Data Privacy Notice

Introduction

Welcome to the Tarlac State University (TSU).

This Data Privacy Notice is about the policy of the University regarding the data that it collects, uses, shares, and/or processes. TSU respects your right to privacy; it is also committed to comply with the Philippine Republic Act No. 10173, also known as the Data Privacy Act of 2012 (DPA), in order to protect and ensure the privacy, safety and security, and responsible use of your personal data under its control and custody. As a general rule, TSU will only disclose your personal data to third parties with your consent and following the provisions or requirements of applicable laws.

Under the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations (DPA-IRR), personal information may be processed, e.g. disclosed, for instance, when it is necessary in order for TSU to comply with a legal obligation; to protect your vitally important interests including life and health; to respond to national emergency, public order and safety; to fulfill the functions of public authority or for the pursuant to the legitimate interests of the University or a third party, except where such interests are overridden by your fundamental rights. 

Sensitive personal information (e.g. personal data sheet, confidential educational records, age, birthdate, civil status, health, ethnicity, etc.), on the other hand, may be processed or disclosed when consent of the data owner is secured and allowed by laws and regulations. Also, some regulatory enactments provide for the protection of such information and the consent of the data subject is not required for such law or regulation (e.g. under the Education Act of 1982 parents have the right to access the educational records of children who are under their parental responsibility); such is needed to protect the life and health of the data subject or another person and the data subject is unable to legally or physically express consent, in the case of medical treatment, needed for the protection of lawful rights and interests of natural or legal persons in court proceedings, for the establishment, exercise or defense of legal claims or where provided to government or public authority.

Rest assured that only authorized TSU personnel/staff are allowed to process your personal information only as part of their official duties.

 

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What data does TSU collect, acquire, or generate?

TSU collects, acquires, or generates your personal data in different forms and ways. These may include, but not limited to, written records, photos or video recordings, and digital materials.

1. Information you provide during your application. When you applied at TSU you provided us information through the application form you accomplished, submitted and duly signed.

a) Directory Information:

• Name,
• Home address,
• E-mail address,
• Contact number,
• Other contact details; 

b) Personal Information

• Date of birth,
• Place of birth,
• Sex,
• Civil status,
• Religion,
• Citizenship,
• Family background (names of your parents/guardians, their occupation and place of work, contact numbers, and average family monthly income)
• Academic background,
• Cultural group affiliation,
• Medical records,
• Clearances, e.g. NBI Clearance, Police Clearance etc.
• Other   documents you provide, e.g. Form 138, NSO/ PSA Birth Certificate, Photograph, Certificate of Good Moral Character, and Certificate of Indigency etc.

You were required to attest that the information you provided in your application form is complete and accurate in order to prevent the commission of fraud.

2. Information we collect or generate during your stay in the university, among others:

a)    Academic activities

b)    Medical information

c)    Co-curricular and extra-curricular activities,

d)   Service Record 

e)   Other information you provide (Ex. Result of Psychological Examination, Result of Examination conducted by the Guidance Office, Seminars and Trainings attended, Awards, etc.)

Similarly, there are also times that TSU acquires other forms of data, like pictures and videos of activities you participate in, through official documentation of such activities, or through recordings from closed-circuit security television cameras (CCTVs) installed within the premises of the University.

How does TSU use your personal data?

To the maximum extent allowed or required by law and with the consent of the owner of the personal information, TSU may use your information to pursue its legitimate objectives and interests as a higher educational institution. This may include a variety of academic, administrative, research, and statistical purposes.

• To assess applications in the University;
• To process confirmation of acceptance in the University;
• To gather and maintain records of employees, students, alumni and clients of the University
• To process applications for scholarships, grants, allowances, reports to benefactors, and other forms of financial assistance;
• To investigate and make reports of violations and misbehavior in the University
• To compile and maintain information for directories and alumni records;
• To generate data for statistical and research purposes;
• To offer advice and/or assistance regarding your physical health, emotional, and/or psychological welfare;
• To provide assistance in relation to information technology, library services, sports and recreation activities;
• To announce official University communications;

How will TSU share, disclose, or transfer your personal data?

By consent of the owner of the personal information or as required by law, TSU may also share, disclose, or transfer your personal data to other individuals or organizations in order to uphold your interests and/or pursue the University’s legitimate interests as a higher educational institution.

• To notify concerned regarding admission to the University;
• To share information to the person with authorization from the owner or as prescribed by law, or as determined by the University, in order to promote your best interests, and to ensure your health, safety, and security, or that of others;
• To share information to donors, funders, or benefactors to encourage contributions for scholarships, grants, and other forms of assistance;
• To publish graduation brochure for distribution to donors, funders, or benefactors;
• To inform the National Privacy Corporation (NPC) and other government bodies or agencies, (e.g., Commission on Higher Education (CHED), Department of Education (DepEd), Bureau of Immigration (BI), Department of Foreign Affairs (DFA), Civil Service Commission, Bureau of Internal Revenue (BIR), Professional Regulation Commission (PRC), Legal Education Board (LEB), Supreme Court (SC), and others) when required or allowed by law;
• To share information with individuals or organizations  (e.g., PASUC, AACCUP, IMS, ISA, and other similar associations/groups) for accreditation and university ranking purposes;
• To share information with entities or organizations (e.g., SCUAA, CAASUC, etc.) for determining eligibility in sports or academic competitions, as well as other similar events;
• To comply to court orders, subpoenas, and/or other legal obligations;
• To conduct research or surveys for the development of the University;
• To feature photos, videos, and other information in order to advertise the University, its activities and events, through marketing or advertising materials, such as brochures, website posts, newspaper advertisements, physical and electronic bulletin boards, and other media;
• To stream live affairs and events of/in the University;
• To publish information through news or feature articles in University publications and social media sites;

How will TSU store and retain your personal data?

All information and data are stored and transmitted securely in various paper and electronic formats, including databases that are shared between and among the different offices or units of the University. Access of information and data is limited only to authorized personnel and staff who have a legitimate interest in them for the purpose of carrying out their duties and functions. Rest assured that the university will not allow excessive use of your personal data.

Under the provisions of the laws, the University is required to permanently keep the student and employee records including the information contained therein. In line with this, no personal information may be destroyed unless allowed by laws, if allowed or authorized by law, it must be documented in writing by the Office concerned. Unauthorized destruction should be reported to the DPO or any member of the TSU Data Privacy Response Team of the University.

What are your Rights as the data subjects under the Data Privacy Law of 2012?

1. Right to be informed;
2. Right to object;
3. Right to access;
4. Right to rectification;
5. Right to erasure or blocking of Personal Data; and
6. Right to damages

Should an employee, student, graduate, parent or guardian want further information about the way TSU manages the personal information it holds, or wish to complain about breach of the Act, please contact TSU’s duly designated Data Privacy Officer:

• Name                       : Dr. Grace N. Rosete
• E-mail Address       : [email protected]

TSU may, from time to time, make changes to this Policy. On such occasions, we will let you know through the website of the University, and, when permissible, other means of communication. Any modification is effective immediately upon posting on the website.