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Privacy Policy

POLICY

To exercise its duties as a public service university in accordance with RA 9500, the University of the Philippines needs to process your personal and sensitive personal information—that is, information that identifies you as an individual. UP is committed to comply with the Philippine Data Privacy Act of 2012 (DPA) in order to protect your right to data privacy.

This notice explains in general terms the purpose and legal basis for the processing of the typical or usual examples of personal and sensitive personal information that UP collects from students, staff and alumni like you, the measures in place to protect your data privacy and the rights that you may exercise in relation to such information. Please note that this document does not contain an exhaustive list of all of UP's processing systems as well as the purpose and legal basis for processing.

Under the DPA, personal information may be processed (e.g. collected, used, stored, disclosed, etc.) with the consent of the data subject, pursuant to a contract with the data subject; when it is necessary in order for UP to comply with a legal obligation; to protect your vitally important interests including life and health; respond to a national emergency, public order, and safety; fulfill the functions of public authority or 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. confidential educational records, age/birthdate, civil status, health, religious affiliation etc.) on the other hand may be processed with the consent of the data subject, when such is allowed by laws and regulations, such regulatory enactments provide for the protection of such information, and the consent of the data subject is not required for such law or regulation. Processing may also be done when 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; or needed for the protection of lawful rights and interests of natural or legal persons in court proceedings; and for the establishment, exercise or defense of legal claims; or where provided to government or public authority.

As a general rule, UP will only disclose your personal and sensitive personal information to third parties with your consent.

The term UP/University/us refers to the University of the Philippines System and Constituent University (CU) offices. The term you/your refers to all students, staff, and alumni of the University of the Philippines.

PERSONAL AND SENSITIVE PERSONAL INFORMATION COLLECTED FROM STUDENTS, STAFF AND ALUMNI WHO USE THIS PLATFORM AND THE PURPOSE/S AND LEGAL BASIS FOR PROCESSING SUCH INFORMATION

The UP Diliman through this platform collects your personal information through paper based and online processing systems for purposes related to the University’s performance of its mandate as a public service university. Data that would be collected and processed shall be for extra-curricular purposes such as collaborations with public and private agencies and institutions to provide various forms of community, public, and volunteer service.

Personal and sensitive information that you have provided through the registration forms embedded in this site such as your name, email, birthday, gender, and interests are transmitted to and processed by the NSRC UP Diliman Unit and its partners. Your name and email address will be used to contact you to inform you of forthcoming events, opportunities and announcements. This information will also be used to verify your identity and prevent identity fraud. Moreover, your emergency contact information is processed to enable us to contact your family or other people you identify in cases of emergency arising from your extra-curricular engagements.

Data collected may be processed to provide reports or analysis regarding volunteer engagement which will enable the office to formulate more relevant website content and engagements, subject to the provisions of the DPA. Your email address and emergency contact information will be disclosed, with your consent, to our partner organizations to relay messages relevant to the volunteering activity that you have agreed to participate in.

UP does not process your personal information to carry out any wholly automated decision making that affects you. When consent is the appropriate or relevant basis for collecting your personal information, the University and/or NSRC Diliman will obtain such consent in written, electronic, or recorded form at the appropriate time. Pursuant to the DPA, you are allowed to withdraw consent at any time.

NON-DISCLOSURE OF YOUR PERSONAL INFORMATION TO THIRD PARTIES EXCEPT UPON YOUR CONSENT OR AS REQUIRED OR PERMITTED BY LAW

As a general rule, UP will only disclose your personal and sensitive personal information to third parties with your consent. The University will disclose or share such information only when required or allowed by law.

Under the DPA, personal information may be processed, e.g. collected, stored and disclosed, when it is necessary in order for UP to comply with a legal obligation; to protect your vitally important interests including life and health; respond to a national emergency, public order, and safety; fulfill the functions of public authority and 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. age/birthdate, interests ) on the other hand may be processed, e.g. collected, stored and disclosed, when such is allowed by laws and regulations, such regulatory enactments provide for the protection of such information and the consent of the data subject is not required under such law or regulation. Sensitive personal information may also be processed when 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, or needed for the protection of lawful rights and interests of natural or legal persons in court proceedings, and for the establishment, exercise or defense of legal claims or where provided to government or public authority.

