Privacy Notice

Who we are

Isabela State University - Cauayan Campus operates the Student Health Clearance and Monitoring System (the “System”) to receive, review and monitor students’ health clearance requirements. We are committed to protecting your personal information in accordance with the Data Privacy Act of 2012 (R.A. 10173) and its Implementing Rules and Regulations.

What personal information we collect

• Identity and contact details: student number, full name, course, year level, sex, age, contact number, ISU email address and username. Your password is stored only in scrambled (hashed) form.
• Health clearance records: the requirements you submit, dates, status, clinic remarks, and the documents you upload (for example medical certificates or laboratory and X-ray results). This may include sensitive personal information about your health.
• Student service requests: clinic appointment bookings, questions sent through Help & support, and the replies or status recorded by clinic staff.
• Technical information: IP address, reported browser type, sign-in attempts, session cookies and activity logs that show who did what and when.

Why we collect it

• To create and verify your account, including confirming your ISU email address.
• To process, review, approve or reject your health requirements and to issue your clearance certificate.
• To send you emails such as verification and password reset codes, approval or rejection notices, and expiry reminders.
• To schedule clinic appointments and respond to student questions. You may turn off optional email updates in My Clearance; required sign-in and account-security codes are not disabled by that preference.
• To monitor compliance and prepare reports for the clinic and school. Reports are used for monitoring and planning.
• To keep the System secure, prevent misuse and keep an audit trail.

Our basis for processing

The school should publish the DPO-approved lawful basis for processing here before production use.

Who can see your information

Only authorized clinic staff and system administrators can see your records, and only as needed for their work. We do not sell your information. We share it with other school offices or authorities only when it is required by law or by a legitimate school process.

How we protect it

• Role-based access: students can only see their own records.
• Passwords are hashed, sessions expire, and repeated failed sign-ins are temporarily locked.
• Uploaded files are kept in a protected folder and can only be opened by signed-in, authorized users.
• The System keeps activity logs and regular backups.

How long we keep it

This system does not automatically delete health records. The school should publish its approved retention and archiving schedule here.

Your rights

• Be informed about how your data is processed.
• Access a copy of your personal information.
• Object to the processing, or withdraw your consent.
• Correct inaccurate or outdated information (you can update some details in your profile).
• Request erasure or blocking of your data, subject to school and legal requirements.
• Data portability, and claim compensation for damages caused by inaccurate, incomplete or unlawfully obtained data.
• File a complaint with the National Privacy Commission (privacy.gov.ph).

Questions or requests

To use any of these rights or to ask a question about this notice, contact: Contact the school Data Protection Officer or clinic.. If you withdraw your consent, we may no longer be able to process your health clearance.