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Policies, Guidelines & Compliance

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Terms of Use

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These Terms govern access to the ALS ODIMS public website, public searches and forum, Partner Learner Portal, and authenticated system services.

1. Acceptance and Scope

By accessing or using ALS ODIMS, you agree to follow these Terms and all applicable Department of Education policies and Philippine laws. If you use an authenticated account or Partner Portal code, the applicable End User Agreement, authorization, and confidentiality duties also apply.

Public access does not create a right to view learner records. Features, records, and actions remain limited by account role, organizational assignment, approved partner scope, and other access controls.

2. Permitted Use

Use ALS ODIMS only for lawful ALS information, official education work, authorized partner monitoring, legitimate public searches, and constructive community discussion.

Users must provide accurate information, follow official workflows, respect role and location scope, and verify reports before relying on or distributing them.

3. Accounts and Access Codes

Accounts are personal and may not be shared. Keep passwords confidential, sign out on shared devices, and report suspected compromise or unexpected account activity promptly.

Partner access codes are confidential, temporary credentials. They may be used only by the approved recipient for the configured agency, learner criteria, school year, report categories, and Division, District, or CLC scope. Codes may expire, be revoked, or be temporarily locked after repeated failed attempts.

4. Public Search and Community Forum

The public Passers Search requires the requested matching details before a result is shown. It must not be used for harassment, profiling, bulk collection, automated enumeration, or another unauthorized purpose.

Public forum questions and displayed names are visible to other visitors. Do not post learner records, contact information, credentials, confidential documents, unlawful material, abusive content, spam, or content that infringes another person’s rights.

5. Learner Records and Reports

Learner information and generated reports are official-use records. Access, download, printing, and disclosure must remain within the authorized purpose and recipient group.

A filtered, draft, incomplete, or automatically generated result must be checked against its school year, filters, source records, totals, and report context before it is treated as complete or official.

6. Prohibited Conduct

You must not bypass access controls; test stolen or guessed credentials; scrape or bulk-download data; introduce malware; disrupt availability; exploit a vulnerability; falsify records; impersonate another person; or use the system for unauthorized commercial, political, discriminatory, or personal purposes.

Do not repeat submissions or downloads in a way that creates duplicate transactions, excessive load, or misleading audit records.

7. Content and Intellectual Property

ALS ODIMS branding, layouts, forms, reports, and published materials may be protected by law or government-use rules. You may use system outputs only for their authorized educational or administrative purpose.

When submitting forum or public content, you confirm that you are authorized to provide it and permit ALS ODIMS to display, moderate, retain, or remove it as needed to operate the service and enforce these Terms.

8. Availability and Changes

The service may be updated, suspended, restricted, or unavailable during maintenance, incidents, connectivity interruptions, or operational changes. Users should keep appropriate official source records and verify time-sensitive submissions.

Features and these Terms may be revised. The current effective date and version are displayed on this page.

9. Monitoring and Enforcement

ALS ODIMS may record and review authentication, access, changes, approvals, downloads, partner-code activity, and security events for accountability, support, incident response, and authorized audit purposes.

Access may be limited, revoked, or referred for administrative or legal action when misuse, unauthorized disclosure, security interference, or a violation of these Terms is identified.

10. Responsibility and Applicable Rules

Nothing in these Terms removes rights or responsibilities established by applicable law, Department of Education policy, records-management requirements, data-sharing agreements, or official issuances.

Questions about authorized use should be raised with the user’s supervisor, the DepEd Region X ALS Office, or the appropriate system administrator before proceeding.

End of the Terms of Use.

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Privacy Policy Notice

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This Policy explains how ALS ODIMS processes personal data for ALS delivery, public services, partner reporting, security, accountability, and system administration.

1. Who Is Responsible for the Data

ALS ODIMS is operated for the Department of Education Region X Alternative Learning System. The responsible DepEd office determines the lawful purposes and means of processing records held in the system.

Privacy inquiries and data-subject requests may be directed to the DepEd Region X ALS Office at [email protected]. Requests may be referred to the appropriate Data Protection Officer, records custodian, Division, or authorized office for verification and action.

2. Whose Data We Process

The system may process information about ALS learners and examinees, parents or guardians, teachers and personnel, account holders, public forum contributors, public search users, and representatives of approved partner agencies.

3. Personal Data We Process

Learner records may include identity and demographic details, LRN, birth information, sex, contact and address information, family details, education history, vulnerability or learner-group information, mapping, enrollment, program, attendance, assessment, completion, examination, footprint, and learning-performance records.

