This Data Privacy Policy explains how LCSC - SHELL collects, uses, stores, and protects personal data provided by users of the Training and Records Management System (TRMS). By using or logging in to the system you agree to the practices described below.

1. Information we collect

When you register or log in to TRMS, we may collect the following personal information:

• Username
• Full name
• Email address
• Birthday
• Contact number

2. Why we collect and how we use your data

We collect and use your information for these purposes:

• To verify and manage user accounts and access to TRMS.
• To record and track training records, attendance, and certifications.
• To generate reports and maintain accurate training history.
• To communicate important system notices or training reminders.
• To prevent and detect unauthorized access, fraud, or abuse.

3. Storage and protection

We take reasonable technical and organizational measures to protect personal data against loss, misuse, or unauthorized access. Measures include:

• Passwords are stored using secure hashing and are never kept in plain text.
• Access controls limit database access to authorized staff only.
• Data transmitted between your browser and our servers is encrypted in transit.
• Regular backups and monitored access logs to help detect issues quickly.

4. Data sharing and disclosure

We do not sell or trade personal information. Personal data may only be shared in the following limited cases:

• With authorized LCSC - SHELL personnel who need the information to perform their duties.
• With third-party service providers who perform services on our behalf (for example, hosting or email delivery). These providers are required to follow our instructions and to keep data confidential.
• When required by law, legal process, or to protect the rights, safety, or property of LCSC - SHELL or others.

5. Data retention

We retain personal information only as long as necessary to fulfill the purposes described here or to meet legal obligations. Inactive accounts may be archived or deleted after a period determined by LCSC - SHELL policy.

6. Your rights

You have the right to:

• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion or deactivation of your account, subject to legal or contractual retention requirements.
• Withdraw consent where we rely on consent to process your data (this may affect your ability to use the system).

To exercise your rights, contact our Data Privacy Officer using the details below.

7. Children

TRMS is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected such data, we will take steps to delete it as soon as possible.

8. Changes to this policy

We may update this policy from time to time. When changes are made we will update the "Last updated" date at the top of this page. Significant changes will be communicated by system notice or email where appropriate.

9. Contact

If you have questions, concerns, or want to make a request regarding your personal data, please contact:

Replace dpo@lcsc-shell.example with your actual Data Privacy Officer email address before publishing.

“Authorized administrators may view employee data for legitimate operational purposes such as training registration, record keeping, and certification.”

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