Data Privacy Notice for LAE Applicants
UP COLLEGE OF LAW DATA PRIVACY STATEMENT AND CONSENT FORM (FOR APPLICANTS AND STUDENTS)
This Privacy Notice applies to all processes of the College of the Philippines College of Law (the “College”) that involve the personal information of students. The College values the privacy of its students and employs reasonable measures to protect your personal information in accordance with the Data Privacy Act of 2012 (‘DPA’), its Implementing Rules and Regulations, and related issuances from the National Privacy Commission (‘NPC’).
As a public educational institution, it is necessary for the College to collect your personal data for the purposes stated in this notice.
This Data Privacy Statement will inform you on how we process and protect your personal information. By signing the below, you certify that you have read and understood, and agree to, the terms below.
I. Information we Collect
By applying and/or enrolling in the College, you (the ‘Student’) hereby expressly agree, consent, and authorize the College to collect and process the following personal and sensitive personal information:
- Personal Details: Name, address, contact details, birthday, age, gender, civil status, nationality, signature, ID picture, birth certificate
- Government-Issued Identification: SSS Number, PhilHealth Number, Tax Identification Number, HDMF/PAG-IBIG Number
- Educational Background: Schools attended, degree/course, date attended, honors/commendations received, diploma/certificate of graduation, transcript of records/copy of grades
- Employment Background: Name of company, address, contact number, job title, dates employed
- Health information: Including information about your mental health
- Where applicable, conviction of any criminal offences
- References: Name, address, telephone number
- Other information which may be indicated in the Applicant’s résumé, including but not limited to, membership in an organization, affiliation, certification, licenses.
II. How We use the Information
The Student agrees that the above-mentioned personal information shall be processed for the following purposes:
- For processing and facilitating the Student’s enrollment with any of the programs of the College and its units
- For assessing the Student’s intellectual, psychological, and medical fitness to be enrolled in any of the programs of the College or assessing of the Student’s legal fitness to be enrolled in any of the programs of the College, which includes granting the College the authority to procure and obtain, from the proper authorities, an accurate and complete record of the legal proceedings involving the Student
- For processing the certifications and other requirements from the relevant government agencies, e.g. the Department of Foreign Affairs (“DFA”), the Department of Justice (“DOJ”) and the Commission on Higher Education (“CHED”)
- For processing immigration requirements, if necessary
- For verifying the existence of disciplinary cases
- For checking and validating the accuracy and correctness of the information provided by the Student, which includes granting the College the authority to procure and obtain, from third parties (including previous schools, employers, and character references of the Student), an accurate and complete copy of the Student’s academic, professional and health records
- For the maintenance and storage of the various academic records of the Student during his tenure at the College
- For the conduct of Student Council elections
- For the facilitation of the activities of both the Student Council and the student-run organizations within the College
- For the determination of whether or not a Student should be placed on probation
- For the facilitation of guidance, counselling, and health needs of the Student
- For the release of grades and issuance of certificates pursuant to a valid and lawful request
- For the processing of requests to change the grades, if necessary
- For the proper crediting of grades given by another educational institution
- For the completion of the capstone requirements, if necessary
- For the processing of discontinuance, withdrawals, leaves of absences and readmissions, if necessary
- For the enforcement of the security policies being implemented by the College
- For the accommodation of the guidance and counselling needs of affected Students, if necessary
- For the processing, including handling and disposition, of disciplinary proceedings
- For the documentation, including but not limited to the taking of photos and videos, of school activities
- For the processing of scholarship applications and determination of the Student’s fitness for the scholarship applied for
- For the processing of all requirements needed for the graduation of the Student, including, but not limited to, clearances
- For the documentation, including, but not limited to the taking of photos and videos, of the commencement activities of the school
- For career assistance programs of the College, including referrals to prospective employers
- For the verification of student records pursuant to a lawful request of a verifying individual or organization
- For the receipt of communications from the College regarding updates, events, and programs
- For the receipt of communications from the College regarding career opportunities
- For the maintenance and storage of the various academic records of the Student after his tenure at the College
- For submission of requirements for admission to the bar and Mandatory Continuing Legal Education
- For the preparation of various reports to be transmitted to the Supreme Court, the Integrated Bar of the Philippines, and administrative agencies in compliance with the law
- For the processing of student housing requests
- For the coordination of the different departments within the College
- For the management, storage, and retrieval of the student records maintained in the College
- For reference of the various units of the College, should such information be necessary for the fulfillment of their lawful and legitimate objectives
- In order to establish, exercise, or defend legal claims
III. How We process the Information
We collect your personal data from any documents or communications that you may have directly submitted to us, from publicly available information, or from third parties. This may include any references that you have provided, such as present and past employers, educational institutions, associations, family members.
Once you become an applicant or student of the College, you will inevitably be referred to in many of the College’s documents and records that are produced by you, other students, and the College or members of the faculty in the course of carrying out your duties as a student. Your personal data relevant to your role and status in the College, including your participation in College events and activities, may be made public through different media such as the College’s newsletters, websites, and social media accounts.
The College collects, records, organizes, stores, updates/modifies, retrieves, consults, uses, or consolidates your personal information during enrollment pursuant to the purposes stated above.
You may inform us of the specific personal data you do not want to be processed beyond the requested purpose. We will respect your request in so far as it is feasible to fulfill the purposes for which the personal data was collected.
Where you have provided us with the personal data of individuals other than yourself, you warrant that you have obtained their consent for the disclosure, in accordance with the DPA.