Personnel and account records may include name, employee ID, email address, role, organizational assignments, profile and contact information, authentication state, approvals, requests, and actions performed in the system.

Public and partner activity may include Passers Search inputs, public forum submissions, partner-code attempts and usage, report downloads, and the filters or scope used. Technical records may include IP address, browser or device information, timestamps, session identifiers, page and action logs, error details, and security events.

4. Why We Process Personal Data

Data is processed to identify and support learners; manage mapping, enrollment, learning delivery, assessment, completion and examinations; monitor ALS outcomes; generate authorized reports; administer CLCs, Districts and Divisions; handle requests; and support official planning and accountability.

Data is also processed to authenticate users, enforce role and partner scope, protect the system, investigate errors and incidents, maintain audit records, provide public information services, operate the community forum, send requested activity reminders, and comply with legal and official requirements.

5. Basis and Privacy Principles

Processing is carried out as necessary for lawful public functions, legal obligations, official education administration, protection of legitimate interests and rights, and consent where consent is the applicable basis.

ALS ODIMS applies the principles of transparency, legitimate purpose, and proportionality. Only information relevant to an authorized purpose should be collected, accessed, used, or disclosed.

6. How Data Is Collected

Information may be obtained from learners or guardians, official forms and source documents, authorized teachers and personnel, existing DepEd records, approved imports, assessment and transaction entries, partner-access configuration, public forms, and system-generated technical or audit records.

7. Access and Disclosure

Authenticated personnel see information according to role, Division, District, CLC, teacher, specialist, school year, and learner responsibility. System Administrators may access broader scopes only for authorized administration or backup work.

Approved partner agencies may receive read-only access only through a valid code and only for its configured agency, learner criteria, report categories, school year, and location scope. Partner access does not authorize onward disclosure.

Information may also be disclosed to authorized DepEd offices, contracted infrastructure or support providers subject to safeguards, and government authorities when required or permitted by law. Government data sharing should follow an appropriate authorization or data-sharing arrangement.

8. Public Features

The Passers Search displays a limited match only after all required identity and examination details are supplied; contact information and full learner reference numbers are not displayed publicly.

Public forum questions, optional display names, replies, and reaction counts are intended for public display. Users should not submit confidential or unnecessary personal data. Public announcements, events, and holiday notices do not intentionally publish learner records.

9. Cookies, Sessions, and Notifications

ALS ODIMS uses necessary session and security technologies to maintain sign-in or partner access, protect forms, remember limited interface state, and prevent abuse. Disabling them may prevent protected features from working.

Activity notifications require permission from the browser or operating system. Notification permission may be changed in Android, iOS, macOS, Windows, or browser settings. ALS ODIMS does not require advertising or cross-site tracking cookies to provide its core functions.

10. Retention and Disposal

Records are retained only for as long as needed for the declared educational, operational, security, audit, records-management, or legal purpose, and according to applicable DepEd and government retention requirements. Different record categories may have different retention periods.

Expired or revoked partner codes stop portal access, but related issuance and access logs may be retained for accountability. When disposal is authorized, personal data should be securely destroyed, erased, or anonymized to prevent unauthorized recovery or further processing.

11. Security Measures

ALS ODIMS uses role and scope controls, authentication, code expiration and revocation, masked identifiers, request validation, audit logging, and other organizational, physical, and technical safeguards appropriate to the system and the risks involved.

No system can guarantee absolute security. Suspected unauthorized access, disclosure, loss, or misuse should be reported promptly to the appropriate DepEd office or system administrator.

12. Your Data-Subject Rights

Subject to applicable law and lawful limitations, a data subject may request information about processing, access to personal data, correction of inaccurate data, objection or withdrawal of consent where applicable, erasure or blocking when legally available, data portability when applicable, and the opportunity to lodge a complaint or seek damages.

Identity, authority, record custody, and legal restrictions must be verified before a request is fulfilled. Parents, guardians, authorized representatives, or lawful heirs may be required to provide proof of authority.

13. Children and Learners

ALS records may concern minors and other vulnerable individuals. Their information receives heightened confidentiality and may be accessed or disclosed only for a lawful, necessary, and authorized educational or administrative purpose.

14. Policy Updates and Complaints

This Policy may be updated when system functions, processing purposes, recipients, retention practices, or legal requirements materially change. The effective date and version identify the current notice.

A data subject may first contact the responsible DepEd office for assistance and may lodge a complaint with the National Privacy Commission when appropriate.

End of the Privacy Policy.

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I have read and received notice of the Privacy Policy.This confirms that the notice was presented; it is not blanket consent where another lawful basis applies.