Privacy Policy

1. Information We Collect

Depending on how ACSYS is configured and used by a school or educational institution, the application may collect and process the following categories of information:

• Student information: name, student ID, enrollment information, academic records, grades, attendance, and related educational information.
• Teacher and staff information: name, employee or staff ID, role, contact information, and information required to perform school-related functions.
• Academic information: subjects, classes, grades, assessments, attendance records, schedules, academic history, and other school records.
• Enrollment information: enrollment status, registration information, school year information, and related academic records.
• Billing and payment information: billing records, payment records, balances, transaction information, and information necessary for school financial administration.
• Contact information: email addresses, telephone numbers, and other contact details provided for school-related communication.
• Profile information: profile photographs and other information provided as part of a user or student profile.
• Uploaded documents and files: documents, records, attachments, and other files uploaded to ACSYS for legitimate educational or administrative purposes.
• Account information: username, account identifier, authentication information, and other information required to provide secure access to ACSYS.
• Device and technical information: information about the device and software used to access ACSYS, such as device type, operating system, application version, IP address, and technical information necessary for security, troubleshooting, and operation.
• Location information: location information where required and enabled for specific school-related functionality.

2. How We Use Information

Information collected through ACSYS is used only for legitimate educational, administrative, operational, and security purposes.

These purposes may include:

• Managing student and teacher accounts.
• Managing enrollment and registration.
• Managing student academic records and grades.
• Recording and managing attendance.
• Managing classes, subjects, schedules, and academic activities.
• Managing school billing and payment records.
• Maintaining student, teacher, and staff records.
• Providing communication between authorized school users.
• Processing documents and files uploaded to the system.
• Maintaining system security and preventing unauthorized access.
• Troubleshooting and improving system performance.
• Complying with applicable laws and regulations.

3. Data Sharing and Disclosure

CodeAxis does not sell personal information collected through ACSYS.

Personal information may be accessed by authorized school administrators, teachers, staff, students, parents or guardians, and other authorized users when necessary to perform legitimate school functions.

Information may also be processed by service providers that support the operation of ACSYS, such as hosting, infrastructure, security, storage, maintenance, and technical service providers. Such processing is limited to legitimate purposes related to providing and maintaining the service.

Information may also be disclosed when required by applicable law, regulation, legal process, court order, or lawful request from a government authority.

4. Data Security

CodeAxis takes reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, alteration, disclosure, loss, misuse, or destruction.

Access to personal information is limited according to user roles and permissions. ACSYS is designed so that users can access information appropriate to their authorized school responsibilities.

While reasonable security measures are implemented, no electronic storage or transmission system can be guaranteed to be completely secure.

5. Data Retention

Personal information is retained for as long as reasonably necessary to provide ACSYS services, maintain school records, comply with institutional requirements, and satisfy applicable legal or regulatory obligations.

Schools and authorized administrators may establish retention periods for records in accordance with their institutional policies and applicable laws.

When personal information is no longer required, it may be deleted, anonymized, or securely disposed of in accordance with applicable requirements.

6. Account and Data Deletion

Users may request deletion of their ACSYS account and associated personal information by contacting CodeAxis using the privacy contact information provided below.

Requests will be reviewed and processed subject to applicable law, school policies, legitimate educational record requirements, and other legal obligations. Certain information may be required to be retained where retention is required by law or necessary for legitimate institutional purposes.

7. Your Privacy Rights

Subject to applicable laws and institutional policies, users may have rights regarding their personal information, including the right to:

• Request access to personal information.
• Request correction of inaccurate information.
• Request deletion of personal information where applicable.
• Request information about how personal information is processed.
• Raise concerns regarding the handling of personal information.

These rights are subject to applicable legal limitations and the legitimate requirements of educational institutions and school records.

8. Children's and Student Information

ACSYS may process information relating to students, including students who are minors. Such information is processed for legitimate educational and administrative purposes on behalf of the participating school or educational institution.

Schools and authorized administrators are responsible for ensuring that appropriate permissions, notices, and consents are obtained where required by applicable law before student information is entered into or processed through ACSYS.

9. Location Information

ACSYS may access location information when location functionality is enabled and required for a legitimate school-related feature.

Location information is used only for the functionality for which it is collected and is not used for unrelated advertising or marketing purposes.

10. Third-Party Services

ACSYS may use third-party infrastructure, hosting, storage, security, analytics, or other technical services necessary to operate and maintain the application.

Third-party service providers may process information on behalf of CodeAxis only as necessary to provide their services. CodeAxis takes reasonable steps to ensure that such providers handle information in accordance with applicable privacy and security requirements.

11. Changes to This Privacy Policy

CodeAxis may update this Privacy Policy from time to time to reflect changes in ACSYS, applicable laws, security practices, or data processing activities.

When changes are made, the updated policy will be published through the ACSYS privacy policy page and the "Last Updated" date will be revised accordingly.

12. Privacy Contact

If you have questions, concerns, requests, or complaints regarding the collection or processing of personal information through ACSYS, you may contact CodeAxis using the information below.

13. Data Privacy Act of 2012

ACSYS is intended to support responsible handling of personal information in accordance with applicable privacy and data protection requirements, including the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), where applicable.