This policy explains what personal data the Kolehiyo ng Lungsod ng Dasmariñas Intellectual Property Application Tracking System (KLD-IPATS) collects from applicants, reviewers, and site visitors, and how that data is used, in line with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173).
1Overview
KLD-IPATS is operated by the Office of the Vice President for Research, Extension and Global Formation, through the Intellectual Property, Technology Licensing and Data Protection (IPTLDP) unit, to receive, screen, and track intellectual property applications from KLD students, faculty, and staff. This policy applies to the public website, the applicant dashboard, and the administrative dashboard.
2Information We Collect
Account and profile information
- Full name, email address, and contact number
- Institute and program affiliation
- Student ID or employee ID, where applicable
Application information
- The title, description, and category of the intellectual property you submit
- Co-author and faculty adviser names and contact details, as you provide them
- The files you upload — manuscripts, logo images, patent drawings, or supporting documents
- Your declared AI Permissibility Tier and any AI tool or purpose you disclose
Technical information
Standard web server logs (IP address, browser type, access times) and session cookies used to keep you signed in. See our Cookie Policy for detail.
3How We Use Your Information
- To process, review, and issue decisions on your application
- To generate and issue certificates once an application is approved
- To communicate with you about the status of your application
- To maintain an audit record of decisions made on your application, for accountability
- To compile aggregate, non-identifying statistics on submissions (for example, applications per program)
We do not use your information for advertising, and we do not sell personal data to third parties.
4AI Analysis & Turnitin
When you submit a Research, Capstone, or Logo application, the content or image you upload is automatically compared against previously submitted work using an in-house similarity analysis system, and — separately — may be checked using Turnitin by an administrator. This is done to screen for originality before a decision is made, as described in our Guidelines.
Your uploaded manuscript's text is retained by the system specifically so it can be compared against future submissions — this is what allows KLD-IPATS to catch duplicate or near-duplicate work. It is not published or shared outside the review process.
5Sharing & Disclosure
Your application data is accessible only to authorized IP Office administrators for the purpose of reviewing and deciding on your submission. We do not disclose your personal information to outside parties except:
- Where required by law or a valid legal process
- Where necessary to protect the rights, property, or safety of KLD, its community, or the public
- With your explicit consent
An approved application's title, type, and registrant institute may appear in public-facing summaries such as the announcements or resources pages, if the IP Office chooses to publish it — your personal contact details are not included in these summaries.
6Data Retention
Application records, decisions, and audit history are retained for as long as needed to administer the intellectual property registered through this system, and to comply with the institution's record-keeping obligations. Audit log entries specifically are kept as a permanent, unmodifiable record of administrative actions, even after the underlying application is later removed — this is by design, so accountability for a decision is never lost.
7Your Rights
Under the Data Privacy Act of 2012, you have the right to:
- Be informed that your personal data is being processed, and how
- Reasonable access to the personal data we hold about you
- Request correction of inaccurate data
- Object to processing that is not necessary for the purpose it was collected for
To exercise any of these rights, contact the IP Office using the details below.
8Security Measures
Access to application data is restricted to authenticated accounts with an Admin or SuperAdmin role. Administrative actions — decisions, certificate issuance, and edits — are logged to a permanent audit trail. Passwords are never stored in plain text.
9Cookies
KLD-IPATS uses only the cookies necessary to keep you signed in and to protect submitted forms from tampering — no advertising or third-party tracking cookies are used. Full detail is in our Cookie Policy.
10Changes to This Policy
We may update this policy from time to time to reflect changes in the system or in applicable law. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of KLD-IPATS after a change constitutes acceptance of the updated policy.
11Contact Us
Questions or concerns about this policy, or requests relating to your personal data, can be directed to the IP Office:
- Email: ipats@kld.edu.ph
- Address: Brgy. Burol Main, City of Dasmariñas, Cavite, Philippines 4114