Terms of Service

PPS Portal Terms of Service

Version 2.1 · Effective 15 July 2026

These Terms govern your use of the PPS Portal at portal.pps.org.ph, operated by the Philippine Pediatric Society, Inc. (PPS). By signing in or using the Portal, you accept these Terms. If you do not agree, do not use the Portal.

1. Who these Terms apply to

Members, applicants, event registrants, chapter officers and volunteers, and guests visiting public pages. PPS staff and vendors are governed by their engagement agreements.

2. Your account

• You must be at least 18 and provide accurate, complete information.
• You are responsible for the confidentiality of your password and two-factor authentication device. Do not share your account.
• Two-factor authentication is mandatory for Admin, Super Admin, Cashier, Membership, COMELEC, and any staff-granted role. Members are strongly encouraged to enable it.
• You may hold only one active account.

3. Acceptable use

Do not use the Portal to:

• Impersonate another person or misrepresent your affiliation.
• Access data, accounts, or features you are not authorized to access (including scraping, credential stuffing, or exploiting a vulnerability).
• Disable, damage, overload, or impair the Portal, or introduce malware.
• Upload unlawful, defamatory, harassing, or infringing content.
• Send unsolicited communications using Portal data.
• Copy, resell, or reverse-engineer the Portal outside what applicable law allows.

Violations may result in suspension or termination of your account, and referral to law enforcement or the NPC where warranted.

4. Payments

Payments are processed by PayMongo Philippines, Inc.. PPS never receives or stores full card numbers, CVVs, or PINs. Fees are set by the PPS Board and are non-refundable except where required by law or expressly stated. PPS issues BIR-compliant Official Receipts, which are retained for 10 years under BIR RR 5-2014.

5. CPD, elections, and Good Standing

Portal features for CPD tracking, elections, business-meeting voting, and Good Standing certification operate under the PPS By-laws and the rules of the relevant governing bodies (PRC-CPDC for CPD; COMELEC for elections). PPS is not the credentialing authority for CPD — final credit determinations rest with the PRC.

6. Rx Pad, Clinical Tools, and Registry — processor relationship

By using these modules to enter patient-related content, you acknowledge that:

• You are the Personal Information Controller of that patient data. PPS acts strictly as your Processor.
• You are responsible for the lawful basis and any parental consent required for patient data.
• No PPS staff has operational access to individual patient entries. Access is restricted at the database level to the authoring physician.
• Retention — Rx Pad drafts and Registry entries are kept for 3 years from last edit; Clinical Tools history for 90 days. You receive 90-day, 30-day, and 7-day advance notices before any scheduled purge, and may export at any time.
• Sub-processing — PPS uses AWS as its cloud infrastructure processor under the AWS Data Processing Addendum with Standard Contractual Clauses.

Nothing in this section transfers legal responsibility for patient data from you to PPS.

7. Public Doctor Directory

Listing is strictly opt-in with a default of opt-out. If you opt in, only the fields you choose are published. You may revoke your listing at any time from Directory Preferences.

8. Communications

Transactional communications (service notices, receipts, event confirmations, security alerts) are part of the Portal service and cannot be opted out of while your account is active. Marketing communications require your separate opt-in and can be withdrawn at any time from /my-privacy.

9. Content and intellectual property

You retain any IP rights you already have in the content you submit. By submitting content, you grant PPS a limited, non-exclusive, royalty-free licence to store, display, and process it for the purpose of delivering the services you request and for the retention periods stated in our Privacy Policy.

The Portal software, PPS name and marks, and content produced by PPS are owned by or licensed to PPS. You may print or download reasonable extracts for personal, non-commercial use.

10. Security responsibilities

PPS implements the safeguards required by Section 20 of the Data Privacy Act (encryption in transit and at rest, role-based access, mandatory 2FA for privileged roles, audit logging, encrypted backups) as described in our Privacy Policy.

You must keep your credentials confidential, enable 2FA where offered, keep your recovery email and mobile current, and notify dpo@pps.org.ph (subject line "BREACH:") within one hour of any suspected unauthorized access to your account.

11. Availability and modifications

We make reasonable efforts to keep the Portal available but do not guarantee uninterrupted or error-free service. We may perform maintenance, apply fixes, add or remove features, and modify the Portal at any time. Where a change materially affects your rights, we will notify you and, where required, request renewed consent.

12. Suspension and termination

We may suspend or terminate your account, without prior notice, for material breach of these Terms, termination of your membership under the By-laws, endangerment of Portal security or others' privacy, or a lawful order requiring us to do so. You may close your account from /my-privacy → Delete My Account, subject to legal retention obligations described in the Privacy Policy.

13. Disclaimers

The Portal is provided "as is" and "as available". To the extent permitted by law, PPS makes no warranties of merchantability, fitness for a particular purpose, or non-infringement. Portal content, including CPD material and clinical tools, is for professional educational use only and does not constitute medical or legal advice. Physicians remain solely responsible for the care they provide.

14. Limitation of liability

To the maximum extent permitted by law, PPS's aggregate liability arising out of these Terms or your use of the Portal is limited to the total PPS fees you paid us in the 12 months before the event giving rise to liability. PPS is not liable for indirect, incidental, consequential, or punitive damages, or for loss of profits, revenue, data, or business opportunities. This section does not limit liability for fraud, willful misconduct, or anything else that cannot be limited under Philippine law.

15. Indemnification

You will hold PPS, its trustees, officers, employees, and processors harmless from any claim arising out of (a) your breach of these Terms, (b) your violation of law or the rights of any third party, (c) content you submit, or (d) patient data you enter into the Rx Pad, Clinical Tools, or Registry.

16. Third-party links and services

The Portal may link to or embed third-party services (PayMongo checkout, AWS video, external CPD providers). Their terms and privacy notices apply — PPS is not responsible for their content or practices.

17. Privacy

Your privacy is governed by our Privacy Notice, Privacy Policy, and Cookie Policy. If these Terms and the Privacy Policy conflict on data-protection matters, the Privacy Policy prevails.

18. Changes

Material amendments are approved by the Board of Trustees and trigger a re-consent prompt at your next login. Continuing to use the Portal after that constitutes acceptance.

19. Governing law and disputes

These Terms are governed by the laws of the Republic of the Philippines. The parties submit to the exclusive jurisdiction of the proper courts of Quezon City, without prejudice to your right to file a complaint with the National Privacy Commission.

For data-protection complaints, contact our Data Protection Officer at dpo@pps.org.ph first. If unsatisfied, complain to the NPC at complaints@privacy.gov.ph or https://www.privacy.gov.ph.

20. Miscellaneous

Severability — if any provision is held invalid, the rest remain in effect. Waiver — failure to enforce a provision is not a waiver of it. Assignment — you may not assign your rights without our consent; PPS may assign to a successor entity. Entire agreement — these Terms, together with the Privacy Notice, Privacy Policy, Cookie Policy, and PPS By-laws, are the entire agreement between you and PPS regarding the Portal.

21. Contact

Data Protection Officer — dpo@pps.org.ph · PPS Head Office, Quezon City General inquiries — info@pps.org.ph National Privacy Commission — complaints@privacy.gov.ph · https://www.privacy.gov.ph

Version 2.1 — Effective 15 July 2026. Adopted by the PPS Board of Trustees.