Privacy PolicyYour privacy, our priority.

EasyPrint is a self-service printing and photocopying system that operates as an additional service channel for CopyCorner within Pambayang Dalubhasaan ng Marilao.

EasyPrint consists of a physical kiosk, web-based upload platform, registered and guest user services, payment and credit functions, support features, and an administrative monitoring system.

This Policy applies to personal information processed through any EasyPrint component.

This Privacy Policy applies to:

• Registered EasyPrint website users.
• Guest website users.
• Registered kiosk users.
• Guest kiosk users.
• Users submitting printing or photocopying transactions.
• Users submitting support requests or attachments.
• Authorized EasyPrint staff, administrators, and SuperAdmins.
• Other persons whose information may appear inside a document submitted by a user.

Users who upload documents containing another person's personal information are responsible for ensuring that they are authorized to submit and reproduce that information.

3.1 Account and profile information

When a registered account is created or updated, EasyPrint may collect:

• First name and last name.
• Email address.
• Username, when applicable.
• Hashed account password.
• Email-verification status.
• Account activation status.
• Account creation and update dates.
• Last account activity.

EasyPrint does not store the user's account password as readable plain text.

3.2 Authentication and session information

• Web and kiosk session identifiers.
• Temporary QR-login tickets.
• Email-verification codes.
• Password-reset codes.
• Email-change verification codes.
• Login results and failed-login attempts.
• Session start and expiration times.
• Temporary cooldown and lockout records.
• Kiosk associated with a login session.

3.3 Guest-session information

• Temporary guest-session identifier.
• Kiosk used by the guest.
• Session start and end times.
• Guest transaction and activity records.
• Invalid-attempt, cooldown, and security records.

3.4 Uploaded and scanned documents

• Uploaded PDF and DOCX files.
• Scanned photocopy pages.
• Original filename.
• File type and file size.
• Number of pages.
• File fingerprint or integrity hash.
• Upload source.
• Upload date and time.
• Registered owner, when applicable.
• Public or private visibility setting.
• Converted print-ready files.
• Generated preview images.
• File-validation and scan results.

3.5 Print-code information

• Print-code reference.
• Associated document.
• Code generation date.
• Code validity status.
• Successful and unsuccessful retrieval events.
• Kiosk where the code was entered.
• Account that retrieved the document, when applicable.

3.6 Printing and photocopying information

• Selected service.
• Selected pages.
• Paper size.
• Document orientation.
• Color or black-and-white setting.
• Number of copies.
• Single-sided or duplex setting.
• Automated page-color analysis.
• Calculated price.
• Printer-job identifier.
• Printing or photocopying result.
• Printer, scanner, or paper-related errors.

3.7 Transaction and payment information

• Transaction identifier.
• Kiosk and service used.
• Total transaction charge.
• Payment method.
• Raw and applied coin amounts.
• Credits used.
• Remaining unpaid balance.
• Excess or recoverable amount.
• Transaction status.
• Receipt information.
• Failed or interrupted transaction details.

3.8 Credit and recovery information

• Registered account-credit balance.
• Guest-credit reference or code.
• Original credit amount.
• Remaining credit balance.
• Credit source and generation reason.
• Credit use and partial-redemption history.
• Credit closure or revocation records.
• Recovery token information.
• Recoverable transaction amount.
• Related transaction and audit information.

3.9 Notifications

• Notification category.
• Notification message.
• Related document, transaction, credit, or account.
• Creation date and time.
• Read or unread status.
• Related action link.

3.10 Support information

• User or guest identity.
• Contact details.
• Support-ticket reference.
• Subject and category.
• Messages and replies.
• Attached supporting files.
• Ticket status and assignment.
• Related kiosk or transaction.
• Administrator responses.
• Creation and update times.

3.11 Administrative and security records

• Administrative account and role.
• Administrative action performed.
• Affected account, transaction, or kiosk.
• Reason or action details.
• Authentication events.
• Error and maintenance records.
• Security alerts.
• Synchronization status.
• Date and time of each event.

EasyPrint may collect information:

• Directly from registration, sign-in, profile, upload, and support forms.
• From documents submitted through the website.
• From files selected through an inserted USB flash drive.
• Through the kiosk's dedicated local Wi-Fi upload service.
• Through photocopy scanning.
• Automatically during authentication, session, payment, printing, and credit processing.
• Through kiosk hardware, system logs, printer services, and security controls.
• From authorized administrators reviewing or updating a transaction, support request, or system record.
• During offline operation and later synchronization.

Depending on the specific activity, EasyPrint processes personal information when processing is:

• Necessary to provide a service requested by the user.
• Necessary to complete or administer a transaction.
• Necessary for legitimate security, operational, fraud-prevention, and troubleshooting purposes.
• Required to comply with an applicable legal obligation.
• Based on the user's consent when consent is the appropriate basis.

Withdrawal of consent does not automatically require deletion of records that must be retained to complete a transaction, protect the system, investigate misuse, resolve a dispute, or comply with an applicable legal obligation.

Every uploaded document is treated as untrusted input and may undergo:

• Supported file-type validation.
• Magic-byte verification.
• Secure filename handling.
• Temporary quarantine.
• Malware scanning.
• Inspection for unsafe PDF elements.
• Controlled document conversion.
• Page-count and color analysis.
• Preview generation.

