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Rules and Acceptable Use

Terms & Conditions

These terms govern access to MediScope across sign in, registration, clinic workflows, and linked footer pages throughout the system.

Applies to login and registration Role-based system access Governed by Philippine law

1. Introduction

These Terms and Conditions govern access to and use of MEDISCOPE: WLC Clinic Records and Resource Management System with Student Request Portal for Western Leyte College.

By accessing, registering, signing in, checking any agreement prompt, or continuing to use the system, the user expressly agrees to be bound by these Terms and Conditions. If the user does not agree, they must immediately discontinue use of the system.

2. Purpose and Scope

The system is intended solely for authorized use in managing clinic operations, including student health records, clinic visits, medical documentation, inventory management, and appointment scheduling.

Use of the system is limited to authorized users affiliated with the institution. Unauthorized individuals are strictly prohibited from accessing the system.

3. User Obligations and Responsibilities

Users agree to:

  • Provide accurate, complete, and up-to-date information.
  • Maintain the confidentiality of login credentials.
  • Immediately report any unauthorized use of their account.
  • Use the system strictly for legitimate and authorized purposes.
  • Comply with applicable laws, institutional policies, and regulations.

Users are solely responsible for all activities conducted under their accounts.

4. Prohibited Conduct

Users shall not, directly or indirectly:

  • Access, retrieve, or attempt to access data without authorization.
  • Share or disclose account credentials.
  • Impersonate another user or entity.
  • Input false, misleading, or fraudulent information.
  • Copy, distribute, or misuse system data.
  • Interfere with, disrupt, or attempt to compromise system security.
  • Introduce malicious software or attempt to exploit vulnerabilities.

Violations may result in disciplinary action, account termination, and possible legal consequences in accordance with applicable laws and institutional policies.

5. Account Access and Control

Access to the system is controlled through role-based permissions such as administrator, staff, nurse, and student. Users are granted access only to the data necessary for their role.

System administrators reserve the right to suspend, restrict, or terminate user accounts for violations of these Terms and Conditions or for security reasons, with or without prior notice.

6. Data Ownership and Intellectual Property

All data stored within the system, including student records, medical data, and system-generated outputs, are the property of Western Leyte College of Ormoc City.

Users are granted limited access rights solely for authorized use and shall not reproduce, distribute, or exploit such data without proper authorization.

7. Privacy and Data Protection Compliance

The system complies with the Data Privacy Act of 2012 (RA 10173). All personal data is collected, processed, and protected in accordance with the system's Privacy Policy.

Users are required to respect the confidentiality and integrity of all personal and sensitive data within the system.

8. Limitation of Liability

To the fullest extent permitted by law, the system is provided for academic and institutional purposes on an as-is and as-available basis without warranties.

The developers and institution shall not be liable for direct, indirect, incidental, or consequential damages arising from system errors, interruptions, data loss, corruption, or unauthorized access beyond reasonable control.

Users are solely responsible for misuse of the system and the consequences of actions performed under their account.

9. System Availability and Maintenance

The system may be subject to downtime, maintenance, updates, or modifications at any time without prior notice.

10. Data Retention and Account Termination

User data will be retained in accordance with institutional policies and applicable laws. Accounts may be suspended or terminated when necessary for security, policy enforcement, or administrative reasons.

11. Amendments to Terms and Conditions

The institution reserves the right to modify or update these Terms and Conditions at any time. Continued use of the system after updates constitutes acceptance of the revised terms.

12. Governing Law

These Terms and Conditions shall be governed by the laws of the Republic of the Philippines.

13. Contact Information

For concerns, inquiries, or reports related to these Terms and Conditions, users may contact Western Leyte College of Ormoc City.

Part 2 of 2

Data Privacy Notice

This notice explains how MediScope collects, uses, stores, and protects personal information for clinic operations, student requests, and account-related workflows.

