional. However, if you choose not to share certain required information, we may be unable to provide you with specific services, process transactions, or respond to your inquiries effectively.
3. Your Privacy Rights at Swifties Iloilo
At Swifties Iloilo, we deeply respect your rights concerning your personal data. In accordance with the Data Privacy Act of 2012 and our global privacy standards, you have the right to:
• Know what personal data we collect about you and why.
• Access the personal data we hold about you.
• Correct inaccurate or outdated personal information.
• Request data portability, allowing you to receive a copy of your data in a structured, commonly used format.
• Restrict or object to the processing of your personal data under certain circumstances.
• Request deletion of your personal data when it is no longer necessary or when you withdraw consent.
These rights are available to all individuals who interact with us, regardless of their location. If you choose to exercise any of these rights, Swifties Iloilo will never treat you unfairly, discriminate against you, or reduce the quality of service you receive as a result.
Where your consent is the basis for processing your data, you may withdraw that consent at any time — without affecting the lawfulness of processing based on consent before its withdrawal.
However, there may be circumstances in which we cannot fully comply with your request, such as:
• When we are legally required to retain certain data (e.g., for financial reporting or regulatory compliance).
• When fulfilling your request would compromise the security, integrity, or lawful operation of our services (e.g., deleting an account under fraud investigation).
• When your request would violate the rights or privacy of another individual.
• When the request is manifestly unfounded, excessive, or repetitive.
• When technical limitations or operational constraints make the request impractical or impossible without significant burden.
We are committed to responding to your privacy requests within a reasonable timeframe and providing clear explanations when a request cannot be fulfilled.
How to Contact Us Regarding Your Privacy Rights
To exercise your privacy rights or raise any concerns, please contact us. We may need to verify your identity before fulfilling certain requests, to protect your personal data and the security of our services.
4. Personal Data Swifties Iloilo Receives from Other Sources
In addition to the personal data you provide directly, Swifties Iloilo may also receive information about you from other individuals, third parties acting on your behalf, our official partners, and other lawful and trusted sources. These contributions help us improve our services, ensure your security, and deliver a seamless experience.
• From Other Individuals: We may collect data about you when others interact with Swifties Iloilo services on your behalf or include you — such as when someone invites you to join a Swifties Iloilo event, forum, or social media initiative, or shares content with you.
• At Your Direction: You may instruct individuals or third parties to share your data with us. For example, you might authorize your bank or a payment service provider to send us verification details necessary for processing a transaction or confirming your identity.
• From Swifties Iloilo Partners: We collaborate with partners who help us verify user information, process payments, and strengthen fraud prevention and security. These partners may provide data to help us validate and secure your transactions or improve our overall service quality.
5. Use of AI-Powered Services
To better serve our community and elevate the quality of our content and operations, Swifties Iloilo uses trusted AI-powered technologies—collectively referred to under our internal code name, “Swifties Penguins.” These tools support our commitment to delivering efficient, engaging, and visually creative experiences for all Ilonggo Swifties.
We currently utilize the following AI platforms:
- Open AI & ChatGPT – Assists in drafting, editing, and refining written content, responding to community inquiries, and automating routine text-based tasks such as caption generation, FAQs, and outreach messaging.
- Canva AI – Enhances our graphic design efforts by generating creative suggestions, assisting with layouts, and helping us deliver visually stunning materials tailored for social media and community events.
- Microsoft Copilot – Boosts productivity by offering intelligent content suggestions, assisting with planning, and enabling automation for internal workflows and coordination tasks.
- Apple Intelligence – Integrated on Apple devices used by our core team to help streamline content summarization, email drafting, and calendar/event management using privacy-first, on-device AI features. Apple Intelligence supports real-time assistance without transmitting sensitive data externally, aligning with Swifties Iloilo’s privacy values and operational needs.
These tools may leverage publicly available data to power their AI capabilities. However, Swifties Iloilo does not use private or sensitive personal information to train any AI models. We implement safeguards to limit the use of personal data in all AI-assisted processes and avoid profiling or identifying individual users without explicit consent.
“Swifties Penguins” is the exclusive internal codename for our AI systems. It is proprietary to Swifties Iloilo and protected under our intellectual property policies. Use of this term outside our organization without express permission is strictly prohibited.
If you have concerns about how your information is handled, or if you wish to opt out of the limited processing associated with AI-assisted services, you may reach out to us directly at any time to exercise your data rights. We are committed to respecting your privacy while responsibly embracing innovation in the fandom space.
6. Swifties Iloilo's Use of Personal Data
Swifties Iloilo uses your personal data to operate and enhance our services, process your transactions, communicate with you, ensure security and fraud prevention, and comply with legal requirements. We may also use your personal data for additional purposes when you give us your explicit consent.
We only process your data when we have a valid legal basis. This could be your consent, the necessity to fulfill a contract, the need to protect vital interests (either yours or others’), legal obligations, or where we determine that it is within our legitimate interests, provided your rights and freedoms are not compromised.
We collect and use personal data necessary to provide our services, including improving functionality, conducting internal audits and analytics, confirming payments, and supporting marketing efforts. For example, if you submit a payment confirmation for a Swifties Iloilo service, we may use that data to verify the transaction and ensure its authenticity.
To fulfill purchases and services, we process your name, contact information, and payment details, ensuring accurate and secure transaction handling. We also use your personal data to communicate with you — including responding to inquiries, providing updates on your account or services, and sending you relevant announcements. Occasionally, you may receive essential notifications such as changes to our policies or confirmations of transactions. These communications are critical to your participation in Swifties Iloilo and cannot be opted out of.
