Privacy Policy

This Privacy Policy describes how UMak BookIt ("UMak BookIt", "we", "us") collects, uses, stores, shares and protects information, including information received from Google, when you use the UMak BookIt website (home page: UMak BookIt) or the optional UMak BookIt Android app, which displays the same website.

UMak BookIt is the discussion room reservation system of the University of Makati (UMak) School of Law (SOL) Library. Its only purpose is to let SOL students, faculty and employees reserve the library's discussion rooms, and to let library staff manage room use.

1. Google user data we access

You sign in to UMak BookIt with Google. We request only the basic sign-in scopes openid, email and profile. Through these, Google shares with us:

• your email address (and whether Google has verified it),
• your name,
• your profile picture (as an image URL),
• your Google Workspace domain (if any), used only to check whether the account is a @umak.edu.ph UMak account.

We do not request or receive your Google password, and we do not access Gmail, Google Drive, Calendar, Contacts or any other Google service or data. During the current testing period any Google account with a verified email address may sign in (UMak accounts are preferred); the library can restrict sign-in to @umak.edu.ph accounts at any time.

2. Other information we collect

• Reservation details you enter: student number (or employee number), name, user type (for example student, faculty or employee), the room, the date and time, the number of people in your group, and the purpose of the reservation. Each reservation receives a short reservation code.
• Room-use records kept by library staff: check-in and vacate times, extensions, no-shows, cancellations and the reason given, short staff notes, and which staff account performed each action.
• Account activity: the time of your most recent sign-in.
• Cookies: a secure sign-in session cookie (valid for up to 30 days) and a cookie that remembers whether you chose to continue on the web or download the app after scanning a room QR code. We do not use advertising, analytics or third-party tracking cookies.

3. How we use information

We use your Google user data and other information only to provide and operate UMak BookIt, specifically to:

• sign you in;
• show your name and picture in the app so you know which account is signed in, and pre-fill your name on reservation forms;
• create, display and cancel your reservations, prevent double bookings and apply room rules (such as time limits);
• let library staff identify who reserved a room, check groups in and out, and handle no-shows;
• keep a history of room use for library records and usage reports.

We do not use Google user data for advertising, marketing, profiling, credit or lending decisions, or to train artificial intelligence or machine-learning models, and we do not sell it.

4. How information is stored

Account and reservation data are stored in a PostgreSQL database hosted by Neon in the Singapore region. The website is hosted by Vercel. Data is encrypted in transit (HTTPS/TLS) and at rest by our hosting providers.

5. Who can see your information

• You can see your own reservations under My reservations.
• Authorized SOL Library staff (administrators) can see all reservations and the details above, manage rooms, and export reservation history for library records.
• Other users see only that a time slot is reserved; they cannot see your name or reservation details.

6. Sharing and disclosure

We do not sell, rent, trade or share your information, including Google user data, with third parties. The only exceptions are:

• Service providers that host and run UMak BookIt on our behalf and process data only to provide the service: Vercel Inc. (website hosting) and Neon (database hosting).
• Legal requirements: when disclosure is required by law, or by University of Makati policy for the protection of persons or property.

7. Google API Services User Data Policy and Limited Use

UMak BookIt's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, Google user data is used only to provide the user-facing sign-in and reservation features described above; it is not transferred to others except as necessary to provide the service, to comply with law, or as part of a merger or reorganization; it is not used for advertising; and it is not read by humans except where needed for security, to comply with law, or for the library's internal operation of the reservation service (for example, staff seeing who reserved a room).

8. Data retention

Your account information (name, email, profile picture URL) is kept while you use UMak BookIt. Reservation and room-use records are kept as library records for as long as the SOL Library needs them for room management and usage reports. Session cookies expire after at most 30 days or when you sign out. When information is no longer needed, or when you request deletion as described below, it is deleted from the database, except where the University is required to keep it.

9. Your rights and deletion requests

You may ask to access, correct, or delete your information, including Google user data, or to have your account removed. To do so, contact the UMak School of Law Library Reference / Circulation Desk (5th Floor, School of Law, University of Makati). Requests are handled by library staff, who will delete the requested data from the UMak BookIt database. You can also cancel your own upcoming reservations at any time under My reservations, and you can revoke UMak BookIt's access to your Google account at any time from your Google Account settings (Security → Third-party apps & services).

Your rights under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) also apply.

10. Security

We protect information with HTTPS encryption, encrypted and signed sign-in sessions, access to staff features limited to authorized library accounts, a database reachable only by the application with access credentials kept secret, and encryption at rest by our hosting providers. No system is perfectly secure, but we take reasonable measures to protect your information.

11. Children

UMak BookIt is intended for members of the University of Makati School of Law community and is not directed to children under 13. We do not knowingly collect information from children under 13.

12. Changes to this policy

If we change this policy, the updated version will be posted on this page with a new effective date. Significant changes will also be announced on the UMak BookIt home page.

13. Contact

For questions about this Privacy Policy or how your information is handled, contact the UMak School of Law Library Reference / Circulation Desk, 5th Floor, School of Law, University of Makati, J.P. Rizal Extension, West Rembo, Taguig City, Philippines.