Privacy Policy

Effective Date: April 2026

This Student Management System is used for official school administration and class-advisory operations. The platform processes student, teacher, and school operational information to support enrollment records, sectioning, grading, report generation, and school-year management.

1. Information We Process

• Student profile and enrollment data (name, LRN, birthdate, sex, address, grade level, section, track, strand).
• Academic data (subject grades, quarterly/semester records, scholastic history, class and adviser assignments).
• Teacher and adviser records needed for class/advisory operations.
• School configuration data such as school-year settings, quarter/semester configuration, and school information.
• Account and security data including login attempts, active sessions, and selected system activity logs.

2. Purpose of Processing

• To maintain accurate student records for official school use.
• To support class advisers and administrators in encoding and validating grades.
• To generate official school documents and report outputs (including SF-related forms where applicable).
• To improve system integrity, accountability, and traceability through controlled access and activity monitoring.

3. Access Control and Role Limits

Access is role-based. Administrators have broader record-management privileges, while advisers are limited to advisory-related functions and assigned records. Sensitive actions may be restricted by administrator settings (for example, enabling or disabling adviser grade input).

4. Security Measures

• Authentication is required before access to protected functions.
• Login endpoints are rate-limited to reduce brute-force behavior.
• Session controls are implemented to limit simultaneous active sessions per account type.
• System activity logs and account status checks are used for security and administrative review.

5. Data Sharing and Confidentiality

School records in this system are confidential and must only be accessed and used by authorized personnel for official school duties. Data must not be copied, exported, uploaded, or shared to unauthorized parties or public channels without proper school approval and lawful basis.

6. Data Accuracy and Retention

Users are expected to maintain data accuracy during encoding and updates. Records are retained according to school administrative requirements and applicable policies. Corrections should be coordinated with authorized administrators to preserve record integrity.

7. User Responsibilities

• Keep login credentials private and do not share accounts.
• Log out from shared devices after each session.
• Report suspicious activity, unauthorized access, or data inconsistencies immediately.

8. Policy Updates

This policy may be updated to reflect operational, legal, or security changes. Updated versions become effective once published in the system.

9. Contact for Privacy Concerns

For privacy concerns, account issues, or data correction requests, contact the school system administrator or ICT coordinator through official school communication channels.