I, of legal age and is currently applying for entrance/admission into De La Salle
University, am giving consent for DLSU to collect and process my personal data
in relation to the purpose of entrance/admission/enrollment to the university.
Specifically, consent is being given for the following activities and purpose:
Collection:
Applicant/Student - Personal Data which includes name, address, birthday, gender,
contact information (e.g. mobile number and email address) religious
philosophical political affiliations, citizenship, primary language spoken,
other languages spoken, civil status, membership in fraternities/sororities,
enrollment and disciplinary records in other or previous law schools (for law
applicants), previous or current academic standing (Form 137 - for undergraduate
applicants), and program or degree to apply for. Upon successful admission and
enrollment, the university collects personal data with regards to academic
performance and activities.
Scholar Applicant/Student - Personal Data same as that of an Applicant/Student.
Legal Guardian of Scholar Applicant/Student - Personal Data same as that of the Legal Guardian,
proof of financial standing that includes utilities billing statements, bank or credit card statements,
and similar proofs of financial standing. Although financial data is considered confidential and not
under the data privacy act, such documents often contain personal data in the form of personal information
that can be used to identify or cause harm to the data subject.
Processing or Use:
The personal data collected about the applicant/student is used and processed in the following manner:
- Verification process for taking the admissions examination
- Information dissemination by the university with respect admissions and its programs
- Protection of the health and vital interest of the applicant/student thru medical or health evaluation
- Preparation processes for ceremonial activities such as orientation events of the various programs and
colleges
- Determining the admissions and enrollment status of the applicant
- Setting up or processing needed in academic systems such as Learning Management Systems
- Internal process improvement activities that may include the use of data analytics to process the personal
data
- Use in religious practices as supported and sanctioned by the university
- Use in emergency situations to protect the vital and medical interest of the applicant/student
The personal data collected about the scholar applicant/student is used and processed in the following manner:
- All processes of an applicant/student
- Search for volunteers by various colleges and departments
Storage:
The personal data of the both the applicant/student and the legal guardian are stored in the following manner:
- The physical document collected are stored under lock and key in secure storage locations such as steel
cabinets
and can only be opened by authorized personnel. Archival data are stored externally in secure storage
warehouses.
- The electronic version of the personal data whether digitized or transcribed are stored in university
information
systems that are housed within the university premise mostly with some information stored externally in
service
providers for efficiency as well as for business continuity purposes. Only authorized personnel are given
the rights
to access the data thru various access control mechanisms.
Disclosure:
The personal data of both the applicant/student are shared with the following
units within the university for the previously stated purposes:
- Colleges and Departments relevant to the degree program of the applicant/student
- ITEO for exam and evaluation purposes as well as for conducting internal improvement surveys and research
- University Clinic for medical or health related requirements
- OCCS for counseling and career related activities
- University Library for monitoring of library usage
- University Security and Discipline office for maintaining security to the university
- Aggregated data may be generated from your personal data for study and reporting purposes
- Parents or Legal Guardian of the applicant/student for information purposes
- Personal Data SHALL NOT be shared with parties not currently stated without prior additional
consent from the data subject
The personal data of the legal guardian are shared with the following units within the university for the
previously stated purposes
- Colleges and Departments relevant to the program or degree of the applicant/student
- ITEO for exam and evaluation purposes as well as for conducting internal improvement surveys and research
- University Security and Discipline office for maintaining security to the university
- Aggregated data may be generated from your personal data for study and reporting purposes
- Applicant/Student for information purposes
- Personal Data SHALL NOT be shared with parties not currently stated without prior additional consent from
the data subject
Disposal:
All applicant data are transferred to the Office of the University Registrar
upon acceptance and enrollment. Such data is stored by the university in
perpetuity as needed by general practices of registrars of universities.
Although there is a clause on not allowing perpetual storage of personal data
under RA10173 for undeclared and unforeseen purposes, the university is applying
the National Privacy Commission Advisory Opinion 2017-24 as a basis for the
storage of the personal data in perpetuity which includes the Diploma and the
Transcript of Records of the student.
All applicants that were not accepted or
did not enrol during admissions, the personal data collected of the applicant
as well as their legal guardian shall be kept for a period of 1 year from
application period so as to allow applicants to enrol at a later time if they
decided to do so. Upon the lapse of the 1 year period, paper documents shall be
shredded for secure disposal. Electronic records shall be deleted securely as
well.
All personal data collected of the legal guardian of enrolled students
shall be retained for course of the duration of the university y life of the
student. Once the student graduates, such personal data shall be disposed of in
a secure manner.
Basic Rights of the Data Subject:
[Source: RA 10173 https://privacy.gov.ph/data-privacy-act/]
As the Data Subject, you are afforded the following rights as written in RA
10173 otherwise known as the Data Privacy Act of 2012.
- The right to be informed whether personal information pertaining to him or her
shall be, are being or have been processed.
- The right to be furnished with the information before the entry of his or her
personal information into the processing system of the personal information
controller.
- The right to reasonable access to the data subjects information upon demand.
- The right to dispute the inaccuracy or error in the personal information and
have the personal information controller correct it immediately and accordingly,
unless the request is vexatious or otherwise unreasonable.
- The right to suspend, withdraw or order the blocking, removal or destruction of
his or her personal information from the personal information controller, filing
system upon discovery and substantial proof that the personal information are
incomplete, outdated, false, unlawfully obtained, used for unauthorized purposes
or are no longer necessary for the purposes for which they were collected.
- The right to be indemnified for any damages sustained due to such inaccurate,
incomplete, outdated, false, unlawfully obtained or unauthorized use of personal
information.
- The right to data portability thru the ability to obtain from the personal
information controller a copy of data undergoing processing in an electronic or
structured format, which is commonly used and allows for further use by the data
subject.
- The right to lodge a complaint before the National Privacy Commission.