The College of Education Digital Archive and Repository (CEDAR) is operated by the College of Education Library, University of Santo Tomas, Espana Boulevard, Sampaloc, Manila. CEDAR serves as the institutional repository for the preservation and open dissemination of approved scholarly outputs — including theses, faculty research, and college publications — produced by the UST College of Education community.

This Privacy Policy describes how CEDAR collects, uses, and safeguards information when you access or use the repository. It explains the categories of data processed, the purposes for processing, applicable retention periods, and the channels available for questions or data subject requests. By using CEDAR, you acknowledge and agree to the practices described in this policy.

2.1 Automatically Collected Information

When you visit the CEDAR Repository, we may automatically log:

• IP address (anonymized for analytics purposes)
• Browser type, version, and operating system
• Pages viewed and time spent on each page
• Search queries entered in the repository
• Items viewed, downloaded, or requested for full-text access
• Referral sources (e.g., the page or link that brought you to CEDAR)

This information is used solely for improving repository services, diagnosing technical issues, and generating aggregate usage statistics for institutional reporting. It is not used to identify individual users.

2.2 Information Provided by Submitters and Administrators

When depositing content or managing records through the CEDAR Admin Portal, authorized personnel provide:

• Author names, institutional affiliation, department, and email addresses
• Adviser and panel member names and affiliations
• Thesis and research metadata (title, abstract, keywords, degree level, academic year)
• ORCID identifiers (when provided)
• Rights and license selections
• File uploads (PDF documents and supplemental materials)

Author names, institutional affiliations, and research metadata are published as part of the public repository record to support academic discovery and citation. Email addresses and personal contact details are used for administrative communication only and are not displayed publicly.

2.3 Full-Text Access Requests

Users who submit a request for access to embargoed or restricted full-text documents may be asked to provide their name, institutional affiliation, and the purpose of their request. This information is used solely to evaluate and process the access request and is not shared externally.

• To display repository content and metadata to the public for academic discovery
• To operate, maintain, and improve the CEDAR platform
• To generate anonymized usage statistics for institutional and library reporting
• To process content submissions, access requests, and correspondence
• To enforce repository policies including embargo and access restrictions
• To comply with legal, regulatory, or institutional obligations under the Data Privacy Act of 2012 and University of Santo Tomas policies

We do not sell, rent, or share personal data with third parties for commercial purposes. Personal data is processed only to the extent necessary for the purposes listed above.

Repository metadata and full-text documents are retained indefinitely as part of the institutional scholarly record unless a takedown, withdrawal, or corrective action is approved in accordance with repository policy.

Operational logs are retained according to the following schedule:

• Audit logs: 365 days by default
• Analytics and search logs: aggregated or anonymized after 180 days
• Session and security logs: 90 days, unless required longer for an active investigation or legal obligation
• Full-text access request records: retained for the duration necessary to process the request and for administrative review purposes

The CEDAR Repository uses essential cookies to support secure sessions and core platform behavior. Public users can manage optional cookie categories for preferences and analytics through the cookie settings banner.

We do not use cross-site advertising cookies. Admin users may receive authenticated session cookies that are required for protected routes and cannot be disabled while using the administrative system.

The repository uses Supabase as its backend infrastructure. Data is stored on servers operated by Supabase, Inc. in accordance with their data processing agreement. No analytics services with cross-site tracking are used.

Under the Data Privacy Act of 2012 (Republic Act No. 10173) and applicable University of Santo Tomas data governance policies, data subjects have the right to:

• Request access to personal information held about them
• Request correction of inaccurate or incomplete personal data
• Object to processing where grounds for objection exist under applicable law
• Request erasure or blocking of data where processing is no longer lawful
• Lodge a complaint with the National Privacy Commission

Authors who have submitted content to CEDAR may request metadata corrections or review of access settings by contacting the College of Education Library. All requests are subject to institutional records management requirements and lawful processing obligations.

We implement appropriate technical and organizational measures to protect data from unauthorized access, alteration, or disclosure. Access to the administrative system is restricted to authorized personnel through authenticated sessions.

This Privacy Policy may be updated periodically to reflect changes in repository operations, applicable law, or institutional requirements. The date shown at the top of this page reflects the most recent revision. Continued use of CEDAR after a policy update constitutes acceptance of the revised terms.

For questions, concerns, or data subject requests regarding this Privacy Policy, please contact:

College of Education Library

University of Santo Tomas

Espana Boulevard, Sampaloc, Manila, Philippines