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1. What Personal Data We Collect

When you create an account and use EduConnect, we collect the following personal data, depending on your role and the features you use:

• School email address
• Full name
• Student ID number
• Department affiliation
• Organization affiliation, if applicable
• Year level and section
• Contact number, if provided or required by the school workflow
• Account role and account status
• Device identifier used for trusted-device checks
• Attendance metadata (e.g., timestamp, GPS coordinates, attendance method, time-in, and time-out)
• Activity slip records and related submission details
• Announcement read status and related interaction data
• Audit trail records showing significant actions performed in the system

2. Sensitive Personal Information and Higher-Risk Data

When a student checks in with a selfie, that photo is uploaded and stored so Admin, Adviser, and Dean can verify attendance. Face photos are personal data under the Data Privacy Act of 2012 (RA 10173). Selfies are kept for 1 year after the event, then deleted.

Some of the information we process may be considered sensitive personal information or higher-risk data because it can reveal your location, personal circumstances, or specific actions, including:

• GPS location metadata during attendance capture
• Device identifiers used for device trust checking
• Uploaded activity slip evidence (such as excuse letters, medical certificates, or similar supporting documents)
• Audit records that identify actions performed by a specific user

3. Why We Collect Your Data (Legitimate Purposes)

EduConnect collects and processes your personal data only for legitimate, specific, and school-related purposes, including:

• Creating and managing your EduConnect account
• Verifying that you are an authorized student or other authorized system participant
• Enforcing role-based access control and department-scoped access
• Allowing you to complete and maintain your profile information
• Recording and validating your attendance in school events
• Supporting time-in, time-out, periodic verification, and attendance compliance checks
• Generating and managing activity slips when attendance requirements are not met
• Sending event announcements, reminders, and related notifications
• Maintaining audit logs for accountability, review, and security monitoring
• Supporting reporting and operational review within the authorized scope of the system

EduConnect does not use your personal data for unrelated commercial profiling, unnecessary surveillance, or purposes outside the system's defined academic and operational functions.

4. How Your Data Is Used and Processed

Your personal data is processed through secure authentication, cloud database storage, cloud functions, notifications, and related application logic that support account access, attendance workflows, activity slips, announcements, and reporting.

Data you provide during account creation and profile setup is used to identify you, assign the appropriate role, and enable the correct features and access restrictions.

Attendance-related metadata is processed to check whether you attended the proper event, within the allowed time window, from the expected location, and using the authorized device or attendance method when applicable.

Activity slip evidence (such as excuse letters or medical certificates) may be reviewed by authorized personnel to handle absences, late attendance, or other compliance-related concerns.

Audit logs are used to record important actions so that the system can support traceability and accountability.

5. Who Controls Your Data (Personal Information Controller)

For the current EduConnect implementation, the Personal Information Controller is the EduConnect project owner or authorized implementing team, in coordination with the appropriate school authority, subject instructor, adviser, or designated office responsible for the system rollout.

Recosana, Charlie

Data Protection Officer – EduConnect Implementation

Western Leyte College of Ormoc City, Inc.

6. How Long We Keep Your Data (Data Retention)

EduConnect retains your personal data only for as long as necessary to fulfill the legitimate purposes for which it was collected, or as otherwise required by applicable law:

• Account and profile data — retained for the duration of active enrollment plus one (1) year after account deactivation or termination.
• Attendance metadata — retained for the academic year in which it was recorded plus one (1) additional year.
• Activity slip records and uploaded evidence — retained for two (2) years from the date of submission.
• Audit logs — retained for three (3) years.
• Announcement interaction data — retained for one (1) year.

When data reaches the end of its applicable retention period, it is either permanently deleted or archived in anonymized form. Verified deletion requests will be fulfilled within fifteen (15) days from the date of receipt.

7. How We Protect Your Data (Security Measures)

EduConnect applies privacy-aware and security-oriented controls to protect your personal data, including:

• Controlled account access using authenticated logins
• Role-based access control and department-scoped authorization
• Protected routes and screens to prevent unauthorized viewing of data
• Secure cloud database storage for synchronized data
• Audit logging of significant actions performed in the system
• Design rules that prevent attendance selfie images from being uploaded to the cloud

8. Your Data Subject Rights

Under the Data Privacy Act of 2012 (Republic Act No. 10173), you have the following rights:

• Right to be informed — how your personal data is collected, used, stored, shared, and protected
• Right to access — request access to your personal data and relevant processing information
• Right to correction — request correction of any inaccurate or incomplete personal data
• Right to erasure or blocking — when legally and technically applicable
• Right to data portability — where technically feasible and applicable

9. How to Contact Us for Privacy Concerns

Recosana, Charlie

Data Protection Officer – EduConnect Implementation

Western Leyte College of Ormoc City, Inc.

