PRIVACY NOTICE FOR STUDENTS, TEACHING AND NON TEACHING PERSONNEL, ALUMNI AND VISITORS
Welcome to San Beda University – “SBU” (Manila and Taytay).
This Privacy Notice tells you about our policy regarding the data that we collect, use, store, transfer/disclose and retain/dispose or otherwise process your personal data.
If you are the parent/legal guardian of an applicant or student (current or former) who is a minor (below 18 years old), understand that this Policy refers to the personal data of your child.
We respect your right to privacy and aim to comply with the requirements of all relevant privacy and data protection laws, particularly the Data Privacy Act of 2012 (DPA). As in the case of the National Privacy Commission (NPC), we also seek to strike a balance between your personal privacy, and the free flow of information, especially when pursuing our legitimate interests and when necessary to carry out our responsibilities as an educational institution.
In this NOTICE, the terms, “data” and “information” are used interchangeably. When we speak of “personal data”, the term includes the concepts of personal information, sensitive personal information, and privileged information. The first two are typically used to distinctively identify you. For their exact definitions, you may refer to the text of the DPA or you can visit the office of the SBU’s Data Protection Officer. You should also note that while we give examples here to explain this Policy in simple and clear language, they do not make up an exhaustive list of all the data that we process.
Information We Collect, Acquire, or Generate
We collect, acquire, or generate your personal data in many forms. They may consist of written records, photographic and video images, digital material, and even biometric records. Examples include:
1. Information you provide us during your application for admission. When you apply with us for admission, we collect, among others:
a. directory information, like your name, email address, telephone number, and other contact details;
b. data about your personal circumstances, such as your family background, history, and other relevant circumstances, previous schools attended, academic performance, disciplinary record, employment record, and medical records; and
c. and any or all information obtained through interviews and/or during entrance tests or admission examinations.
2. Information we collect or generate after enrolment and during the course of your stay with us. After you join the University, we may also collect additional information about you, including:
a. your academic or curricular undertakings, such as the classes you enroll in, scholastic performance, attendance record, etc.;
b. co-curricular matters you may engage in, such as service learning, outreach activities, internship or apprenticeship compliance;
c. your extra-curricular activities, such as membership in student organizations, leadership positions, and participation and attendance in seminars, competitions, programs, outreach activities, and study tours; and
d. any disciplinary incident that you may be involved in, including accompanying sanctions. There will also be times when we will acquire other forms of data like pictures or videos of activities you participate in, via official documentation of such activities, or through recordings from closed-circuit security television cameras installed within school premises.
3. Unsolicited Information. There may be instances when personal information is sent to or received by us even without our prior request. In such cases, we will determine if we can legitimately keep such information. If it is not related to any of our legitimate interests, we will immediately dispose of the information in a way that will safeguard your privacy. Otherwise, it will be treated in the same manner as information you provide us as confidential and secure
If you supply us with personal data of other individuals (e.g., person to contact in the event of an emergency), we will request you to certify that you have obtained the consent of such individuals before providing us with their personal data via consent form from the SBU’s Data Protection Officer
How We Use Your Information
To the extent permitted or required by law, we use your personal data to pursue our legitimate interests as an educational institution, including a variety of academic, administrative, research, historical, and statistical purposes. For example, we may use the information we collect for purposes such as:
We consider the processing of your personal data for these purposes to be necessary for the performance of our contractual obligations to you, for our compliance with a legal obligation, to protect your vitally important interests, including your life and health, for the performance of tasks we carry out in the public interest (e.g., public order, public safety, etc.), or for the pursuit of the legitimate interests of the University or a third party. We understand that the DPA imposes stricter rules for the processing of sensitive personal information and privileged information, and we are fully committed to abiding by those rules.
If we require your consent for any specific use of your personal data, we will collect it at the appropriate time.
Please note further that we will not subject your personal data to any automated decision-making process without your prior consent.
How We Share, Disclose, or Transfer Your Information
To the extent permitted or required by law, we may also share, disclose, or transfer your personal data to other persons or organizations in order to uphold your interests and/or pursue our legitimate interests as an educational institution. For example, we may share, disclose, or transfer your personal data for purposes such as:
How We Store and Retain Your Information
Your personal data is stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between the University’s different units or offices. Access to your personal data is limited to University personnel who have a legitimate interest in them for the purpose of carrying out their contractual duties. Rest assured that our use of your personal data will not be excessive.
Unless otherwise provided by law or by appropriate University policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or a University policy, all affected records will be securely disposed of after such period.
Your Rights with Respect to Your Personal Data
We recognize your rights with respect to your personal data, as provided by the DPA. If you wish to exercise any of your rights, or should you have any concern or question regarding them, this Notice, or any matter involving the University and data privacy, you may contact SBU’s Data Protection Office (DPO) at: The DPO Office: Tel No.: 8735-6011 local 4022 email add: email@example.com
Change in Policy and Privacy Notice
We may, from time to time, make changes to this Privacy Notice. On such occasions, we will let you know through our website and, when permissible, other means of communication. Any modification is effective immediately upon posting on the website.
Other San Beda University Policies
Other policies of the University, which are not inconsistent with this one, will continue to apply. If any provision of this Policy is found to be unenforceable or invalid by any court having competent jurisdiction, the invalidity of such provision will not affect the validity of the other provisions, which shall remain in full force and effect.