Terms & Conditions

1. Scope and Purpose of the System

What AssetTrack is and who it is for

AssetTrack is an institutional supply and asset management system developed for and operated by Western Leyte College (WLC), Ormoc City, Leyte, Philippines.

The system is designed to:

Track the movement of institutional supply items between the Inventory Officer, Custodian, and students
Manage item requests submitted by students and process them through the Custodian Office
Provide administrators with inventory monitoring, audit logs, and reporting tools
Maintain accountability for all supply transactions within WLC

AssetTrack is an internal institutional tool. Access is restricted to registered WLC students, faculty, and staff assigned appropriate roles by the system administrator.

2. User Responsibilities and Acceptable Use

What you are expected to do as a user

By using AssetTrack, you agree to the following responsibilities:

Provide accurate, complete, and truthful information during registration and all system interactions
Keep your login credentials (email and password) strictly confidential — do not share them with anyone
Log out of your account when using shared or public devices
Use AssetTrack only for its intended institutional purpose — tracking and requesting supply items
Report suspected unauthorized access to your account or system vulnerabilities to the administrator immediately
Comply with all WLC institutional policies that govern the use of school resources and systems
Ensure that all item requests submitted are genuine and accurate

3. Prohibited Activities

Actions that are strictly not allowed on this system

The following activities are strictly prohibited and may result in immediate account suspension, termination, and/or referral to WLC disciplinary procedures:

Attempting to gain unauthorized access to other users' accounts or restricted system areas

Submitting false, fraudulent, or duplicate item requests

Attempting to manipulate or tamper with inventory records, stock levels, or transaction logs

Using automated scripts, bots, or tools to interact with the system

Attempting SQL injection, cross-site scripting, or any other form of cyber attack against the system

Sharing login credentials with other persons or using another person's account

Using the system for any purpose unrelated to institutional supply management

Attempting to access, copy, or distribute data from the system without authorization

4. Data Ownership and Handling Responsibilities

Who owns the data and how it is handled

Institutional Data: All inventory records, transaction logs, and supply data within AssetTrack are owned by Western Leyte College. This data is institutional property and is used solely for WLC's operational and administrative purposes.

User Personal Data: Personal data you provide (name, email, etc.) remains yours as the data subject. WLC, as the Personal Information Controller, processes this data only for the purposes stated in the Data Privacy Notice.

Transaction Records: Item requests, releases, and audit logs generated by your account become part of WLC's permanent institutional records. These cannot be deleted by users but may be corrected if found to be inaccurate — contact the Custodian Office to request corrections.

All data handling within AssetTrack complies with the Data Privacy Act of 2012 (RA 10173). See our full Data Privacy Notice for details on how your data is protected.

5. Limitation of Liability

Scope of responsibility under these terms

AssetTrack is an academic institutional system developed for operational use within Western Leyte College. The following limitations apply:

WLC and the AssetTrack development team are not liable for any damages resulting from unauthorized access caused by a user sharing their credentials
The system is provided on an "as-is" basis for institutional use — no warranty of uninterrupted or error-free operation is made
WLC is not responsible for losses resulting from a user's failure to comply with these Terms & Conditions
In the event of a technical failure, WLC will make reasonable efforts to restore system availability and protect data integrity
Users are responsible for the accuracy of information they submit; WLC is not liable for consequences arising from false or incorrect submissions

This limitation of liability is appropriate for an academic institutional system and does not affect users' rights under applicable Philippine law, including RA 10173.

6. Compliance with RA 10173 (Data Privacy Act of 2012)

Legal framework governing data handling in this system

Republic Act No. 10173

AssetTrack is designed and operated in full compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations (IRR).

In accordance with RA 10173, WLC as Personal Information Controller commits to:

Collecting only personal data that is adequate, relevant, and not excessive for the stated purpose
Processing personal data only for legitimate, specific purposes disclosed to users
Implementing appropriate organizational, physical, and technical security measures
Respecting all data subject rights as defined under Section 16 of RA 10173
Retaining personal data only for as long as necessary for the stated purpose
Reporting data breaches to affected users and the National Privacy Commission as required by law

For the full details of how your rights are protected, refer to our Data Privacy Notice.

7. Acceptance and Changes to Terms

What continued use means and how updates are handled

By registering, logging in, or continuing to use AssetTrack, you confirm that you have read, understood, and fully accept these Terms & Conditions and the Data Privacy Notice.

Western Leyte College reserves the right to update or modify these Terms & Conditions at any time to reflect changes in system functionality, institutional policy, or applicable law.

When changes are made:

The "Last Updated" date at the top of this page will be revised
Significant changes may be communicated via system notifications
Continued use of AssetTrack after changes are published constitutes your acceptance of the revised Terms & Conditions

If you do not agree with any updated terms, you should discontinue use of the system and contact the administrator to request account deactivation.