Other Privacy Policy

What information do we collect?

We acquire, collect and generate your personal data through our data-gathering forms and in other various forms such as written records, photographic and video images, and/or digital material. These information may include:

•   Personal data you provide us during your application for admission such as:
• name, email address, city and provincial address, telephone number and other contact details;
• family background, history, previous schools attended, academic performance, and disciplinary record; and
• information obtained through interviews and/or during entrance tests or admission examinations.

•   Personal data we collect or generate upon enrolment and during the course of your stay with us such as:
• academic or curricular undertakings, classes you enroll in, scholastic performance, attendance record, etc.;
• co-curricular matters such as outreach activities, internship or apprenticeship compliance;
• extra-curricular activities, such as membership in student organizations, leadership positions and participation and attendance in seminars, competitions and programs;
• any disciplinary incident, including accompanying sanctions that you may be involved in;
• 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.

In case of any unsolicited information sent or received by us without our prior request, we will apply measures to determine if we can legitimately keep such information. If not, we will immediately dispose of said information in a secure manner. Otherwise, we will treat it in the same manner as the other information you provided us.

Furthermore, we may request you to certify that you have acquired the consent of other individuals (e.g., person to contact in the event of an emergency) whose personal information you provide to us.

Why do we collect them?

We collect and use your personal data only as necessary for the purposes which it was obtained, to pursue our legitimate interests as an educational institution to the extent permitted or required by law. We may use the personal information you provided in our data-gathering forms for the following purposes:

• Evaluate your applications for admission to UV. If you are an incoming, transferring, cross-registering, or non-degree student, process confirmation in preparation for enrollment.
• Record, generate and maintain records of your academic, co-curricular and extra- curricular progress. We may also record, store, and evaluate your work (e.g., homework, seatwork, quizzes, long tests, exams, term papers, theses, dissertations, culminating or integrating projects, research papers, reflection papers, essays and presentations) and record, generate, and maintain records – manually, electronically, or by other means – of your grades, academic history, class schedules and class attendance;
• Establish and maintain student information systems;
• Share your grades between and among faculty members, and others with legitimate purpose such as for academic deliberations and evaluation of your performance;
• Process your scholarship applications, grants, allowances, reports to benefactors, and other forms of financial assistance;
• Investigate incidents that relate to student behavior and implement disciplinary measures;
• Maintain directories and alumni records;
• Compile and generate reports for statistical and research purposes;
• Provide you services such as health, insurance, counseling, information technology, library, sports/recreation, transportation, parking, campus mobility, safety and security;
• Manage and control your access to campus facilities and equipment;
• Communicate official school announcements;
• Share marketing and promotional materials regarding school-related functions, events, projects and activities;
• Solicit your participation in research and non-commercial surveys approved by the University;
• Share your information with persons or institutions as provided below.

The processing of your personal data under the following purposes mentioned above are considered necessary for us to fulfill our contractual obligations to you, comply with legal obligations, protect your vitally important interests, including your life and health, comply with requirements of public order and public safety, or pursue the legitimate interests of the University or a third party. We also understand the strict limitations to the processing of your sensitive personal information, and we commit to abide by the rules provided for in the Act.

How do we share or transfer them?

The personal data we collect are shared internally for Official Business Purposes only. We will not share your personal data with any third party that intends to use it for commercial purposes, unless you have freely given a specific and informed consent. However, we may share, disclose or transfer your personal data with third parties under the following circumstances:

• posting of class lists and class schedules in school bulletin boards or other places within the campus;
• sharing of your personal data with your parents or guardians authorized by you in the Privacy Notice or as required by law;
• reporting and/or disclosure of information to the NPC and other government bodies or agencies (e.g., Commission on Higher Education, Department of Education, etc.), when required or allowed by law;
• sharing of information with entities or organizations (e.g., Cebu Schools Athletic Foundation, Inc. and other sports bodies) for determining eligibility in sports or academic competitions, as well as other similar events.;
• complying with court orders, subpoenas and/or other legal obligations;
• conducting internal research or surveys for purposes of institutional development;
• publishing academic, co-curricular, and extra-curricular achievements and success, including honors lists and names of awardees in school bulletin boards, website, social media sites, and publications;
• sharing your academic accomplishments or honors and co-curricular or extra-curricular achievements with schools you graduated from or were previously enrolled in, upon their request;
• use of photos, videos, and other information in order to promote the school, including its activities and events, through marketing or advertising materials, such as brochures, website posts, newspaper advertisements, physical and electronic bulletin boards, and other media;
• publication of communications with journalistic content, such as news information in The Visayanian and Green Lancer publications, and social media sites.

