Privacy Policy

Introduction

At PUP Online Repository of Researches version 2025, a system developed for the Polytechnic University of the Philippines (PUP), the privacy and protection of personal information of its users is a primary concern. This Privacy Policy outlines the types of information collected and recorded by the system, as well as how such information is used, stored, and protected in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules and regulations.

For any questions or requests for additional information regarding this Privacy Policy, users may contact the system administrators through official PUP channels.

This Privacy Policy applies solely to the online activities conducted within the system and covers information that users provide or that is collected through system use. It does not apply to information collected offline or through platforms and channels outside the system.

Consent

By accessing and using the system, users acknowledge that they have read, understood, and agreed to the terms of this Privacy Policy. Continued use of the system signifies consent to the collection and processing of personal information as described herein.

Information We Collect

The system collects personal and academic information necessary for user identification and system functionality. This includes basic personal details such as name, institutional email address, user role, and academic affiliation. When users upload research papers, the system collects research-related information such as titles, abstracts, authorship details, and attached documents. System activity data, including login records and submission history, may also be collected to ensure proper operation and security.

How We Use Your Information

The information collected is used strictly for academic, administrative, and institutional purposes. These include user authentication, role-based access control, submission and evaluation of research papers, management and retrieval of archived researches, monitoring system usage, and maintaining the integrity and security of the repository. Personal information is not used for commercial or marketing purposes.

Access to Research Papers

Uploaded research papers are stored securely within the system and are accessible only through authorized system access. Research papers may be viewed or downloaded exclusively by authorized evaluators, such as Research Advisers, Research Coordinators, and Librarians, in the performance of their official academic duties. Research papers are not publicly accessible and cannot be accessed outside the system without proper authorization.

Data Storage and Security

The system implements reasonable and appropriate technical and organizational measures to protect personal and research data against unauthorized access, disclosure, alteration, or destruction. User credentials are secured, and access to information is limited based on assigned user roles. Only authorized PUP personnel are permitted to access personal and research data stored in the system.

Data Sharing and Disclosure

Personal information and research data collected by the system are not sold, shared, or disclosed to third parties. All data are used exclusively within the Polytechnic University of the Philippines for legitimate academic and administrative purposes, in compliance with applicable laws and institutional policies.

Data Retention

Personal and research data are retained only for as long as necessary to fulfill academic, administrative, and institutional requirements. Data may be archived, restricted, or removed in accordance with PUP policies and applicable regulations.

Rights of Data Subjects

In accordance with the Data Privacy Act of 2012, users have the right to be informed about the processing of their personal data, to access their information, and to request correction of inaccurate or outdated data. Users are responsible for safeguarding their login credentials and for using the system responsibly and in accordance with institutional rules.

Policy Updates

This Privacy Policy may be updated periodically to reflect system enhancements, policy changes, or updates in applicable laws. Any significant changes will be communicated through the system.

Contact Information

For inquiries, concerns, or requests related to this Privacy Policy or the handling of personal data, users may contact the system administrators or the appropriate office of the Polytechnic University of the Philippines.