Email: charie.recosana@wlcormoc.edu.ph

1. Acceptance of Terms

By using EduConnect, you confirm that you have read, understood, and agreed to these Terms and Conditions, together with the Data Privacy Notice, in accordance with the Data Privacy Act of 2012 (Republic Act No. 10173).

2. Scope and Purpose of the System

EduConnect is an educational technology platform designed to:

• Facilitate communication between students, advisers, deans, and administrators
• Manage academic records and attendance at co-curricular and non-curricular events
• Organize and manage academic events and activities
• Provide a centralized platform for announcements and activity slip workflows
• Support administrative functions within an educational institution

Use of EduConnect is strictly limited to authorized users of the institution. Unauthorized users, external parties, and automated access are strictly prohibited.

3. User Responsibilities and Acceptable Use

You agree to:

• Provide accurate, complete, and truthful information during registration and account setup
• Maintain the confidentiality of your login credentials
• Notify EduConnect administrators immediately if you suspect unauthorized access
• Use EduConnect only for authorized, lawful purposes consistent with school policy
• Not impersonate other users or provide false identity information
• Keep your contact information up-to-date

Important: Do not share your password with anyone. EduConnect staff will never ask for your password.

4. Prohibited Activities

You agree that you will NOT:

• Attempt to gain unauthorized access to EduConnect or its systems
• Share your account credentials with other users
• Attempt to bypass security measures or authentication systems
• Use EduConnect for commercial purposes or profit
• Upload or transmit viruses, malware, or malicious code
• Alter, delete, or tamper with records that do not belong to you
• Attempt to modify or falsify academic records, grades, or attendance
• Impersonate other users, instructors, or administrators
• Use automated tools to access the system (bots, scrapers, scripts)

5. Data Ownership and Handling

Your personal information is yours — you have the right to access, correct, and request deletion as outlined in the Privacy Notice. Academic records belong to the institution but you have the right to access and review your own records. EduConnect may use third-party service providers (e.g., Google Firebase) for hosting and data processing, who are contractually bound by data protection requirements.

For full details on how your data is collected and used, please refer to the Data Privacy Notice.

6. Intellectual Property Rights

All course materials, announcements, and system interfaces are owned by the institution. You may view and use this content for educational purposes only. You may not reproduce, distribute, or create derivative works without permission.

Any content you upload to EduConnect remains your intellectual property, but by uploading you grant the institution a non-exclusive, royalty-free license to store and manage that content for educational purposes.

7. Limitation of Liability

EduConnect is provided "AS IS" without warranties of any kind. To the maximum extent permitted by law, the institution shall not be liable for loss of data, indirect or consequential damages, or service interruptions caused by factors beyond institutional control.

This limitation does not apply to gross negligence, willful misconduct, data breaches due to inadequate security, or violations of applicable data protection laws.

8. Compliance with Applicable Laws

EduConnect complies with the Data Privacy Act of 2012 (Republic Act No. 10173) of the Philippines. All personal data handling practices adhere to lawfulness of processing, purpose limitation, data minimization, accuracy, storage limitation, transparency, and security safeguards.

You agree to comply with all applicable laws and regulations of the Philippines, as well as institutional policies including academic integrity, anti-bullying, and acceptable use policies.

9. Account Termination

The institution may terminate or suspend your access if your enrollment status changes, you violate these Terms, or as required by law. You may request account deletion at any time through the app settings or by contacting the Data Protection Officer.

Upon termination, certain data (academic records, audit logs) may be retained as required by institutional policy or applicable law.

10. Modification of Terms

The institution reserves the right to modify these Terms and Conditions at any time. Changes will be announced in-app with at least 14 days' notice. Continued use of EduConnect after modifications constitutes acceptance of the updated terms.

11. Contact and Support

Recosana, Charlie

Data Protection Officer – EduConnect Implementation

Western Leyte College of Ormoc City, Inc.

Email: charie.recosana@wlcormoc.edu.ph