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1. About This Policy

MatSci SERV ("the System", "we") is a service-request management system for students, staff, and visitors of the Department of Materials Science, Faculty of Science, Chulalongkorn University ("the Department").

This policy explains how we collect, use, disclose, and protect your personal data when you use MatSci SERV, in accordance with Thailand's Personal Data Protection Act B.E. 2562 (2019) ("PDPA").

2. Data Controller

Department of Materials Science, Faculty of Science, Chulalongkorn University
254 Phayathai Road, Wang Mai, Pathumwan, Bangkok 10330, Thailand

Data Controller: Asst. Prof. Dr. Apirat Theerapapvisetpong
Contact email: materials.sci@chula.ac.th

3. Information We Collect

3.1 Information from Google Sign-In
When you sign in with Google (using a @chula.ac.th, @student.chula.ac.th, or personal Gmail account), we receive the following information from Google, with your consent granted via the Google Consent Screen:

• Full name
• Email address
• Profile picture (if available)

We never have access to your Google password and do not store any password in our system.

3.2 Information You Provide in Forms
When you submit a request through the System, we collect the information you provide, such as student ID, full name, request details, and any attached files.

3.3 Technical Information
We may automatically collect technical information such as the date/time of submission and request status, for the purpose of tracking and managing requests.

4. Purpose of Data Use

We use your information to:

1. Verify your identity and determine access rights (distinguishing between internal students/staff and external users)
2. Process your requests, such as issuing certificates or managing laboratory booking requests
3. Notify you of status updates regarding your request via email
4. Maintain statistics and improve the Department's services

5. Disclosure to Third Parties

We disclose your information to the following service providers only to the extent necessary for the System to function:

We do not sell, trade, or rent your personal data to third parties for marketing purposes.

Only authorized Department staff have access to request data in order to carry out their duties.

6. Data Retention Period

We retain request data and attached files for as long as necessary for the Department's operations, or as required by applicable law or university regulations. After that period, data will be deleted or anonymized.

7. Your Rights

Under the PDPA, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate or outdated data
• Erasure — request deletion of data no longer necessary for the purposes collected
• Withdraw consent — you may disconnect MatSci SERV from your Google account at any time via Google Account permissions
• Object to processing where applicable

To exercise these rights, please contact the system administrator using the details in Section 2.

8. Security Measures

We use appropriate technical measures to protect your data, including:

• Authentication via Google OAuth 2.0 (no passwords are stored in our system)
• Access restricted to authorized Department staff only
• Encrypted connections via HTTPS

9. Cookies

The System uses only essential session cookies to maintain your login state. We do not use cookies for behavioral tracking or advertising purposes.

10. Changes to This Policy

We may update this policy from time to time. Changes take effect immediately upon publication on this page, with the "last updated" date revised accordingly.

11. Contact Us

If you have any questions about this Privacy Policy, or wish to exercise your rights regarding your personal data, please contact: