Privacy Policy

CRFV respects your privacy and is committed to protecting personal data collected through CRFV event pages, forms, registration systems, account access pages, check-in or attendance tools, certificate processing, communications, and support services.

This policy covers processing for account registration, event registration, attendance validation, certificate processing, event communications, accommodation coordination, payment verification where applicable, website security, administration, and troubleshooting.

This policy does not apply to third-party websites or services linked from the CRFV platform. Those services are governed by their own privacy policies.

CRFV acts as the organiser and controller of personal data collected for event management and participant administration, unless otherwise stated for a specific service or transaction.

Where CRFV uses external providers for hosting, registration, email delivery, payment handling, analytics, or technical maintenance, those providers may process data on behalf of CRFV under appropriate safeguards.

CRFV collects only the personal data reasonably necessary for legitimate event-related purposes. Depending on the service used, this may include:

• Registration and identification information such as name, certificate name, gender, designation, organisation type, and organisation name.
• Contact information such as email address and mobile or contact number.
• Location and participant profile information such as region, province, municipality, barangay, and participant category.
• Account and access information such as login credentials, hashed password data, account status, sign-in timestamps, and session records.
• Event participation and attendance records such as registration details, check-in and check-out records, participation status, and workshop or session attendance.
• Accommodation and logistics information, where applicable.
• Payment and transaction records such as reference number, payment status, amount paid, payer name, and confirmation records.
• Communication and support records such as inquiries, confirmation emails, reminders, and support requests.
• Device, technical, and security information such as IP address, browser type, device type, timestamps, page access logs, and error logs.
• Photos, videos, livestream captures, audio recordings, and event documentation images where events are documented.

CRFV may collect personal data when you create or access an account, complete a registration form, submit event information, communicate with staff, check in, request a certificate, submit payment confirmation, browse CRFV pages, or are photographed or recorded during an event.

CRFV processes personal data for lawful, specific, and legitimate event and platform purposes, including:

• Creating and managing participant records.
• Processing event registration and confirming participation status.
• Verifying attendance and participation completion.
• Generating and issuing certificates.
• Coordinating schedules, sessions, accommodation, and event logistics.
• Validating payments and handling event-related accounting, where applicable.
• Responding to inquiries and support requests.
• Sending event reminders, system notices, and service-related communications.
• Maintaining platform security, preventing abuse, and investigating incidents.
• Generating internal reports, summaries, and administrative records.
• Complying with legal obligations, institutional requirements, or lawful requests.
• Documenting events for internal records, reporting, and authorised public communications.

Depending on the context, CRFV may process personal data based on consent, the need to fulfil a registration or requested service, legal or regulatory obligations, and CRFV's legitimate interests in administering events, securing the platform, maintaining records, and improving operational processes.

Some fields are required because CRFV cannot properly process registration, verify participation, communicate with participants, issue certificates, or manage event operations without them. Optional fields are collected only where needed for convenience, event improvements, optional services, or non-essential features.

CRFV does not sell personal data. CRFV may share personal data only when reasonably necessary with authorised recipients such as organisers, event staff, technical administrators, hosting providers, email providers, payment processors, accommodation coordinators, partner institutions, or legal authorities where required.

CRFV uses cookies, local storage, session storage, and similar technologies to support login sessions, page functionality, form continuity, security, and system performance.

For details about essential cookies, functional storage, analytics or performance tools if enabled, and browser controls, read the CRFV Cookie Policy.

CRFV keeps personal data only as long as necessary for the purpose collected, or as required for law, accounting, audit, reporting, dispute resolution, certificate verification, security monitoring, and legitimate operations.

• Registration records may be retained for the event cycle and a reasonable administrative, audit, or reporting period.
• Attendance and participation records may be retained for certificate verification, compliance, reporting, and dispute resolution.
• Certificate records may be retained for future verification, reissuance review, and record validation.
• Payment records may be retained for accounting, audit, reconciliation, legal compliance, and dispute handling.
• Technical and security logs may be retained for monitoring, incident investigation, abuse prevention, and reliability.
• Event media may be retained for documentation, reporting, archival, and approved communication purposes.

CRFV implements reasonable administrative, organisational, physical, and technical safeguards to protect personal data against accidental or unlawful destruction, alteration, disclosure, misuse, unauthorised access, and other unlawful processing.

Safeguards may include role-based access restrictions, password protection, secure authentication, encrypted transmission where reasonably available, secured hosting, logging, monitoring, backup and recovery controls, and staff confidentiality measures.

If CRFV becomes aware of a personal data breach likely to pose a real risk to rights and freedoms or otherwise requiring notification, CRFV will take appropriate response measures, including investigation, containment, remediation, and notification where required.

If technical infrastructure or service providers process data outside the local jurisdiction, CRFV will take reasonable steps to ensure appropriate safeguards remain in place.

Subject to applicable law, you may have the right to request access to your personal data, correction of inaccurate data, deletion or disposal in appropriate cases, objection to certain processing, withdrawal of consent where processing is consent-based, information about processing, or filing of a complaint with the appropriate regulatory authority.

CRFV may request reasonable identity verification before processing privacy-related requests.

If a CRFV event is intended only for adults or legally eligible participants, minors should not register without required consent or supervision of a parent, guardian, school authority, or authorised representative where applicable.

CRFV may update this Privacy Policy to reflect legal, operational, technical, or event-related changes. Material updates may be posted on the website with a revised effective date.