IV. Information Sharing and Disclosure
The Student agrees that the above-mentioned personal information may be disclosed by the College to the following recipients for the following purposes:
Messenger and/or Courier Service Providers: For the receipt and delivery of documents to various units and/or institutions
Background Check Service Providers: For the verification of whether or not the person subject of the inquiry is a graduate of the College
Commission on Higher Education: For compliance with the reportorial requirements mandated by law
Department of Justice: For the processing of immigration requirements
Foreign Schools: For the facilitation of the International Student Exchange Program of the College and the proper crediting of the grades granted by the Foreign School.
Partner Educational Institutions: For the promotion and facilitation of joint activities and/or programs undertaken by the College and its partner/s
Prospective Employers: For the verification of whether or not the person subject of the inquiry is a graduate of the College; For referral to prospective employers for possible career opportunities
Third-Party Storage Management Service Provider: For the storage of the Student Folder and all of its contents; For the safekeeping of the Student Folder and all of its contents; For the organization of the Student Folder and all of its contents
Third-Party Photography and Video Service Providers: For the documentation of school activities, including, but not limited to, the commencement/graduation rites
The personal information of the Student may be disclosed to third parties, including partner educational institutions and governmental entities like CHED, the DOJ, and the DFA, and third-party service providers for the following purposes:
- To carry out lawful business activities;
- To comply with statutory requirements like reporting to the Insurance Commission
- For the processing of medical insurance claims;
- For claims reinsurance and loss minimization;
- For digitization and storage;
- Data collection and analysis;
- For the establishment, exercise, or defense of legal claims.
When the processing of personal information is outsourced by the College to a third party, the processing will be subject to written agreements between the College and the third parties processing the data, in accordance with the requirements of the Data Privacy Act of 2012. These written agreements specify the rights and obligations of each party and will provide that the third party has adequate security measures in place and will only process the personal information of the Student on the specific written instructions of the College.
The College may also transfer the personal information of the Student to third parties as required by law or legal instrument, to protect the College’s rights or assets, to facilitate acquisition or disposition of the College’s businesses, and in emergencies where the health or safety of a person is endangered.
The College will not sell, rent, share, trade, or disclose any personal information of the Student to any other party without the prior written consent of the Student, with the exception of entities within the College and any third-party service providers which the College has engaged whose services necessarily require the processing of the personal information of the Student.
The Student agrees that the above-mentioned personal information will be retained or stored for as long as the purposes for which they are being processed have not been satisfied. the College will retain and use your personal information as necessary to comply with its legal obligations, resolve disputes, and enforce its agreements:
Hardcopies of the forms the Student has submitted, as well as all records that shall be relevant to your tenure as a student of the College, may be stored in the offices of the College or in an off-site warehouse managed by a third-party service provider.
Forms and documents which contain the information of the Student will be digitized and stored on the College’s information management system hosted by the College on-site or in the premises of an authorized third-party service provider.
The College shall ensure, using contractual and other reasonable means, that the Third Party Service Provider implements proper safeguards to ensure the confidentiality, integrity and availability of the personal data processed, prevent its use for unauthorized purposes, and comply with the requirements of the Data Privacy Act of 2012, its Implementing Rules and Regulations, and other applicable laws for processing of personal data, and other issuances of the National Privacy Commission.
VI. Information Security
The College has put in place physical, electronic, and managerial procedures designed to help prevent unauthorized access, to maintain data security, and to use correctly the Information we collect online. These safeguards vary based on the sensitivity of the Information that we collect and store.
VII. Acknowledgement or Rights
The Student is aware of his/her rights under the Data Privacy Act, including the following:
You have the following rights under the DPA, which you may exercise at your discretion
The right to access personal information
Under the DPA, it is possible for individuals to request access to any of their personal data held by the College, subject to certain restrictions. A request for disclosure of such information is called a subject access request. Any such requests should be addressed to the Data Protection Officer.
The right to make corrections to personal information
The DPA requires the College to take reasonable steps to ensure that any personal data it processes is accurate and up-to-date. It is your responsibility to inform us of any changes to the personal information that you have supplied to us.
The right to object to the processing of personal information
You have the right to object to the processing of his/her personal information, including processing for direct marketing, automated processing or profiling. You shall also be notified and be given an opportunity to withhold consent to the processing in case of changes or any amendment to the information supplied or declared to you in this Data Privacy Statement. Please note that some of the personal data you have provided to us is necessary for us to comply with statutory and regulatory requirements, as well as the College and University’s administrative policies and is thus mandatorily required to be collected and processed. Withholding of your consent to the processing of certain personal data may prevent you from availing of certain benefits.
The right to erasure or blocking of personal information
You have the right to suspend, withdraw or order the blocking, removal or destruction of your personal information from our filing system.
The right to be informed of the existence of processing of personal information
You have the right to be informed whether personal information pertaining to you shall be, is being, or have been processed, including the existence of automated decision-making and profiling.
The right to damages
Upon presentation of a valid decision, the College recognizes your right to be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal information, taking into account any violation of your rights and freedoms as a data subject.
The right to lodge a complaint before the NPC.
VIII. Complaints, Concerns, Access, and Questions
The Student understands that in case of complaints, concerns, or questions regarding the processing of his/her personal information, he/she may address them to: firstname.lastname@example.org
IX. Updates and Effective Date
This consent and authorization remains valid and subsisting for a limited period consistent with the purposes above or until otherwise revoked or cancelled in writing.