INTRODUCTION
This Privacy Notice informs you about our policy regarding the data that we collect, store, process, and share including your personal data. If you are the parent or legal guardian of an applicant/ student, a student who is above 18 years old, understand that this Policy refers to the personal data of your child/ward which will be used by IFSU Academic Information Management System (AIMS).
It is our policy to respect and uphold data privacy rights and to ensure that all personal data collected from applicants, students, their parents or guardians are processed pursuant to the general principles of transparency, legitimate purpose, and proportionality as stated in the Data Privacy Act of 2012 (DPA).
How Does the School Collect or Acquires Personal Information?
IFSU AIMS collects or acquires personal information through various means. The collected information may require the following:
- Written records;
- Photographic;
What Kind of Personal Information Does the School Collect?
IFSU AIMS collects, stores, and processes personal data from its current, past and prospective students, from application for admission and throughout the whole course of their study at the school. This will include:
- Personal information, such as name, addresses, mobile numbers, email addresses, date and place of birth, nationality, immigration status, religion, civil status, student ID and etc.
- Family background, including information on parents, guardian, siblings, estimated family income (for scholarship applicants), etc.
- Photographic data such as, photo and other scanned documents.
- Student Cumulative Guidance Folder, which includes interviews, entrance exam results, and guidance assessments, special needs, or behavior information, etc.
- Permanent Student's Academic Records and Transcript.
- Student curricular and extra-curricular activities.
- Financial and billing information.
How We Use Your Personal Information?
IFSU AIMS uses the information collected to the extent permitted by law. We use your personal data to pursue our legitimate interests as an educational institution including a variety of academic, administrative, research, and statistical purposes. Data collected are used solely for the following purposes:
- Processing admission application
- Verifying authenticity of student records and documents
- Processing of scholarship applications and student subsidy/ assistance such as, UNIFAST.
- Processing of enrollment and registration
- Monitoring and reporting on student progress; processing of evaluations, exam results, and grades
- Processing and generating statements of accounts
- Processing of application for recognition and graduation
- Evaluation and verification for board/bar examination
- For accreditation, professional development of teachers and staff, and research, e.g. evaluation studies by the research desk, action research by teachers, etc.
- Academic background verification of students, graduates, etc. for employment, further employment, further studies and other related purposes.
How We Share Your Information?
Data under the custody of IFSU AIMS shall be disclosed only to its authorized recipients such as Faculty Members, Deans, Vice Presidents and President including parents and/or guardian on record. Otherwise, data with third parties shall be only given with student's consent, or when required or permitted by our policies and application law, such as with:
- Regulatory authorities, courts, and government agencies, e.g. Department of Education, Commission on Higher Education, Technical Education and Skill Development Authority, PRC, DFA, BID, and other foreign agencies.
- Service organizations which accredit academic programs that meet commonly accepted standards of quality education e.g. Accrediting Agencies of Chartered Colleges and Universities in the Philippines Inc. (AACCUP) and organizations which certifies standardizations of processes in an institution e.g. International Organization for Standardization (ISO).
- Business partners and other academic linkages that provide internships and job opportunities to graduates.
How We Transfer Your Data?
Where IFSU AIMS considers it necessary or appropriate, for the purposes of data storage, processing, and/or providing any service or product on our behalf, or implementing an academic linkage program, we may transfer your personal data to third parties within or outside of the Philippines, under conditions of confidentiality and similar levels of security safeguards.
How Do We Store And Retain Your Information?
We are putting in place organizational, administrative, technical, and physical security measures to safeguard your personal data. Only authorized personnel have access to your personal data, the exchange of which (mainly within campus) is facilitated through email ad paper files. Should third parties need access to your personal data, we require a non-disclosure agreement and/or a data sharing agreement with them, in compliance with the Data Privacy Act of 2012 (DPA) and the Data Privacy Act Implementing Rules and Regulations (DPA-IRR). Your paper and digital files are surely stored: employing physical security to safeguard the paper files and technical security to protect the digital files.
We keep your paper and digital files only for as long as necessary. When your personal data is no longer needed, we take reasonable steps to securely destroy such information or permanently deleted beyond retrieval. Paper files are securely shredded; and electronic information is deleted. Erase applied so that this is no longer recoverable nor reproducible.
Your Rights with Respect to Your Personal Data?
You have the right to be informed, object to processing, access and rectify, or request the rectification, suspension and/or withdrawal of your personal data, including any such information held by third parties, with whom IFSU AIMS has a data sharing agreement; and be identified in case of damage pursuant to the provisions of the DPA-IRR.
If you want to exercise any of your rights, or if you have any questions about how we process your personal data; please contact IFUGAO STATE UNIVERSITY' Data Protection Officer, through the following channels:
- Email to: [email protected]
- Write to: Mr. Stradivary D. Caro | Data Protection Officer | Ifugao State University
If you are not satisfied with the way your data is being handled, or if you suspect that a security incident involving personal data has occurred, you may lodge your complaint or notify us at [email protected]