UV shall ensure that all employees and such third parties, who use data processing facilities or handle personal data, must sign a confidentiality or non-disclosure agreement before the work starts or prior to being given access to personal data. Only authorized UV employees having the legitimate purpose of carrying out their contractual duties will be able to access your personal data.

How do we store and protect them?

Your personal data in our custody are stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between UV’s different units or offices. We strive to ensure that your personal data are protected against any accidental or unlawful destruction, alteration and disclosure as well as against any other unlawful processing.

In order to keep your personal information secure, reasonable and appropriate organizational, physical, and technical security measures are put in place to maintain the availability, integrity, and confidentiality of your personal data.

Use of your personal data will not be excessive. We will retain your personal information only for as long as necessary for the fulfillment of the purposes which it was collected, taking into account the need to answer queries and comply with legal requirements under applicable laws. This means that we retain your personal period over the period specified by our Data Retention and Disposal Policies. When personal data collected are no longer required, they will be disposed of in a manner that would preserve its confidentiality and protect your privacy.

How can you exercise your rights?

UV recognizes that every data subject is entitled to be informed of the processing of his or her personal information and be granted reasonable access to such. Other rights include:

• Right to dispute the inaccuracy or error in the personal data;
• Right to request the suspension, withdrawal, removal or destruction of personal data; and
• Right to complain and be indemnified for any damages sustained due to inaccurate, incomplete, false, unlawfully obtained or unauthorized use of personal data.

Should you wish to exercise your rights, or if you have any questions on matters to privacy, you may contact our University’s Data Protection Officer through:

•   (032) 255-2434/(032) 416-8226
•   [email protected]


•   DATA PROTECTION OFFICE
  2^nd Floor Inday Pining Building,
  University of the Visayas,
  Colon Street, Cebu City

You may also express your concerns through our Data Privacy Contact Form via Google Forms by visiting this link:   https://bit.ly/2HBDcCK .

Changing This Privacy Policy

UV may, from time to time make changes to this Privacy Policy to keep up with any changes in relevant and applicable laws and regulations or in how we collect, use, protect, store, share or dispose of your personal data.

What information do we collect?

We acquire, collect and generate your personal data through our data-gathering forms and in other various forms such as written records, photographic and video images, and/or digital material. These may include information you provide us:

•   When you apply for a job/position or a particular service/work.

We request you to fill out our Applicant Profile Sheet which collects your:

• Personal Records: name, civil status, sex, contact number, date and place of birth, religion, city and provincial address, contact person and your personal numbers;
• Government-issued numbers: TIN#, SSS#, PagIBIG#, PhilHealth#;
• Educational background, seminars you have attended and details about your professional license, if any. (e.g., name of school, course and year graduated, licensure exam taken, license number)
• If you are married: name of your spouse, his/her occupation and employer, company contact number, as well as the number of your children, their names and age.

We will also request you to provide your resume and Transcript of Records including the certificates of your seminars and trainings, and information generated from your interview and those obtained from your professional referees during the preliminary screening. In case you have already been engaged by the University, we may use the information we have in possession to process your application for a different position.

We may also conduct background checking from external institutions and confirm your employment status and length of service in the institution. However, your sensitive personal information such as address, date of birth, salary and nature of separation will be strictly held confidential unless your request and approval is obtained.

•   When you are officially hired.

Additional information may be collected when you are officially hired by the University such as, but not limited to:

• colored pictures;
• Certificate of Employment or Certificate of Good Moral Character, School Clearance if you were previously employed from another school;
• SSS E-1 and SSS Digitized ID or Static Information;
• Tax related documents, such as your TIN ID or BIR Form 1902 (with stamp) or 2305 and 2316;
• PhilHealth ID or MDR or PhilHealth Member Registration Form;
• Pag-IBIG Member’s Data Form and/or ID;
• Philippine Statistics Authority (PSA) Birth Certificate including those of your dependents (if any);
• PSA Marriage Certificate if you are married;
• Psychometric exams, Medical Certificate/ Fit-to-Work Clearance; and
• Bank account details necessary to facilitate the processing of your compensation.

•   During your employment.

We may also collect additional information from you during your employment with us. This includes your:

• Annual physical examination results;
• Attendance records;
• Group affiliation or membership;
• Data that may be used to process your loan applications and insurance claims;
• Data that we may gather about you in performance evaluations or in administrative and disciplinary cases; and
• Pictures or videos of activities you participate in via official documentation of such activity, or through recordings from closed-circuit security television cameras installed within and around the University premises.