1. Introduction

This Data Privacy Notice explains how the MEDISCOPE: WLC Clinic Records and Resource Management System with Student Request Portal for Western Leyte College collects, uses, processes, stores, and protects personal data.

The system is developed to support clinic operations, manage student records, and monitor medical inventory while ensuring full compliance with the Data Privacy Act of 2012 (RA 10173). By using this system, users acknowledge that their personal data will be processed in accordance with this notice.

2. Personal Data Collected

The system may collect the following information when necessary for its functions:

  • Basic personal information such as full name, gender, birthdate, contact number, and address.
  • Student information including student number, enrollment status, course or strand, year level, section, and school year.
  • System account details such as username, email address, encrypted password, and user role.
  • Health and clinic records including clinic visit details, diagnosis, treatment, prescriptions, vital signs, symptoms, and allergies.
  • Appointment and service data such as schedules, laboratory requests and results, and clinic clearances.

The system collects only the minimum necessary personal data required to fulfill its intended functions.

3. Sensitive Personal Information

The system processes sensitive personal information, particularly health-related data such as medical history, diagnosis, treatment records, and other clinic information.

This information is handled with strict confidentiality and is accessible only to authorized clinic personnel in accordance with data protection policies.

4. Purpose of Data Collection

Personal data is collected and processed solely for legitimate purposes, including:

  • Managing student clinic records.
  • Recording and monitoring clinic visits.
  • Issuing medical certificates, prescriptions, and clearances.
  • Managing laboratory requests and results.
  • Scheduling and managing appointments.
  • Monitoring and managing medical inventory and supplies.
  • Ensuring system security and user authentication.
  • Generating reports for administrative purposes.

5. Data Processing and Use

All collected data is:

  • Stored securely in a structured database.
  • Processed only within the system for its intended functions.
  • Accessed strictly by authorized users based on their roles.
  • Not used for unrelated or unauthorized purposes.

Students are allowed access only to limited information such as their appointments and notifications. Access to sensitive medical records is restricted to authorized personnel only.

6. Personal Information Controller

The Personal Information Controller of this system is the group of student developers responsible for the system, under the supervision of their academic institution, Western Leyte College of Ormoc City.

They are responsible for ensuring that personal data is processed in compliance with applicable data privacy laws.

7. Data Sharing and Disclosure

Personal data will not be shared, sold, or disclosed to any third party except when required by law, authorized by the data subject, or necessary to protect the rights, safety, and legal interests of individuals or the institution:

  • When required by law or legal processes.
  • When necessary to protect the rights and safety of individuals.
  • When authorized by the data subject.

8. Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes stated in this notice and to comply with academic and legal requirements.

In the MEDISCOPE system, student records are maintained while the user is actively enrolled or utilizing the system. Records of inactive or graduated users may be retained for a period of up to five (5) years for academic and administrative purposes.

After the retention period, data may be securely deleted. Authorized administrators may also deactivate or remove user accounts in accordance with institutional policies.

9. Security Measures

The system implements appropriate technical and organizational measures to protect personal data, including:

  • Password encryption (hashed passwords).
  • Role-based access control (admin, staff, student).
  • Secure login authentication and session management.
  • Restricted access to sensitive information.
  • Activity logging and monitoring of user actions.
  • Protection against unauthorized access and misuse.

While no system can guarantee absolute security, the developers continuously aim to improve system security. In the event of a data breach, the system administrators will take appropriate measures to contain the incident and notify affected users where required by law.

10. Data Subject Rights

In accordance with the Data Privacy Act of 2012, users have rights that may include the right to be informed, access, correction, erasure or blocking, objection, and data portability where applicable.

Users are responsible for ensuring that the personal data they provide is accurate, complete, and up to date.

12. Contact Information

For any questions, concerns, or requests regarding this Data Privacy Notice or personal data handling, users may contact the system administrators through Western Leyte College of Ormoc City via the official system contact channels or designated institutional communication platforms.