Unsupported, corrupted, encrypted, password-protected, suspicious, or unsafe documents may be rejected.

File inspection is performed for technical and security purposes. EasyPrint does not use this inspection to determine the academic quality, correctness, ownership, or legality of the document.

Private registered documents

A private registered document may be retrieved only after the registered owner authenticates at the kiosk and document ownership is verified.

Public registered documents

A public registered document may be retrieved by another person who possesses its valid print code.

Guest documents

Guest-uploaded documents use bearer-style print codes. Anyone who obtains the valid code may be able to retrieve the associated document.

Personal information may be accessed only by persons whose roles require access, including:

• The registered user who owns the applicable account or document.
• Authorized support personnel handling a user concern.
• Staff members performing permitted operational or maintenance duties.
• Administrators responsible for transactions, payments, credits, support, and monitoring.
• SuperAdmins responsible for sensitive security, account, configuration, and audit functions.
• Authorized technical personnel when access is necessary for maintenance, recovery, or security investigation.

Access is limited according to the user's assigned role and authorized responsibilities.

EasyPrint may use authorized service providers to support application hosting, cloud database storage, document storage, email delivery, security scanning, backups, and related technical services.

Information may also be disclosed:

• With the user's authorization.
• To an authorized provider subject to appropriate security and confidentiality obligations.
• To investigate fraud, misuse, or a security incident.
• When required by a valid legal order or applicable law.
• When necessary to protect users, EasyPrint, CopyCorner, or the institution.

EasyPrint does not sell personal information.

EasyPrint uses a hybrid local and centralized data architecture.

When internet connectivity is unavailable, the kiosk may temporarily store session, transaction, payment, credit, printing, security, and operational records in its local database.

Pending records are synchronized with the centralized EasyPrint system after connectivity is restored.

Synchronization controls are used to:

• Prevent duplicate synchronized records.
• Preserve records during network interruption.
• Confirm successful central storage before marking records as synchronized.
• Record synchronization attempts and errors.

EasyPrint retains information only for the approved period necessary for service delivery, security, accounting, dispute resolution, auditing, maintenance, and applicable legal requirements.

Account deletion

When an account-deletion request is completed, account access is deactivated or removed and associated active documents are deleted or made unavailable according to the approved account deletion process.

Certain transaction, payment, credit, security, support, and audit records may be retained when necessary for accounting, security, dispute resolution, fraud prevention, or legal compliance.

EasyPrint may use essential cookies and browser storage to support:

• Authenticated sessions.
• Security and request validation.
• Temporary transaction state.
• Document-upload workflow state.
• User-interface preferences.
• Payment and printing workflow continuity.

Essential cookies and storage are required for core EasyPrint functions and may not be disabled without affecting the service.

EasyPrint uses technical, organizational, and physical safeguards designed to protect personal information, including:

• Secure password hashing.
• Protected print-code storage.
• Secure random token generation.
• Role-based access control.
• Authentication and session expiration.
• Cooldown and lockout controls.
• File quarantine and malware scanning.
• Controlled document-processing tools.
• Administrative and security audit logs.
• Local and central synchronization controls.
• Backup and recovery procedures.
• Protected kiosk hardware and maintenance access.

No system can guarantee absolute security. EasyPrint regularly reviews safeguards and responds to identified operational or security issues.

Subject to applicable law, users may have the right to:

• Be informed about personal-data processing.
• Request access to personal information.
• Request correction of inaccurate information.
• Object to certain processing.
• Request erasure or blocking where legally applicable.
• Request data portability where applicable.
• Withdraw consent where processing relies on consent.
• File a privacy complaint.
• Seek damages where provided by applicable law.

Submitting a privacy request

A privacy request should include:

• Full name.
• Registered email address, when applicable.
• Type of privacy request.
• Relevant transaction, support ticket, account, or session reference.
• Information reasonably necessary to verify the requester's identity.

Some requests may be limited when continued retention or processing is required to complete a transaction, protect EasyPrint, investigate misuse, comply with law, or protect another person's rights.

EasyPrint operates within an educational environment and may be used by students who are minors.

The authorized EasyPrint operator must establish and publish the applicable rules for:

• Account creation by minors.
• Guest kiosk access by minors.
• Privacy requests submitted by a parent, guardian, or authorized representative.

[INSERT THE INSTITUTION-APPROVED POLICY FOR MINORS BEFORE PRODUCTION DEPLOYMENT]

If EasyPrint becomes aware of a suspected personal data breach, authorized personnel will investigate, contain, document, and address the incident.

EasyPrint will notify affected users and the appropriate authority when notification is required by applicable law.

Users who believe their EasyPrint account, document, print code, transaction, credit, or other information has been compromised should contact EasyPrint immediately.

EasyPrint may update this Privacy Policy when its services, processing activities, service providers, security controls, retention rules, or legal obligations change.

The updated effective date will be displayed at the beginning of this page.

Material changes may also be communicated through the EasyPrint website, registered user dashboard, kiosk, email, or another appropriate notice.

Questions, privacy requests, and complaints may be submitted using the official contact information below.

This Privacy Policy must be reviewed by the authorized EasyPrint operator, the institution's privacy representative or Data Protection Officer, and a qualified Philippine legal professional before production use.