Last updated October 9, 2026 · Version 2026-10-09
Terms and Conditions
These terms explain how you may use Campus Presense, the campus gate attendance and safety portal. By creating an account you agree to them. Please also read the Privacy Notice, which explains what personal data we keep and why.
1. The service
Campus Presense records when you enter and leave campus by tapping your RFID campus ID at the gate readers. It also gives you your attendance history, the campus safety map, emergency hotlines and campus alerts.
Pilot test. Campus Presense is a student thesis project being pilot tested by its developers (the thesis group). It is not yet an official school system. Features may change, and the pilot may end at any time. Taking part is voluntary.
2. Your account
- You must be a current student or employee of the school and give true, current information: your name, student or employee number, email, phone number and department or course.
- One account per person. Do not create accounts for other people or share yours.
- Keep your password secret. You are responsible for what is done with your account until you tell us it was misused.
- Employee accounts work as student accounts until an administrator approves the employee role.
- Keep your email and phone number up to date in your profile so security codes and emergency alerts reach you.
3. Your campus ID card
- Only tap your own card. Tapping someone else's card, or letting someone use yours, misrepresents attendance and campus occupancy during an emergency, and may lead to disciplinary action under school rules.
- If your card is lost or stolen, report it right away from your profile so it can be blocked.
4. Acceptable use
You agree not to:
- try to get into accounts, pages or data that are not yours, or get around sign-in protection, captcha or access limits;
- interfere with the gate readers, the website or its database, or overload them with automated requests;
- copy or misuse other people's personal information you may see;
- use the emergency features (the test point, hotlines, reports) to cause false alarms.
Breaking these rules can lead to suspension of your account and action under the school's student or employee code of conduct and applicable law, including the Cybercrime Prevention Act of 2012 (RA 10175).
5. Safety features and alerts
- The safety map, evacuation routes and occupancy figures are guides. In an emergency, always follow instructions from campus security, DRRM staff and responders, and call emergency services directly when needed.
- Alerts are sent by email, text message and in the portal, but delivery depends on your phone, network and email provider and is not guaranteed. Do not rely on Campus Presense as your only source of emergency information.
- Routes and building information may be out of date or not fit the situation on the ground.
6. Availability
We try to keep the service running, but it may be unavailable during maintenance, network problems or outages. Parts of the campus map and hotlines are saved on your device so they can still open offline, but they may be out of date. If a gate reader is down, follow the instructions of the guard on duty.
7. Suspension and closing accounts
Administrators may suspend or close an account that breaks these terms, belongs to someone who is no longer a student or employee, or is needed to protect other users or the system. You may leave the pilot at any time by asking the developers to close your account; your data is then deleted as described in the Privacy Notice. When the pilot ends, all accounts are closed.
8. Limits of responsibility
Campus Presense is a prototype provided "as is" for testing. To the extent the law allows, the developers and the school are not responsible for losses caused by service interruptions, delayed or undelivered messages, or decisions made only on the basis of information shown in the portal. Nothing in these terms limits rights you have under Philippine law.
9. Changes to these terms
We may update these terms. The date at the top shows the current version. If a change is important, we will tell you in the portal and may ask you to accept the new version before you continue.
Last updated October 9, 2026 · Version 2026-10-09
Privacy Notice
This notice explains what personal data Campus Presense collects, why, who can see it and how long it is kept, in line with the Data Privacy Act of 2012 (RA 10173).
Pilot test. Campus Presense is a student thesis project and is currently being pilot tested. It is run by its developers (the thesis group), who are responsible for the data collected during the pilot. Joining is voluntary, and you can leave at any time.
1. What we collect
- Account details
- Username, name, student or employee number, email, phone number, department or course, year level, role, and your password (stored only as a one-way hash we cannot read).
- Campus ID
- Your RFID card number, and any lost or found card reports.
- Gate scans
- Each time your card is tapped: the date, time, gate reader and whether it was an entry or exit.
- Sign-in records
- Sign-in attempts with the time and network (IP) address, and email verification codes (stored hashed, expiring after 10 minutes), used to protect your account.
- Safety reports
- Reports and messages you send through the portal.
