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S.I.M.S. · ICS VERSION 2.0

Terms and Conditions

Last updated October 29, 2026

1. About these terms

These Terms and Conditions govern your use of the Inventory Control System version 2 ("ICS" or "the System"), an online service run by Gerbro IT Solutions ("we", "us") at gerbroitsolutions.com. By creating an account, logging in or using the System, you agree to these terms. If you do not agree, do not use the System.

The System is used by the Supply and Property Unit of the DepEd Schools Division Office, and it follows DepEd and COA forms such as the RIS, ICS, RPCSP and leave card. You may use the System for free at the Division Office.

Subscribing is voluntary. A paid subscription is only for users who want online access from anywhere and use of more of our features. It is your own choice. The Division Office and DepEd do not require, endorse or collect any subscription, and no school or employee has to subscribe to keep using the System at the Division Office.

You must be authorized by your school or office to use the System on its behalf. If you register users or manage a school account, you confirm that you have that authority.

2. Accounts and subscriptions

  1. Your account. Keep your username and password secret. Do not share an account between people. You are responsible for everything done under your account. Tell us right away if you think someone else has used it.
  2. Accurate details. Give your real name, position, school and a working personal email address. DepEd (@deped.gov.ph) addresses are not accepted for account recovery.
  3. Subscription (optional). Online access and some extra features need an active subscription. Your access runs until the expiry date shown on your account. Renewal is not automatic; you must pay again before the expiry date to keep access.
  4. Expired subscriptions. When a subscription expires, online access and paid features stop. Your school's records stay in the System, can still be used at the Division Office, and are available online again when you renew.
  5. Payments. Fees are the amounts we quote to you at the time of payment. Payments are not refundable once access has been given, unless we cannot provide the service through our own fault.
  6. Proof of payment. We issue a Payment Acknowledgement for each payment. Until our business registration with the BIR is completed, this acknowledgement is not an official receipt or invoice and cannot be used for BIR purposes. We will issue official receipts once registered.
  7. Inactive and suspended accounts. We may deactivate accounts that are unused for a long time, or suspend accounts that break these terms.

3. Using the System

  1. School records belong to the school. Inventory, stock, ICS/RIS, personnel and leave records entered for a school belong to that school, not to the user who typed them. When a user leaves or transfers, the records stay with the school.
  2. You are responsible for what you enter. The System computes balances, stock cards and reports from the data you enter. Check your entries and printed forms before signing or submitting them. We are not responsible for errors caused by wrong, late or incomplete entries.
  3. Printed forms. Forms printed from the System are aids for your office. They become official only when signed by the proper officials under DepEd and COA rules.
  4. You must not:
    • try to see or change another school's records without authority;
    • upload files containing viruses, scripts or anything other than the documents the System asks for;
    • try to break, overload or bypass the System's security;
    • use the chat to send abusive, offensive or unlawful messages;
    • copy, resell or rent the System or its parts to others.
  5. Scope. Stock In accepts items with a unit cost below ₱50,000 only. Items of ₱50,000 and above (Property, Plant and Equipment) are outside the System's scope.
  6. Features marked BETA are still being tested. Use them with extra checking and tell us about any problem.

4. Data privacy

We handle personal data under the Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules.

  1. What we collect. Account details (name, username, position, school, email, login and IP records); personnel records entered by schools (service records, leave cards, NOSA, special orders, salary and leave credits); names of employees issued items; chat messages; and uploaded documents.
  2. Why. Only to run the System for your school: keeping inventory and personnel records, printing forms, account recovery, support, billing and security.
  3. Who can see it. Users of the same school according to their role, the school's or division's authorized administrators, and our system administrators when needed for support or security. We do not sell personal data or share it with anyone else, unless the law requires it.
  4. The school's role. The school (or its division office) decides what personnel data is entered and is responsible for having the right to enter it. We process that data on the school's behalf.
  5. Security. We use passwords, role-based access and other reasonable measures to protect data. No online system is completely secure; if a breach affecting personal data happens, we will notify affected schools and the National Privacy Commission as the law requires.
  6. How long we keep it. School records are kept while the school uses the System and as long as government record-keeping rules require. Chat messages are kept until deleted.
  7. Your rights. You may ask to see, correct or object to the processing of your personal data. Send requests to the contact below; requests about school personnel records may be referred to the school concerned.

5. Service, liability and other terms

  1. Availability. We work to keep the System running, but it may be unavailable at times for maintenance, updates or problems with our hosting provider. We do not guarantee uninterrupted service.
  2. Changes to the System. We may add, change or remove features. Major changes are announced on the What's New page.
  3. Limit of liability. The System is provided "as is". To the extent the law allows, we are not liable for indirect losses, lost data caused by user actions, or audit findings resulting from entries made by users. Our total liability for any claim is limited to the subscription fees you paid in the 12 months before the claim.
  4. Ending use. You may stop using the System at any time. We may suspend or close an account that breaks these terms, after notice where reasonable. A school may ask for a copy of its records before its account is closed.
  5. Changes to these terms. We may update these terms. The date at the top shows the latest version. We will announce changes in the System and ask you to accept them again before continuing.
  6. Governing law. These terms follow the laws of the Republic of the Philippines. Disputes will first be settled through discussion in good faith; if that fails, they go to the proper courts of Nueva Ecija.
  7. Contact. For questions, privacy requests or concerns, use Chat with us in the System.
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