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Privacy Policy

This policy explains what information GRADUS collects across scheduling, enrollment, grading, and recognition workflows, and how that information is used and protected.

Terms & Recognition CriteriaBack to Landing

Last updated: March 2026

1. Information We Collect

GRADUS collects information required to operate academic workflows for your institution, including:

  • Account information — name, email address, role (student, teacher, department head, registrar, or administrator), and department or program affiliation.
  • Academic records — enrollment, class schedules, attendance, grades, and curriculum data tied to your account.
  • Usage data — sign-in activity and system actions logged for audit and governance purposes (see Section 3).
  • Device and cookie data — limited technical data used to keep you signed in and remember basic preferences (see Section 5).

2. How We Use Information

Information collected through GRADUS is used only to operate the platform, specifically to:

  • Generate and publish class, teacher, and room schedules.
  • Process enrollment, grading, and academic standing records.
  • Support role-based dashboards for students, teachers, and administrators.
  • Publish policy-approved recognition outcomes (see the Terms and Recognition Criteria page).
  • Maintain audit trails required for academic governance and dispute resolution.

We do not sell personal data, and we do not use academic records for advertising.

3. Role-Based Access & Governance

Access to academic data is restricted by role. Students see only their own records. Teachers see records for sections and subjects assigned to them. Department heads and registrars see records within their own department or scope. Super administrators retain platform-wide access required for system governance, and sensitive actions (such as grade changes after publication, or account deactivation) are logged with the acting user, timestamp, and reason.

4. Data Sharing

GRADUS does not share personal or academic data with third parties for marketing purposes. Limited data may be shared with:

  • Your institution's authorized academic and administrative staff, as required for their role.
  • Service providers strictly necessary to operate the platform (e.g. hosting and email delivery), bound by confidentiality obligations.
  • Regulatory or accrediting bodies, only when your institution is legally required to disclose records.

5. Public Recognition Pages

Public academic achiever rankings display only outcomes that have been reviewed and approved for publication by your institution. Display names are masked by default. Publication follows the criteria described on the Terms and Recognition Criteriapage, and any published entry can be corrected or withdrawn by contacting your registrar's office.

6. Cookies

GRADUS uses a small number of cookies: strictly necessary cookies to keep you signed in and protect your session, and preference cookies to remember choices such as your cookie consent selection. We do not use third-party advertising or tracking cookies. You can manage or clear cookies through your browser settings at any time; doing so may require you to sign in again.

7. Data Retention

Academic records are retained for as long as required by your institution's academic record-keeping policy and applicable regulations. Account access is deactivated when a person leaves the institution or their role ends, while historical academic records tied to that account are retained separately to preserve the integrity of grade and enrollment history.

8. Your Rights

Consistent with the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules, you may request to:

  • Access a copy of the personal data GRADUS holds about you.
  • Request correction of inaccurate or outdated personal information.
  • Object to or request removal of your entry from public recognition pages.
  • Ask how your data has been used or disclosed.

Requests are handled through your institution's registrar or data protection officer, or by reaching us directly using the contact details below.

9. Security

Access to GRADUS is protected by authentication and role-based permissions, and administrative actions on sensitive records are logged for audit purposes. No system can guarantee absolute security, but we apply reasonable technical and organizational safeguards appropriate to academic data.

10. Changes to This Policy

We may update this policy as GRADUS evolves. Material changes will be reflected by updating the “Last updated” date below. Continued use of GRADUS after a change takes effect constitutes acknowledgement of the revised policy.