Privacy Policy

Panpacific University ("we," "us," or "the University") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Online Counseling Appointment System.

1.1 Personal Information

When you register and use our counseling appointment system, we collect:

• Student ID: Your university-issued student identification number
• Full Name: Your legal name as registered with the university
• Email Address: Your university email address
• Course/Program: Your academic program or course of study
• Year Level: Your current year in the program
• Password: Encrypted password for account access

1.2 Appointment Information

• Appointment Details: Date, time, and type of counseling requested
• Concerns: Brief description of the reason for seeking counseling
• Session Notes: Counselor notes and case records (confidential)
• Appointment History: Record of past and upcoming appointments

1.3 Anonymous Queries

• Safe Space Submissions: Anonymous questions or concerns submitted through the Safe Space feature
• Query Metadata: Submission date and time (no personal identifiers)

1.4 Technical Information

• Login Activity: Login timestamps, IP addresses, and session data
• System Logs: Error logs and system performance data
• Usage Data: Pages visited and features used (for system improvement)

We use your information for the following purposes:

2.1 Counseling Services

• Schedule and manage counseling appointments
• Provide professional counseling and mental health support
• Maintain confidential case records and session notes
• Track treatment progress and follow-up care
• Send appointment reminders and confirmations

2.2 Administrative Purposes

• Verify student identity and eligibility for services
• Manage counselor availability and scheduling
• Generate anonymous statistics and reports
• Improve system functionality and user experience
• Comply with university policies and legal requirements

2.3 Communication

• Send appointment confirmations and reminders
• Notify about appointment changes or cancellations
• Respond to inquiries and provide support
• Send important system updates or policy changes

We do NOT sell, trade, or rent your personal information to third parties.

3.1 Limited Disclosure

We may share your information only in the following circumstances:

• Authorized Counseling Staff: Licensed counselors and authorized personnel who provide counseling services
• University Officials: Only when required by university policy or legal obligation
• Emergency Situations: If we believe disclosure is necessary to prevent serious harm or danger
• Legal Requirements: When required by law, court order, or government regulation
• Your Consent: With your explicit written consent for specific purposes

3.2 Confidentiality Standards

All counseling records are maintained according to professional ethics guidelines and applicable confidentiality laws. Counselors follow strict confidentiality protocols except in cases where:

• There is imminent risk of harm to self or others
• Child abuse or elder abuse is suspected
• A court order requires disclosure
• You provide written authorization for release

We implement comprehensive security measures to protect your information:

4.1 Technical Safeguards

• Encryption: All passwords are encrypted using industry-standard bcrypt hashing
• Secure Transmission: SSL/TLS encryption for data transmission
• Access Controls: Role-based access restrictions and authentication
• Session Security: Automatic timeout and secure session management
• Regular Backups: Automated daily backups with secure storage

4.2 Administrative Safeguards

• Limited access to personal information on a need-to-know basis
• Staff training on privacy and confidentiality requirements
• Regular security audits and vulnerability assessments
• Incident response procedures for security breaches

5.1 Access and Correction

• View and update your personal profile information
• Review your appointment history
• Correct inaccurate information
• Request copies of your counseling records (subject to applicable laws)

5.2 Communication Preferences

• Opt out of appointment reminder emails (may affect service quality)
• Choose preferred contact methods
• Update email address or contact information

5.3 Account Management

• Change your password at any time
• Request account deactivation
• Request data deletion (subject to legal retention requirements)

We retain your information as follows:

• Active Account Data: While you are enrolled as a student and using services
• Counseling Records: Minimum of 7 years after graduation or last appointment (as required by professional standards)
• Appointment History: 5 years for administrative and quality assurance purposes
• System Logs: 1 year for security and troubleshooting purposes
• Anonymous Queries: Retained indefinitely unless deletion is requested

After retention periods expire, data is securely deleted or anonymized.

Our system uses minimal cookies and tracking technologies:

• Session Cookies: Essential for login and system functionality (automatically deleted after logout or 30 minutes of inactivity)
• No Third-Party Tracking: We do not use third-party analytics or advertising cookies
• No Personal Tracking: We do not track your browsing behavior outside our system

This service is intended for university students aged 18 and older. If you are under 18, parental consent may be required for counseling services. Please contact the Guidance Center for more information.

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on this page
• Update the "Last Updated" date
• Notify you of significant changes via email
• Obtain your consent for material changes affecting your rights

Continued use of the system after changes constitute acceptance of the updated policy.

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:

Panpacific University Guidance Center
Email: guidance@panpacificu.edu.ph
Phone: [Insert Phone Number]
Office: [Insert Office Location]
Office Hours: Monday-Friday, 8:00 AM - 5:00 PM

Data Privacy Officer
Email: dpo@panpacificu.edu.ph
Phone: [Insert Phone Number]

By registering and using the Online Counseling Appointment System, you acknowledge that you have read, understood, and agree to this Privacy Policy.