HOW UP PROTECTS YOUR PERSONAL INFORMATION

Even prior to the effectivity of the DPA, UP put in place physical, organizational and technical measures to protect your right to privacy and is committed to reviewing and improving the same, so as to be able to comply, among others, with its obligations under the applicable provisions of the Education Act of 1982, which require us to keep your educational records confidential. You may wish, for instance, to read UP's Acceptable Use Policy for Information Technology (IT) Resources (AUP).

From time to time UP posts information on relevant sites and sends emails that explain how you can secure and maintain the confidentiality of your personal information.

UP System and CU offices are permitted by the DPA and other laws to share information with each other for the purpose of carrying out the mandate of UP pursuant to the Constitution, its Charter and other applicable laws. Rest assured that UP officials and personnel in such offices are allowed to process your personal and sensitive personal information only when such processing is part of their official duties.

ACCESS TO AND CORRECTION OF YOUR PERSONAL AND SENSITIVE PERSONAL INFORMATION AND YOUR RIGHTS UNDER THE DPA

You have the right to access personal and sensitive personal information being processed by the NSRC UP Diliman about you. In order for UP to see to it that your personal and sensitive personal information are disclosed only to you, these offices will require the presentation of your UP ID or other documents that will enable UP to verify your identity. In case you process or request documents through a representative, in order to protect your privacy, UP requires you to provide a letter of authorization specifying the purpose for the request of documents or the processing of information, and your UP ID or other valid government-issued ID (GIID), as well as the valid GIID of your representative.

As mentioned above, UP requires you to provide correct information. In the event that your information needs to be updated you may use features available in this site or request assistance through the concerned offices.

Aside from the right to access and correct your personal data, you have the following rights subject to the conditions and limitations provided under the DPA and other applicable laws and regulations:

  • The right to be informed about the processing of your personal data through this and other applicable privacy notices.
  • The right to object to the processing of your personal data, to suspend, withdraw or order the blocking, removal or destruction thereof from our filing system. Kindly note however that, as mentioned above, there are various instances when the processing of personal data you have provided is necessary for us to comply with UP's mandate, statutory and regulatory requirements, or is processed using a lawful basis other than consent.
  • The right to receive, pursuant to a valid decision, damages due to the inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data, taking into account any violation of your rights and freedoms as a data subject and
  • The right to lodge a complaint before the National Privacy Commission provided that you first exhaust administrative remedies by filing a request with the proper offices or a complaint with the proper DPO through the email address indicated below regarding the processing of your information, or the handling of your requests for access, correction, blocking of the processing of your personal data and the like.

HOW WE OBTAIN YOUR CONSENT AND HOW YOU CAN WITHDRAW CONSENT

UP obtains your consent for the processing of your personal and sensitive personal information pursuant to this privacy notice by asking you to sign the relevant form. If you are a minor, we will require your parent or guardian to sign the proper form. If you wish to withdraw consent, kindly write or send an email to our Privacy Focal Person at nstp.upd@up.edu.ph and identify the processing activity for which you are withdrawing consent. Please attach a copy of your ID so that the Privacy Focal Person will be able to verify your identity. Note that consent may be withdrawn only for a processing activity/ies for which consent is the only applicable lawful ground for such processing. Kindly await action regarding your request. Rest assured that once your withdrawal of consent is deemed valid for processing activity/ies the same shall be effective unless you thereafter send a letter or email to the Registrar with a copy of your ID that you are consenting to such processing activity/ies. You may also delete your data by logging in and accessing the Delete Account button within your user profile.

REVISIONS TO THE PRIVACY NOTICE AND QUERIES REGARDING DATA PRIVACY

The privacy notice stipulated herein is effective as of December 2021. We encourage you to visit this site from time to time to see any further updates regarding this privacy notice. We will alert you through email regarding changes to this notice through this site.

For concerns regarding how this site collects, uses and discloses information, you may contact the NSTP Diliman Office through landline 981-8500 local 4525 or through mail at nstp.upd@up.edu.ph.

If you have any Data Privacy queries or concerns as it relates to your records, you may contact the UP Diliman Data Protection Office through the following:

  1. Via post
    • UP Diliman Data Protection Office L/GF, Phivolcs Bldg. C.P. Garcia Avenue Diliman, Quezon City 1101
  2. Through landline
    • 981-8500 local 2621
  3. Through email
    • UP Diliman Data Protection Office: privacy.updiliman@up.edu.ph
    • UP Diliman Data Protection Officer: dpo.updiliman@up.edu.ph