Privacy Notice
This notice explains what information the CLSU Virtual Tour collects, why we collect it, and what rights you have over it under the Data Privacy Act of 2012 (Republic Act No. 10173).
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1. Who we are
The CLSU Virtual Tour is an academic capstone project developed by BS Information Technology students of Central Luzon State University, Science City of Muñoz, Nueva Ecija. It exists to let students, visitors, and stakeholders explore the CLSU campus remotely.
2. What we collect
We deliberately collect as little as possible. In full, that is:
| Information | When it is collected | Why |
|---|---|---|
| Your name | Only if you fill in the optional welcome form | To record who has visited the tour |
| Your visitor type (student, faculty, guest, etc.) | Only if you fill in the optional welcome form | To report what kinds of people use the tour |
| Questions you type into the chatbot | Each time you send a chatbot message | To answer you, and to see which topics are asked about most |
| Which locations you viewed, and when | Automatically as you move through the tour | To produce visit statistics for the project evaluation |
What we do not collect. We do not store your IP address, your email address, your contact number, your location, or any government or student identification number. We do not use advertising or tracking cookies, and we do not profile you or make automated decisions about you.
3. The welcome form is optional
The form that asks for your name appears once, and you may dismiss it with “Maybe later”. The virtual tour works exactly the same either way — nothing is withheld from you if you choose not to give your name. If you do submit it, you are giving your consent for us to store it for the purposes above.
4. The chatbot sends your questions to Google
The tour's AI assistant is powered by the Google Gemini API. When you send a message, the text of that message is transmitted to Google's servers outside the Philippines so a reply can be generated. Your name is never sent with it, and Google's handling of that data is governed by their own privacy policy.
Please do not type sensitive personal information into the chatbot — such as passwords, identification numbers, health information, or financial details. It is a campus wayfinding assistant and never needs them.
5. How long we keep it
- Chatbot messages — the text of your questions and answers is erased automatically after 90 days. A record that a conversation happened is kept, without its content, for statistics.
- Names and visitor types — kept for the duration of the project's academic evaluation, then deleted along with the project database.
- Visit statistics — timestamps and location views are kept for the duration of the academic evaluation.
6. How it is protected
Information is stored in a database that is not publicly accessible. The administrative panel is unlisted, password-protected with hashed credentials, and locks out a device after repeated failed sign-in attempts. All database access uses prepared statements, and all content shown on the site is escaped before display.
7. Cookies and local storage
We use one strictly necessary cookie, which keeps your browsing session together while you use the site. We also use your browser's local storage to remember small preferences — which tours you have liked, and whether you have dismissed a prompt. None of this is used for advertising or tracking, and none of it leaves your browser.
8. Your rights
Under the Data Privacy Act of 2012 you have the right to be informed, to access your information, to correct it, to object to its processing, to have it erased or blocked, to data portability, and to be indemnified for damages. To exercise any of these, contact us using the details below and tell us the name you entered so we can find your record.
9. Contact
For any question or request about this notice, or about the personal information held by this project, please reach the project team through the About page, or contact the Central Luzon State University Data Protection Officer through the University's official channels.
This project is an academic system operated by students under faculty supervision. This notice describes the practices of the CLSU Virtual Tour only, and not those of Central Luzon State University as a whole.
