Privacy Policy

Welcome to the Student Affairs System (SAS). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our student counseling and guidance services platform. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

Personal Information:

• Name, student ID, email address, and phone number
• Academic information (course, year level, program)
• Emergency contact information
• Profile pictures (optional)

Counseling Information:

• Appointment details and scheduling preferences
• Session notes and counseling records (confidential)
• Progress tracking and assessment data
• AI recommendation preferences and history

Technical Information:

• Device information and browser type
• IP address and location data
• Usage patterns and system interactions
• Security logs and access records

We use the information we collect for the following purposes:

• Provide Services: To facilitate counseling appointments and guidance services
• AI Recommendations: To provide personalized counselor matching and suggestions
• Communication: To send appointment reminders, notifications, and important updates
• Improvement: To analyze usage patterns and improve our services
• Security: To protect against unauthorized access and ensure system security
• Compliance: To comply with legal obligations and institutional requirements

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except in the following limited circumstances:

Within the Institution:

• Authorized counselors and administrative staff
• Academic advisors (with explicit consent)
• Emergency contacts (in crisis situations)

Legal Requirements:

• When required by law or legal process
• To protect safety and prevent harm
• For institutional compliance and reporting

We implement robust security measures to protect your personal information:

• Encryption: All data transmission is encrypted using industry-standard protocols
• Access Controls: Strict user authentication and role-based access permissions
• Regular Audits: Continuous monitoring and security assessments
• Secure Storage: Data is stored on secure servers with backup protection
• Staff Training: Regular privacy and security training for all personnel

You have the following rights regarding your personal information:

• Access: Request access to your personal data we hold
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data (subject to retention policies)
• Portability: Request a copy of your data in a portable format
• Opt-out: Unsubscribe from non-essential communications
• Restriction: Request limitation of data processing

We retain your information for the following periods:

• Student Records: During enrollment and 7 years after graduation/withdrawal
• Counseling Records: As required by professional standards and legal obligations
• System Logs: 12 months for security and troubleshooting purposes
• Communication Data: 3 years or until you request deletion

Our system uses cookies and similar technologies to:

• Maintain your login session and preferences
• Remember your settings and customizations
• Analyze usage patterns for system improvement
• Ensure security and prevent unauthorized access

You can manage cookie preferences through your browser settings, though this may affect system functionality.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our system and updating the "Last Updated" date.

Continued use of the system after any changes constitutes acceptance of the updated Privacy Policy.