Privacy Policy and Terms of Service

Please review before creating your Fac-Check account.

PART I. TERMS OF SERVICE

1. Purpose of Fac-Check

Fac-Check is a facility concern reporting and corrective maintenance management system designed to help students, faculty, and staff report facility concerns and allow authorized university personnel to verify, monitor, and manage corrective maintenance activities.

The system may use uploaded images and CNN-based classification to assist in identifying the category of a reported facility concern.

2. User Eligibility

Fac-Check is intended for:

Students of Universidad de Manila;
Faculty members;
University staff; and
Authorized administrators and maintenance personnel.

Users must provide accurate information when creating an account and using the system.

3. Account Registration and Security

Users must provide the required information when registering for an account.

Students and faculty members are required to use their university email addresses, while authorized staff may register using their approved email addresses according to university requirements.

Users are responsible for keeping their account credentials confidential and must not use another person's account.

Fac-Check may use account verification and authentication mechanisms, including email verification and one-time passwords (OTP), to help protect user accounts.

4. Facility Concern Reports

Users may submit facility concern reports containing information such as:

Facility or room location;
Concern category;
Description of the concern;
Image of the reported issue; and
Other information required by the system.

Reports must be related to legitimate facility concerns within Universidad de Manila.

Users must not intentionally submit false, misleading, inappropriate, or unrelated reports.

5. CNN-Based Classification

Uploaded images may be processed by the CNN-based classification component of Fac-Check to generate a recommended facility concern category.

The CNN output is a classification recommendation and does not replace verification by authorized university personnel.

The final assessment and maintenance decision will be determined by authorized administrators based on the reported information and applicable maintenance procedures.

6. Report Verification and Maintenance Management

Authorized administrators, including personnel from the Maintenance and Engineering Division (MED) and the Information and Communications Technology Office (ICTO), may access and manage facility concern information according to their assigned roles and permissions.

Authorized personnel may:

Review and verify submitted reports;
Review uploaded images;
Assign priority levels;
Assign maintenance personnel;
Create and monitor work orders;
Update report statuses; and
Record maintenance activities and resolutions.

Submitting a report does not guarantee immediate resolution. Maintenance activities may depend on the urgency of the concern, availability of personnel and resources, materials, and applicable university procedures.

7. Notifications

Fac-Check may send system and email notifications regarding account activities, report submissions, status changes, maintenance updates, and other important system activities.

8. Client Satisfaction Survey

After a facility concern has been resolved, users may be asked to complete a Client Satisfaction Survey (CSS).

Survey responses may be used to evaluate maintenance services and identify areas for improvement.

9. Prohibited Activities

Users must not:

Submit intentionally false facility concern reports;
Impersonate another user;
Access another person's account;
Attempt to access unauthorized administrative functions;
Upload malicious or harmful content;
Attempt to bypass system security;
Interfere with system operations; or
Use information obtained through Fac-Check for unauthorized purposes.

Violations may result in restriction or suspension of system access and may be subject to applicable university policies.

10. System Availability

Fac-Check may occasionally become unavailable due to system maintenance, technical issues, network problems, updates, or other circumstances.

Fac-Check should not be used as the sole method of reporting emergencies or situations requiring immediate attention. Urgent concerns should be reported through the appropriate university channels.

11. Changes to the Terms

These Terms of Service may be updated when there are changes to the system, its features, university policies, or applicable requirements.

Significant changes may be communicated through the system or other appropriate university channels.

PART II. PRIVACY POLICY

12. Information We Collect

Fac-Check may collect information necessary to provide its services, including:

Account Information

Full name;
Email address;
Account credentials;
User type or affiliation; and
Information required for account verification.

Facility Concern Information

Facility or room location;
Concern category;
Description of the concern;
Uploaded images;
Date and time of submission;
Report status; and
Other information necessary to process the report.

Maintenance Information

Authorized personnel may record:

Assigned priority;
Assigned maintenance personnel;
Work order information;
Maintenance actions performed;
Status updates; and
Resolution information.