- Portal use
- Which portal pages you open and when you use a few safety features (hotline Call, Text or Copy, "Route to safety", the test point). Only the action and the time are kept, never the number you dialled or where you are.
2. Why we use it
- To record campus attendance and know who is on campus.
- To keep people safe: estimating building occupancy and running roll calls during emergencies and drills, and sending campus alerts.
- To run your account: signing in, verifying your email, resetting your password and blocking lost cards.
- To protect the system: stopping password guessing and automated sign-ups, and keeping an audit log of administrator actions.
- To evaluate the system for our thesis: how well it works, how fast it is and how easy it is to use. Only totals and summaries appear in the thesis paper and presentations, never your name, ID number, card number or contact details. Our analytics page shows totals only and merges any group smaller than five people, so no one can be singled out.
We process this data based on the consent you give at sign-up, and, in emergencies, to protect life and health. We do not sell your data, share it for advertising, or use it for anything beyond this pilot test and thesis.
3. Who can see it
- You see your own profile, ID number and scan history.
- The developers (thesis group) manage the system as administrators during the pilot.
- Campus staff taking part in the pilot see only what their role needs: security staff work with gate scans and card reports, and DRRM staff see occupancy and roll calls. Staff access is limited by role and recorded in an audit log.
- Our thesis adviser and panel see only summarized results, not personal data.
- We share data with anyone else only when the law requires it, or with emergency responders when someone's life or safety is at risk.
4. Services we use
These providers process data for us only to run the service:
- Amazon Web Services (Lightsail, Singapore region) hosts the website and database.
- Brevo delivers our emails and text messages (your email address or phone number and the message).
- Cloudflare Turnstile checks that sign-ups and some sign-ins come from a person, not a bot. It sees technical details about your browser and network.
Some of these providers store data outside the Philippines. We use them under their data protection terms.
5. Your location
When you use "Route to safety" on the campus map, your browser may ask for your location. Your position is used only on your device to draw your route; it is not sent to or stored on our server. You can say no and still use the map, for example with a test point.
"Count me on campus" (phone app, off unless you turn it on). If you turn this on in your profile in the Campus Presense app, the app checks your location on your phone against the campus fence. While you are inside it, the app tells our server about once a minute that one phone is on campus. It sends only a code that identifies the app installation, never your location, name, student number or account; the server keeps a fingerprint of that code that changes every day and the time it was last heard, and forgets it after a day. Staff see only the total number of phones on campus right now, never who. Android shows a notification while it is on, and you can turn it off at any time in your profile.
6. How long we keep it
- Your data is kept only for the duration of the pilot test.
- Within 30 days after the pilot ends, we delete all accounts, gate scans, sign-in records and backups. Only anonymous totals used in the thesis are kept.
- If you leave the pilot early, we delete your account and records when you ask.
- Verification codes expire after 10 minutes.
7. How we protect it
The site uses HTTPS. Passwords and codes are stored hashed. Sign-in is protected by attempt limits and cooldowns, a captcha, and optional email codes. Staff access depends on role, and backups are encrypted with a password. No system is completely secure; if a breach affects your data, we will notify you and the National Privacy Commission as the law requires.
8. Your rights
Under the Data Privacy Act you may ask to be informed about, access, correct, or object to the processing of your data, ask for it to be erased or blocked where the law allows, get a copy in a portable format, and file a complaint with the National Privacy Commission (privacy.gov.ph). You can correct most details yourself in your profile. You may also withdraw from the pilot at any time without any effect on your grades or standing; just contact us and we will delete your data.
Capstone project · Pilot testing
About Campus Presense
Campus Presense is an RFID campus attendance and safety system. Tap your campus ID at the gate to record your entry and exit, check your attendance, find the safest route on the campus map, reach emergency hotlines, and get campus alerts when it matters.
For capstone pilot testing. This system was built as a capstone project and is currently being pilot tested. It is not yet an official school system, so features may change. Thank you for helping us test it!
Capstone project adviser
JJ
Joseph Jaymel Morpos
Capstone Project Adviser
Questions or feedback
Found a bug or have an idea during the pilot? Email any member of the team, or read the Terms and Conditions and Privacy Notice to learn how your data is handled.
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