For your protection and the safety of our volunteers, members, and systems, we also process data to detect and prevent fraud, reduce loss, and screen uploaded content to prevent the presence of illegal materials, including child sexual exploitation content. If you choose to personalize your interaction with Swifties Iloilo, we may use your data to tailor your experience. You will always be informed when this is the case. For more information, please visit swiftiesiloilo.com/privacy-policy or contact us directly via email at privacy@swiftiesiloilo.com.
We also process personal data to comply with legal requirements such as tax filings, reporting obligations, or responding to lawful requests from Philippine government authorities. Swifties Iloilo does not use algorithms or profiling to make decisions that would significantly affect you without human oversight. We also do not use or disclose sensitive personal data for purposes that would require a user to limit its processing under Philippine law.
Personal data is retained only for as long as necessary to meet the objectives outlined in this Privacy Policy or our service-specific policies, or as required by law. We carefully evaluate how long data must be kept and strive to retain it only for the shortest period necessary. Once data is no longer required, we securely delete or anonymize it in accordance with industry standards.
Once you request to be unsubscribed, your personal data will be retained only for as long as necessary, but will not be used for any newsletters, merch announcements, event updates, promotions, or other relevant content.
7. Sharing of Personal Data
Swifties Iloilo may share personal data with affiliated entities, trusted service providers, volunteers, partners, and others only when necessary to fulfill our services, comply with legal obligations, or with your explicit consent. We do not share personal data with third parties for their own marketing purposes, nor do we sell your personal data under any circumstances.
We work with carefully selected service providers who perform tasks on our behalf, such as payment processing, event coordination, logistics, data storage, analytics, and IT support. These providers may only access the personal data necessary to complete specific tasks and are strictly required to handle all data in accordance with this Privacy Policy and applicable laws. They are not permitted to use your data for their own purposes and must securely delete or return it once their service obligations are complete.
We also collaborate with partners who assist in delivering our merchandise, events, or community programs. In such cases, your personal data may be shared with these partners solely to provide you with the relevant product or service. We ensure these partners uphold privacy protections equivalent to our own.
Swifties Iloilo may share data with volunteers or internal coordinators who help manage our community activities, events, and administrative functions. Access to personal data is limited to only what is necessary for the performance of their responsibilities, and they are trained on data privacy practices and bound by confidentiality obligations.
We may also disclose personal data at your direction — for instance, when you authorize us to share your information with a bank for payment verification or with a co-organizer of an event you’re attending. In addition, if required by law, legal process, or in response to valid requests by public authorities (e.g., for national security or law enforcement), we may disclose your data without prior notice. We may also disclose data where it is reasonably necessary to enforce our terms and conditions, protect our rights, ensure the safety of our community, or in connection with a business transfer such as a merger, reorganization, or dissolution.
Importantly, Swifties Iloilo does not sell your personal data. We also do not “share” personal data with unaffiliated third parties for purposes such as behavioral advertising or data profiling. No external party that is not affiliated with Swifties Iloilo, nor contractually bound to operate on our behalf, has any right to access or use personal data collected through our platforms, events, or services.
We remain committed to maintaining the confidentiality, integrity, and security of your information, and we regularly review our third-party relationships to ensure ongoing compliance with our privacy commitments.
8. Protection of Personal Data at Swifties Iloilo
At Swifties Iloilo, we believe that strong privacy is built on a foundation of strong security. We implement a combination of administrative, technical, and physical safeguards designed to protect your personal data against unauthorized access, disclosure, alteration, and destruction. These measures are tailored to the sensitivity of the data we collect and the specific risks associated with its processing.
Our safeguards include access controls, encryption, secure data storage, and regular audits of our systems and practices. We also limit access to personal data to only those staff, volunteers, and service providers who need it to perform their responsibilities, and we ensure they are trained in data protection protocols.
Recognizing that security threats continue to evolve, we are committed to continuously reviewing and enhancing our security practices to keep your personal data safe and uphold your trust.
9. Data Privacy Compliance
All processing of personal data by Swifties Iloilo is conducted in accordance with the Data Privacy Act of 2012 (R.A. 10173). We ensure that personal data is collected, used, stored, and disposed of in a secure manner to protect your privacy.
10. Data Sharing and Disclosure
We do not share your personal data with third parties without your explicit consent, except when required by law or necessary to fulfill our organizational obligations. Any information entered within Microsoft and Meta services is
subject to Microsoft’s and Meta’s privacy policies and legal terms.
11. Security of Personal Data
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.
Our security practices are regularly reviewed and updated to ensure the highest level of protection.
12. Access and Correction of Personal Data
You have the right to access, update, and correct your personal data held by us. If you wish to exercise these rights, please contact us at privacy@swiftiesiloilo.com.
13. Retention of Personal Data
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. When personal data is no longer needed, we ensure it is securely deleted or anonymized.
14. Changes to the Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes through our usual communication channels.
15. Contact Information
If you have any questions or concerns about this Privacy Policy or our data protection practices, please contact us at privacy@swiftiesiloilo.com.
Acknowledgement
By engaging with Swifties Iloilo and using our services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and protection of your personal data as described herein.
Swifties Iloilo reserves the right to update or modify this Privacy Policy at any time, without prior notice. Any changes will become effective immediately and participants are encouraged to review this notice regularly to stay informed of any changes.
Continued participation in our events or use of any of our services, including ticket reservations, online registration, or digital community engagement, following the posting of modifications constitutes your acceptance of the updated terms.
Updated by Swifties Iloilo on June. 1, 2025