Feedback Information

Fac-Check may collect responses submitted through the Client Satisfaction Survey.

Technical Information

The system may record information necessary for operation, security, troubleshooting, and monitoring, such as timestamps, system logs, and account activity.

Only technical information actually collected by the implemented system should be included in the final version of this policy.

13. How We Use the Information

Information collected through Fac-Check may be used to:

Create and manage user accounts;
Verify user accounts;
Process facility concern reports;
Verify reported concerns;
Assist in classifying facility concerns;
Assign maintenance priorities and personnel;
Monitor maintenance work orders;
Send system and email notifications;
Monitor the resolution of reported concerns;
Conduct Client Satisfaction Surveys;
Generate administrative reports and analytics;
Improve facility maintenance services;
Maintain system security; and
Comply with applicable university policies and legal requirements.

14. Processing of Uploaded Images

Images submitted with facility concern reports may be processed by the CNN-based classification component to generate a recommended concern category.

Users should avoid uploading unnecessary personal information or images of individuals who are unrelated to the reported facility concern.

Uploaded images will be handled according to the purposes and access controls described in this Privacy Policy.

15. Who May Access the Information

Access to information is limited according to user roles and assigned permissions.

Authorized personnel from the Maintenance and Engineering Division (MED) and Information and Communications Technology Office (ICTO) may access information necessary for their respective administrative, technical, and maintenance-related responsibilities.

Users may access information associated with their own accounts and reports according to the functions available to their account.

16. Sharing of Information

Fac-Check does not intend to publicly disclose users' personal information.

Information may be accessed or disclosed to authorized university personnel when necessary for:

Facility concern processing;
Corrective maintenance;
System administration;
Technical support;
Administrative monitoring;
University operations; or
Compliance with applicable legal requirements.

Personal information should not be shared with unauthorized individuals or used for purposes unrelated to Fac-Check.

17. Data Retention

Personal information, facility concern records, and related system records will be retained only for as long as necessary to fulfill the purposes for which they were collected, support maintenance and administrative requirements, comply with university policies, or satisfy applicable legal requirements.

Records that are no longer required may be securely deleted, anonymized, or disposed of according to applicable university procedures.

Specific retention periods should be determined and approved by Universidad de Manila based on its actual policies and requirements.

18. Data Security

Fac-Check will implement reasonable and appropriate safeguards to protect personal information against unauthorized access, alteration, disclosure, loss, destruction, or other unauthorized processing.

These safeguards may include:

Authentication and account verification;
Password protection;
Role-based access control;
Administrative access restrictions;
Secure transmission of information;
System monitoring and logging; and
Database and server security measures.

19. Privacy Rights

Users have rights regarding their personal information under applicable Philippine data privacy laws.

Subject to applicable conditions and limitations, users may have the right to:

Be informed about the processing of their personal information;
Access their personal information;
Request correction of inaccurate or incomplete information;
Object to certain processing activities;
Request deletion or blocking when legally applicable;
Request data portability when applicable; and
File a complaint with the appropriate privacy authority when they believe their privacy rights have been violated.

20. Cookies and System Technologies

Fac-Check uses strictly necessary cookies required for account sessions and security, including session identifier cookie that keeps users logged in and a CSRF protection cookie that prevents unauthorized form submissions. Session cookies expire automatically upon closing the browser. These cookies do not track users across other websites and are not used for advertising or analytics purposes. Because these cookies are essential to system functionality, they cannot be disabled while remaining logged in.

21. Changes to the Privacy Policy

This Privacy Policy may be updated when there are changes to the Fac-Check system, its data processing activities, university policies, or applicable privacy requirements.

The updated version will be made available through the Fac-Check system.

22. Contact and Privacy Concerns

For questions, requests, or concerns regarding the use of Fac-Check or the processing of personal information, users may contact the appropriate Universidad de Manila office or designated Data Protection Officer (DPO) through the university's official communication channels.

By creating an account and using Fac-Check, I acknowledge that I have read and understood the Terms of Service and Privacy Policy and agree to comply with the applicable terms and privacy practices of the system.