Privacy Policy - Bamboo SOARS

1. Introduction

Bamboo Student Organization Accreditation and Renewal System (Bamboo SOARS) is committed to protecting the privacy and personal data of all users. This Privacy Policy explains how we collect, use, protect, and disclose your information when you use our platform. This policy is compliant with the Data Privacy Act of 2012 (Republic Act 10173) and other applicable Philippine privacy laws.

2. Data Protection Officer

For any privacy-related inquiries or concerns, you may contact our Data Protection Officer:

Bamboo SOARS Data Protection Officer
Office of Student Affairs
Isabela State University - Cauayan Campus
Email: privacy@bamboosoars.online
Phone: (078) 843-1250

3. Personal Data We Collect

3.1 Information You Provide Directly

Student ID and name
Email address and contact number
Date of birth and gender
College, course, year level, and department
Profile photograph
Organization information (name, description, classification)
Activity permit and compliance documents
Officer information for student organizations

3.2 Information Collected Automatically

IP address and device information
Login timestamps and activity logs
Application submission dates and timestamps
Document upload records

4. Purpose of Data Collection

We collect and process your personal data for the following legitimate purposes:

Account creation and authentication
Processing organization recognition applications
Managing activity permits and compliance submissions
Verifying student and organization information
Communicating important updates and notifications
Maintaining records and audit trails
Compliance with university policies and regulations
System security and fraud prevention

5. Legal Basis for Processing

The processing of your personal data is based on the following legal bases:

Contractual necessity - to provide Bamboo SOARS services
Legal obligation - compliance with university regulations and policies
Legitimate interest - system administration and security
Consent - for specific data uses, which you can withdraw at any time

6. Data Sharing and Disclosure

6.1 With Whom We Share Data

Your personal data may be shared with:

University administrators and personnel involved in processing applications
Faculty advisers managing student organizations
The Office of Student Affairs
External auditors and legal advisors (when required)

6.2 What We Do NOT Share

We will not share, sell, or disclose your personal data to:

Third-party marketers or commercial entities
Non-university organizations (without your explicit consent)
Any external parties except as required by law

7. Data Retention

Your personal data will be retained for the following periods:

Student account data: Duration of enrollment plus 3 years for records
Application records: Indefinitely for archival and compliance purposes
Activity logs: Minimum 1 year for security and audit purposes
Uploaded documents: As long as the organization remains active plus 3 years

8. Data Security

We implement comprehensive security measures to protect your personal data:

Encryption of data in transit (SSL/TLS)
Secure database storage with access controls
Regular security audits and vulnerability assessments
Limited access to data on a need-to-know basis
Secure password hashing using industry-standard algorithms
Firewalls and intrusion detection systems

However, no system is 100% secure. We cannot guarantee absolute security of your data against all threats.

9. Your Data Subject Rights

9.1 Right to Access

You have the right to access and receive a copy of your personal data. Submit a written request to our Data Protection Officer.

9.2 Right to Rectification

You may request corrections of inaccurate or incomplete personal data through your account or by contacting our Data Protection Officer.

9.3 Right to Object

You may object to the processing of your personal data for direct marketing or other specified purposes.

9.4 Right to Erasure (Right to be Forgotten)

Subject to legal and operational requirements, you may request deletion of your personal data. Note: Some data may need to be retained for legal or compliance reasons.

9.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format.

9.6 Right to Withdraw Consent

You may withdraw consent for data processing at any time, which will not affect the lawfulness of processing based on consent before withdrawal.

10. Cookies and Tracking Technologies

Bamboo SOARS may use cookies and similar tracking technologies to:

Maintain your login session
Remember your preferences
Improve user experience
Analyze platform usage patterns

You can control cookie settings through your browser preferences.

11. Third-Party Links

Bamboo SOARS may contain links to external websites and services. We are not responsible for the privacy practices of external sites. Please review their privacy policies before providing any personal information.

12. Student's Privacy

Bamboo SOARS is intended for use by enrolled students of Isabela State University. We do not knowingly collect data from individuals under 16 years of age. If we become aware of such collection, we will take immediate steps to delete the data.

13. Policy Changes

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify users of significant changes by posting the updated policy on this page with an updated "Last Updated" date. Your continued use of Bamboo SOARS constitutes acceptance of the updated Privacy Policy.

14. Complaints and Remedies

If you believe your privacy rights have been violated, you may:

Contact our Data Protection Officer directly
File a complaint with the National Privacy Commission (NPC) of the Philippines
Pursue legal remedies available under Philippine law

15. Contact Us

For any privacy questions, concerns, or requests related to your personal data, please contact:

Data Protection Officer
Bamboo SOARS
Office of Student Affairs
Isabela State University - Cauayan Campus
Email: privacy@bamboosoars.online
Phone: (078) 843-1250

By using Bamboo SOARS, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of your personal data as described herein.