Terms of Use and Privacy Policy

01Terms of Use

1. Purpose and authorized users

This system supports student-clearance requests, requirements, reviews, approvals, notifications, and the release of clearance records for Bohol Island State University — Calape Campus. Access is limited to students and authorized university personnel whose accounts are issued or approved by the system administrator.

2. Account responsibilities

• Provide accurate information and keep it current.
• Keep your password and account access confidential. Do not allow another person to use your account.
• Notify the system administrator promptly if you suspect unauthorized access or incorrect account details.
• You are responsible for activity performed through your account unless you have reported a compromise.

3. Acceptable use

You must use the system only for legitimate university and clearance-related purposes. You must not:

• access another person’s account or records without authority;
• submit false, misleading, altered, unlawful, or malicious content;
• attempt to bypass security, disrupt the service, scrape data, introduce malware, or probe for vulnerabilities; or
• copy, disclose, or misuse personal, academic, or administrative information obtained through the system.

4. Submissions and university records

You retain responsibility for documents and information you submit. You grant the university permission to store, review, reproduce, and share those materials internally as reasonably necessary to process clearance and meet academic, administrative, audit, and legal obligations. System statuses and digital signatures form part of the administrative record, but the appropriate university office retains authority over official decisions and corrections.

5. Availability and account action

The university may maintain, change, suspend, or restrict the system when required for security, operations, policy enforcement, or legal compliance. Access may be limited or removed for misuse, account compromise, separation from the university, or loss of an assigned role. Reasonable efforts are made to keep information accurate and the service available, but uninterrupted or error-free operation cannot be guaranteed.

6. Changes to these terms

The university may update these terms when the system, university procedures, or applicable requirements change. The effective date above will be revised, and material changes may also be announced through the system or official campus channels. Continued use after an update means the revised terms apply to future use.

02Privacy Policy

Bohol Island State University — Calape Campus processes personal data for this system in accordance with Republic Act No. 10173, or the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable university policies. Processing follows the principles of transparency, legitimate purpose, and proportionality.

1. Data we process

• Identity and contact data: name, student or employee identifier, university email address, and account details.
• Academic and organizational data: campus, college, program, year level, section, enrollment or graduation category, and relevant organization membership or assigned role.
• Clearance records: requests, requirements, checklist results, office actions, remarks, status history, dates, digital signatures, and released copies.
• User submissions: supporting documents, receipts, images, and other attachments provided for a clearance step.
• Security and usage data: sign-in and activity records, session information, device or browser data, and IP address when recorded by the application or server.

2. Why data is used

Data is used to create and secure accounts; verify identity and eligibility; route, review, approve, and release clearance requests; communicate status and requirements; generate official records; provide support; prevent abuse; investigate incidents; maintain audit trails; and meet the university’s academic, administrative, records-management, and legal obligations.

3. How data is obtained and shared

Information may come from you, authorized university records, administrators, and personnel who act on a clearance request. Access is limited by role and may include the offices, advisers, organization representatives, deans, registrar, Student Development Services personnel, and administrators involved in the applicable process. Data may also be provided to contracted technology providers that support hosting, authentication, email, backup, or maintenance under appropriate safeguards, or to public authorities when required or authorized by law. Personal data is not sold or used for third-party advertising.

4. Retention and security

Records are kept only for as long as necessary for clearance processing, university recordkeeping, audit, dispute handling, security, and applicable legal requirements. Different record types may have different retention periods, and protected backups may remain until their scheduled deletion or replacement. The university applies reasonable administrative, physical, and technical safeguards, including role-based access, authentication controls, activity logging, protected storage, and security maintenance. No electronic system can eliminate all risk.

5. Cookies and external services

The system uses essential session cookies or similar technologies to keep users signed in, protect forms, and maintain security. It does not use advertising cookies. If you choose an available third-party sign-in service, that provider processes information under its own privacy terms, while this system receives the account information needed to authenticate you.

03Your privacy rights

Subject to the Data Privacy Act and lawful limitations, you may exercise the rights to be informed, object, access, rectify, erase or block, obtain data portability where applicable, claim damages, and file a complaint. Some requests may be limited when records must be retained for academic, legal, audit, security, or public-interest obligations.

To make a request, identify yourself and describe the account, record, or concern involved. The university may verify your identity before acting to protect your information. You may also learn about data-subject rights or complaint procedures from the National Privacy Commission.

04Questions, requests, and concerns

Contact the BISU-Calape system administrator, Office of Student Affairs, or the university’s designated Data Protection Officer through official campus channels for account questions, corrections, privacy requests, or suspected security incidents. Include only the information necessary to explain your concern; do not send your password.