This notice explains, in plain words, how Student Affairs and Services (SAS) Office, Aurora State College of Technology (ASCOT), Zabali, Baler, Aurora handles your personal information in SAS-CONNECT, under the Data Privacy Act of 2012 (RA 10173).
What we collect
- Your account: student or employee ID, name, e-mail, course, year level and section (students) or School (faculty), contact number, profile photo, and a password that is stored only as a hash.
- What you file: the cases, requests, messages, photos and documents you send, and the notes and decisions staff add to them.
- Use of the system: sign-in times, the questions you ask the AI Assistant (students), and an Activity Log of staff actions.
- Your answers to the Client Satisfaction survey, which are stored apart from the case so they stay anonymous.
Why we collect it
- To run the work of the SAS Office: receive and handle cases, issue notices, slips and documents, and keep the disciplinary record that the Student Handbook requires.
- To contact you about your own cases and account (notifications and e-mail).
- To report on the service in general terms (numbers and trends), without naming people.
- We do not sell your information and do not use it for advertising.
Who can see it
- You see your own information and your own cases.
- A School Coordinator sees the cases of their own School only. The SAS Office sees escalated cases, cases filed to it, requests and accounts.
- Harassment and Safe Space concerns are not handled in SAS-CONNECT. They are referred to the office in charge at ASCOT, and no such case is filed or stored in the system.
- A student named in a case receives a notice of it so they can answer.
- Faculty and security staff see only the cases they filed.
The AI Assistant
- Questions to the AI Assistant are sent to Google's Gemini service together with passages of the Student Handbook so it can answer. Do not type private details such as passwords, ID numbers or the names of people in a case.
- On the landing page the AI Assistant works without an account. Your questions are not saved; only your IP address and the time are kept for a short while, to stop abuse.
How long we keep it
Case records are kept while they are needed for the student's disciplinary record and for the college's reports, then archived or deleted according to the college's records policy.To be confirmed by SAS
Your rights
- Access: download a copy of your information from Profile Management, My Data & Privacy.
- Correction: update your contact details in Profile Management; ask the SAS Office to correct your name, course or year level.
- Deletion and objection: send a deletion request from the same page. The SAS Office reviews it, because some records (for example a recorded offense) must be kept.
- Complaint: if you think your information was mishandled, tell the SAS Office or the Data Protection Officer, and you may also complain to the National Privacy Commission (privacy.gov.ph).
How we protect it
- Passwords are hashed; e-mail codes are hashed and expire; repeated wrong guesses are blocked; sessions end after inactivity.
- Each role can open only its own pages; every sensitive staff action is written to the Activity Log; the Super Admin account needs an e-mail code to sign in.
- Connections use HTTPS on the live server, and the database is backed up regularly.
Contact
The college's Data Protection OfficerTo be confirmed by SAS and the SAS Office: sas@ascot.edu.ph