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Version 1.0
Effective date: [To be set after approval]
These Terms and Conditions govern access to the CES Training Database Management System (CTDMS), a system for authorized Philippine National Police–Communications and Electronics Service (PNP-CES) functions. By selecting “I agree” and using CTDMS, you agree to follow these terms and applicable PNP policies and laws.
CTDMS supports authorized PNP-CES work involving personnel records, CES training events and participant records, training profiles, BMI/PFT monitoring, reports, and system administration. Use the system and its information only for official, authorized purposes and within your assigned duties.
Access is limited to personnel with an active, authorized account. Your account and credentials are personal to you. Do not share your password, account, or authenticator codes, and take reasonable steps to prevent others from using your device or session. You are responsible for activity performed through your account. Report suspected account compromise promptly through the designated CTDMS administrator or security channel.
Access to records and functions may be limited according to your role, organizational assignment, and authorized scope. Do not attempt to access, alter, export, retain, or disclose information beyond that scope. Handle personnel, training, BMI/PFT, and account information as confidential and in accordance with applicable PNP rules and data-protection requirements.
CTDMS information is maintained for official administrative and monitoring purposes. If you identify an error, incomplete record, or mismatch, report it to the authorized CTDMS administrator or responsible office for verification and correction. Do not knowingly enter inaccurate information or treat an unverified record as authoritative.
Reports, exported files, and uploaded or downloaded attachments may contain confidential or sensitive information. Use them only for authorized official work, protect them from unauthorized access, and do not copy, photograph, post, or send them through unauthorized channels. Follow PNP requirements for secure storage and disposal.
CTDMS may record sign-in and system activity for access control, security, troubleshooting, and audit purposes. Activity records may include the account and role used, action or route, date and time, IP address, browser or device information, and submitted request details. Access to these records is restricted to authorized purposes.
You must not share or misuse credentials; bypass security or role restrictions; use CTDMS for personal, unauthorized, or unlawful purposes; interfere with the system; or disclose, alter, or destroy records without authorization.
Access may be restricted, suspended, or interrupted for security, maintenance, operational, or policy reasons. CTDMS records should be checked through the responsible office when a decision requires verified or official information. This does not replace applicable records, reporting, or approval procedures.
Unauthorized access, disclosure, alteration, or other misuse may result in account restriction and appropriate administrative, disciplinary, or legal action under applicable PNP rules, regulations, policies, and laws.
These terms may be revised. When a revised version requires renewed acceptance, CTDMS may require you to review and accept it before further access.
Version 1.0
Effective date: [To be set after approval]
This notice explains how personal data may be processed through CTDMS, the CES Training Database Management System used for authorized PNP-CES personnel and training administration.
Depending on your role and CTDMS functions, the system may process:
Data may be provided by you, entered by authorized personnel, obtained from official PNP-CES records, or generated through use of CTDMS.
The information may be used, as applicable, to:
The PNP should identify and document the lawful basis applicable to each processing purpose, including any authority relating to the performance of official functions, legal obligations, or other lawful grounds under the Data Privacy Act of 2012 and its implementing rules. Acknowledging this notice is not, by itself, consent to processing. The PNP Data Protection Officer should confirm the applicable basis, particularly for sensitive personal information.
Access should be limited to authorized users according to their responsibilities and assigned access scope. Information may be made available to authorized PNP-CES personnel, system administrators, or other recipients where necessary for an authorized purpose or permitted or required by law. Any service-provider or other data-sharing arrangements should be identified in the final notice where applicable.
CTDMS uses access controls and system security and audit measures. Users must also protect records they view, print, export, or handle outside the system and follow applicable PNP security and records-handling rules.
Personal data should be retained only for the period required by the applicable PNP records-retention schedule, operational purpose, or law, and securely disposed of or archived when no longer required. The retention periods for each data category must be confirmed by the responsible PNP records-management office and Data Protection Officer before publication.
Under the Data Privacy Act of 2012, data subjects may have rights that include being informed; objecting to or limiting certain processing; accessing and correcting personal data; seeking erasure or blocking where applicable; claiming damages where legally established; data portability where applicable; and filing a complaint with the National Privacy Commission (NPC).
These rights are subject to applicable legal conditions and limitations. For example, erasure or objection may not apply where processing must continue under a legal obligation or an authorized public function. Requests should be directed to the official privacy contact below.
Personal Information Controller: [Confirm the PNP office/entity responsible for CTDMS]
Data Protection Officer / privacy office: [Insert official office or contact]
Contact details and request procedure: [Insert approved email, address, or channel]
This notice may be updated if CTDMS or its data-processing practices change. The version and effective date will be shown above. Where required, users will be asked to acknowledge the revised notice before continuing to use CTDMS.