DATA PRIVACY NOTICE
The Pamantasan ng Lungsod ng Marikina (PLMar) needs to process your personal and sensitive information that identifies you as an individual. We are committed to complying with the Philippine Data Privacy Act of 2012 (DPA) (http://www.officialgazette.gov.ph/2012 /08/15/republic-act-no-10173/) to protect your right to data privacy. This notice shall explain the purpose and legal bases for the processing of common personal and sensitive information that PLMar collects from students, the protocols in place to protect your data privacy, and the rights that you may exercise in relation to such information. However, bear in mind that this document does not contain an exhaustive list of all of PLMar’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 PLMar to comply with its legal obligations; 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 the medical treatment, or needed for the protection of lawful rights and interests of the 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.
The term PLMar/University/us refers to the Pamantasan ng Lungsod ng Marikina and its offices.
The term you/your refers to all students of PLMar, as well as those seeking to be admitted to the University, where the context so indicates, in the case of minors, their parents or guardians who also sign registration- related and other forms that students fill out, such as leave of absence and scholarship application forms.
Purpose and Legal Bases for Collecting Information
Via paper-based and/or online processing systems, various PLMar offices collect your personal information. PLMar can likewise collect information about you that is publicly accessible. Some university forms request that you have an image. Students may be recorded in some instances, by PLMar's CCTV cameras or, in some cases, when PLMar makes documentation of events, records or live streams university activities.
When you applied for admission at PLMar, you provided us, through the forms you submitted and signed, among others, your name, sex assigned at birth, date and place of birth, civil status, citizenship, your photograph, information about your family (names of your parents, their citizenship, civil status ) and other personal information that we use, along with other documents you submitted (e.g. information contained in educational records) to be able to verify your identity to determine your eligibility to enroll in PLMar. We required you to ensure that the information that you provided is true and correct as we also use the information to prevent fraud. Such processing is necessary for compliance with our legal obligation as a publicly funded University and to uphold our legitimate interest as an educational institution and of taxpayers. When you provide PLMar with the personal and sensitive information of third parties, you warrant that you have obtained their consent for PLMar to process their information.
In some cases, you also provided the highest educational attainment and occupation of your parents as well as your family’s annual household income. PLMar processes the information along with your permanent address and other information, (e.g. grades). Such processing is pursuant to Marikina City Ordinance No. 15 Series of 2003.
PLMar processes your personal information in the course of fulfilling its obligation to provide you quality education by exercising its right to academic freedom and upholding academic standards when the University’s duly authorized personnel process your enrollment, evaluate the work that you submit in fulfillment of your academic requirements and give you grades, leave of absence and the like, determine your academic progress and compliance with the University’s retention and other academic as well as disciplinary rules, including the rules covering student organizations, evaluate and recommend you for graduation, act on appeals on such matters and in the event you are qualified under the rules, recommend that you be awarded honors upon your graduation.
Aside from sensitive personal information in the form of grades, you also provide PLMar with health information as part of the admission and registration processes so that the University may determine your fitness to enroll and be able to provide you with the proper assistance when you use PLMar’s health services or in case of an emergency or in compliance with University rules that are meant to uphold academic standards (absences to be excused, for leave of absence, etc.).
PLMar processes information regarding your religious affiliation in the course of verifying your identity to conduct research to ensure that we uphold the principle of democratic access and that, as a non-sectarian institution, we do not discriminate on the basis of religious creed and to uphold your right to freedom of religion.
The University may process your personal information in order to compile statistics and in the conduct of research based on the provisions of the DPA and applicable research ethics guidelines in order to carry out its mandate as a city university.
Contact information is processed by PLMar to be able to communicate effectively with you and to enable us to contact your family or other people you identify in the case of an emergency. PLMar may also contact you in order to solicit your consent to participate in academic or non-commercial research.
In some instances, PLMar may inform you of the need to contact certain PLMar offices or to submit certain requirements by a certain date or otherwise disseminate information that you need to know by posting your name and other relevant personal information on PLMar bulletin boards. In the case of email correspondence your email address disclosed to other members of the class so that other student to whom you may have disclosed your new email address or other contact details will be able to relay email messages to you.
Your information may also be processed in order for PLMar to provide you with services such as the issuance of your ID card, stickers or gate passes, library, health, counselling and guidance services, and the like, to facilitate the processing application for insurance and insurance claims, access to University services, to enable your participation in student elections, exchange programs, internships, training programs, conferences etc., manage and administer scholarships, grants and other forms of assistance, pursuant to PLMar’s contractual or legal obligations, or to protect your vitally important interest.
CCTVs and other security measures which may involve the processing of your personal information are intended to protect your important security interests, for public order and safety and pursuant to the University’s and the public’s legitimate interests. PLMar processes personal and sensitive personal information in order to comply with its duty as an academic institution to exercise due diligence to prevent harm or injury to you and/or others.
You may also be required to present your PLMar ID when you avail yourself of University services or when you request documents containing your personal and sensitive personal information. If you request such information through a representative, PLMar will require that you provide a letter of authorization specifying the information or document requested, the purpose(s) for which the same will be used, and the presentation of your PLMar ID or other valid (unexpired) government-issued identification cards (GIID) as well the GIID of your duly authorized representative in order for PLMar to see to it that fraud is prevented and your right to data privacy is upheld. PLMar does not process your personal information to carry out any wholly automated decision making that affects you.
