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University Library Facility Reservation Portal
Northern Iloilo State University Estancia CampusCheck existing bookings below before selecting your schedule.
Please read this notice before submitting your reservation request.
Northern Iloilo State University (NISU), through its Estancia Campus Library, is the Personal Information Controller for this reservation portal. We process your personal data in accordance with Republic Act No. 10173 (Data Privacy Act of 2012), its Implementing Rules and Regulations, and the NISU Data Privacy Manual (BOR Resolution No. 138, s. 2026).
1. Why we collect your data. We use your information to receive, verify and decide on your facility reservation, to email you about its status, to keep a record of who used each facility, and to prepare facility utilization reports for audits and accreditation.
2. What we collect. Your full name, institutional email address
(@nisu.edu.ph), college or office, the facility, date and time requested, the activity
title or purpose, and the estimated number of attendees. The system also records when your request was
submitted, confirmed and decided, and when you acknowledged this notice. Please do not include sensitive
personal information, such as health details, in the Purpose field.
3. Legal basis. We process this data to carry out the University's functions under its charter, Republic Act No. 11005, which include managing its facilities (Section 12(e), RA 10173). This processing does not depend on your consent.
4. How your request is handled. After you submit, we email a confirmation link to your institutional address. Your request is held in a staging record and reaches Library Administration only after you open the link. Unconfirmed requests are deleted within 24 hours. Approved reservations appear on the public facility calendar showing only the facility and booking reference, not your name or purpose.
5. Storage and access. Your data is stored in the University's Google Workspace services (Sheets, Gmail and Calendar). Only authorized library personnel who have signed the University Privacy and Confidentiality Undertaking (NISU-DPO-F-12) can access it.
6. Service providers. We use Google to store data and send email, and Cloudflare Turnstile to block automated spam. Turnstile checks technical information from your browser, such as your IP address, when this page loads. Both act only on the University's instructions and may process data on servers outside the Philippines, under the contractual safeguards required by the Data Privacy Act.
7. Sharing with accrediting and auditing bodies. Reservation records may be shared with accrediting and auditing bodies to show how library facilities are used. These include the Accrediting Agency of Chartered Colleges and Universities in the Philippines (AACCUP), the Commission on Higher Education (CHED), the Commission on Audit (COA), and the University's Internal Audit Service and Quality Assurance Office. We share summary or anonymized figures, such as the number of bookings per facility or per college, wherever these are enough. Records that identify you are shared only when the body specifically requires them or when the law requires it. Apart from these bodies and the service providers above, we do not sell, share or transfer your data to anyone unless required by law.
8. How long we keep it. Reservation records are kept for three (3) academic years to support audits and accreditation. After that, they are securely deleted or anonymized according to the University's Records Retention and Disposal Schedule, and the disposal is logged.
9. Your rights. Under RA 10173 you have the right to be informed, to access your data, to have it corrected, to object to its processing, to have it blocked or erased, to data portability, to claim damages, and to file a complaint. To exercise these rights, submit a Data Subject Request Form (NISU-DPO-F-10) to the Office of the Data Protection Officer. Requests are acknowledged within three (3) business days and answered within fifteen (15) business days. You may also file a complaint with the National Privacy Commission through www.privacy.gov.ph.
10. Contact. Office of the Data Protection Officer, Northern Iloilo State University. For questions about a reservation, contact the University Library at library@nisu.edu.ph.
Notice version: 29 October 2026