Occidental Mindoro State University, San Jose Campus · UHF RFID Entry/Exit Monitoring System
We know your personal information is sensitive, so this page explains in plain language what we collect, why, and what we do to protect it. This notice follows the Data Privacy Act of 2012 (Republic Act No. 10173).
What we collect
Students: name, student ID, sex, department, grade level or year, section, photo, RFID card number, parent or guardian mobile number, and entry and exit times.
Teachers and staff: name, username, department, photo, RFID card number, email address, sign-ins, and entry and exit times.
Cards that are not registered or were reported lost: the card number and when and where it was scanned.
Why we collect it
To record entries and exits at the campus gate.
To text parents or guardians when their child enters or leaves.
To let staff sign in, and to send sign-in codes and password resets by email.
To produce entry and exit records and reports for authorized school staff.
Who can see it
Administrators manage student and employee records, cards and reports. Only a super administrator can manage administrator accounts, change system settings, or download a full backup.
Teachers see only their own class.
Parents and guardians receive texts about their own child only.
The gate screen, which shows the name and photo of the person passing, opens only on the gate computer.
We do not sell your information or share it with third parties, except where the law requires it. Texts are sent through Semaphore, an SMS provider, which receives only the parent's number and the message.
How we protect it
Passwords are stored in scrambled form (hashed), never as plain text, and staff can add an emailed sign-in code (two-factor authentication).
Every edit, download and sign-in is recorded in an audit log.
Database backups are password-locked, and the password is emailed only to the administrator who made the backup.
A lost card can be blocked right away, so it stops working at the gate.
How long we keep it
Entry and exit records are kept for as long as the Commission on Higher Education (CHED) and OMSU's records policy require, then securely disposed of. Administrators can also set the system to delete old records automatically. Students who graduate have their RFID card removed and their account deactivated the day the graduation is confirmed, but their entry and exit history is kept under the same policy.
Your rights
You can ask to see the information we hold about you, ask us to correct it, and raise concerns about how it is handled. You may also file a complaint with the National Privacy Commission.
Contact our Data Protection Officer
For questions about your data, a lost card, or a text that did not arrive:
Name or office: Office of the Data Protection Officer, OMSU San Jose