PLMar provides for the secure processing and, when applicable, secure archival of the educational record and other relevant personal information of its students that are needed to verify their identity so that PLMar will be able to provide the proper transcripts, certification, and other documents that current or former students or alumni may request as required by the Education Act of 1982, and comply with obligations under the University rules, as well as for historical and research purposes as permitted by law. The relevant application forms and supporting documents submitted by those who are not qualified to enroll in PLMar, including those who are not accepted as shiftees or transferees, as well as qualified applicants who do not thereafter enroll in PLMar are securely disposed of within a reasonable period of time as determined by the University pursuant to applicable laws and regulations.
Information Disclosure to Third Parties and the Purpose/s and Legal Bases for Such Disclosures
PLMar will disclose or share your relevant personal information to third parties in order to carry out its mandate as an academic institution, comply with legal obligations, perform its contractual obligations to you, promote and protect your interests and in order to pursue its legitimate interests and/or that of a third party. PLMar discloses such information when required or allowed by law or with your consent in instances which include, but not limited to:
posting the list of students qualified to enroll in PLMar as well as waitlisted applicants online and/or bulletin board pursuant to its function under university rules and for transparency in the admissions process;
submission of information required by the Commission on Higher Education and other government institutions in order to implement applicable Philippine laws;
disclosure of information to the proper bodies to enable you to take licensure, board, bar examination and the like;
information sharing with the Alumni Association in order for PLMar to comply with its mandate;
disclosure of your personal and/or sensitive personal information to relevant third parties in order for PLMar to respond to an emergency and comply with its duty to exercise due diligence to prevent harm or injury to you and/or others.
disclosure of your personal and/or sensitive personal information in compliance with University policies, rules and processes adopted, with your consent, in order to uphold or promote your interest and/or the principle of transparency, promote the legitimate interest of the University or third parties such as in relation to the processing of applications for leave of absence; the conduct of students election (e.g. posting of list of candidates and results); disclosure contained in the minutes of the University bodies such as the Academic Deliberation Committee in connection with for example graduation, appeals in the like;
providing information pursuant to the provisions of the Date Privacy Act or other applicable laws and lawful others or processes issued by government agencies, courts, law enforcements agencies and other public authorities;
disclosures to enable PLMar to participate in university ranking exercises and other similar activities;
sharing personal and sensitive personal information with you parent(s) guardian/spouse or other next of kin in order to promote your best interest as required by law; or when necessary in order for the University to respond to an emergency, uphold your vitally important interests or to prevent harm to you and/or others; or with your consent
disclosures for your benefit or in support of your interest such as those intended to enable you to participate in exchange programs, conferences, training and the like, academic, athletic and other similar competition or events, to apply for, receive and comply with terms and conditions of scholarship, grants and other forms of assistance, or in relation to internship, employment or other career opportunities with your consent;
disclosures to recognize your achievements such as through the publication and distribution of the commencement program and other materials containing the names of graduates their respective courses/certificates and honors receive, sharing of relevant information with honor societies or entities that confer awards with your consent;
information that we share with third parties who process your information in order to provide products and/or services to you and/or PLMar e.g. cloud service provides registration system that contain your enrollment information and grades, email providers, entities that provides insurance, process your PLMar student ID and the like for which we require your consent. Unless your consent is given, it will be not possible for such products and/or services to be provided to you;
in the exercise of the sound discretion of PLMar pursuant to its mandate as a city university we may share your name, email and other relevant personal information, with your consent, with researchers conducting academic or non-commercial research who have put in place applicable measures required by ethical guidelines and the DPA to uphold your privacy so that they can solicit your consent to participate in research
news or feature articles about your achievements, award receive, research and public service activities and the like in University publications, websites or social media posts , disclosures that the University may make in the exercise of its sound discretion in response to inquiries from the press or press release and other similar disclosures for journalistic purposes as allowed by the DPA or with your consent;
live streaming of University activities or events pursuant to the legitimate interests of the University and third parties or for journalistic purposes as allowed by the DPA;
other instances analogous to the foregoing.
Where applicable, PLMar will take reasonable steps to require third parties who receive your information to uphold your right to data privacy.
Access to and correction of your personal and sensitive personal information
You have the right to access personal information being processed by PLMar about you. You may access your personal information, for instance, through PLMar’s information systems such as Student Portal or request documents from relevant offices (e.g. the University Registrar). In order for PLMar to see to it that your personal information is disclosed only to you, these offices will require the presentation of your PLMar ID or other documents that will enable PLMar to verify and confirm your identity. In case you process or request documents through a representative, in order to protect your privacy, PLMar requires you to provide a letter of authorization specifying the purpose for the request of documents or the processing of information and your PLMar ID or other valid government-issued ID (GIID) as well as the valid GIID of your representative.
As mentioned above, PLMar requires you to provide correct information. In the event that your information needs to be updated please follow the instructions found in the relevant website or kindly get in touch with the proper University office(s). Please note that the correction of grades is subject to University rules and procedures.
Revisions to the privacy notice and queries regarding data privacy
We encourage you to visit this site from time to time to see any further updates regarding this privacy notice. We will alert you regarding changes to this notice through this site.
If you have any Data Privacy queries or concerns as it relates to your student records you may contact the PLMar Management Information Systems Center (MISC) through the following info@plmar.edu.ph