You may also have provided us with personal data other than yours (i.e., contact details of the person we can notify in case of any emergency, your professional and character references and other data of similar nature). In this case, you warrant that you have obtained their permission to provide their information to us.

Why do we collect them?

We collect and use your personal data only as necessary for the purposes which it was obtained, to pursue our legitimate interests as an educational institution to the extent permitted or required by law. We may process the personal information you provided in our data-gathering forms for the following purposes:

• processing, screening and evaluating your application;
• checking if your qualifications meet the requirements;
• checking your background information, including verification of submitted information;
• communication for invitation of screening and interviews;
• administering remuneration, payroll, and other standard employment functions;
• administering human resource-related processes relating to performance management and any disciplinary issues;
• providing services, facilities, security, and staff benefits to you;
• facilitating your claims and remittances for mandatory benefits;
• supporting your training, health, safety, welfare and religious requirements;
• maintaining a compilation of statistics and conducting surveys and research for internal and statutory reporting requirements;
• enabling the Human Resource Development and Management to contact others in case of any emergency; and
• other similar or related tasks.

The processing of your personal data under the following purposes mentioned above are considered necessary for us to fulfill our contractual obligations to you, comply with legal obligations, protect your vitally important interests, including your life and health, comply with requirements of public order and public safety, or pursue the legitimate interests of the University or a third party. We also understand the strict limitations to the processing of your sensitive personal information, and we commit to abide by the rules provided for in the Act.

How do we share or transfer them?

The personal data we collect are shared internally for Official Business Purposes only. We will not share your personal data with any third party that intends to use it for commercial purposes, unless you have freely given a specific and informed consent. However, we may share, disclose or transfer your personal data with third parties under the following circumstances:

• Your personal information will be shared to HR Personnel, the Requesting Department and Panel Committee for Interviews for further evaluation of your application;
• After successfully landing the job, your application information will be shared to the Finance and Accounting department for the job offer and endorsement for payroll and benefits;
• Your contact information may be shared to the department heads/deans as necessary for the contacts of the department especially for facilitation of schedules such as department orientation, trainings and assigning of teaching loads or work assignments on the on-boarding period;
• We may also submit your information to government agencies such as the Commission on Higher Education and Department of Education for accreditation, and comply with reportorial requirements to the Department of Labor and Employment, and to the Social Security System, Philippine Health Insurance Corporation, Pag-IBIG, and Bureau of Internal Revenue for your government-mandated employment benefits;
• Your personal information may also be shared to contracted providers such as insurance companies, banks, and other similar organizations in relation to loan applications and insurance claims;
• Other purposes, where necessary and under circumstances required or permitted by law.

UV shall ensure that only authorized employees having the legitimate purpose of carrying out their contractual duties will be able to access your personal data. Transfer of information relevant to the employment is handled strictly by the HR Personnel and the concerned department to ensure confidentiality of the employee records.

How do we store and protect them?

Your personal data in our custody are stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between UV’s different units or offices. We strive to ensure that your personal data are protected against any accidental or unlawful destruction, alteration and disclosure as well as against any other unlawful processing.

In order to keep your personal information secure, reasonable and appropriate organizational, physical, and technical security measures are put in place to maintain the availability, integrity, and confidentiality of your personal data.

Use of your personal data will not be excessive. We will retain your personal information only for as long as necessary for the fulfillment of the purposes which it was collected, taking into account the need to answer queries and comply with legal requirements under applicable laws. This means that we retain your personal period over the period specified by our Data Retention and Disposal Policies. When personal data collected are no longer required, they will be disposed of in a manner that would preserve its confidentiality and protect your privacy.

How can you exercise your rights?

UV recognizes that every one of our data subjects is afforded rights by the Act. These rights include:

• Right to be informed that his personal data will be or is being processed;
• Right to reasonable access to his or her personal data being processed by the personal data controller or personal data processor;
• Right to dispute the inaccuracy or error in the personal data;
• Right to request the suspension, withdrawal, blocking, removal or destruction of personal data; and
• Right to complain and be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal data.

Should you wish to exercise your rights, or if you have any questions on matters to privacy, you may contact our University’s Data Protection Officer through:

•   (032) 255-2434/(032) 416-8226
•   [email protected]


•   DATA PROTECTION OFFICE
  2^nd Floor Inday Pining Building,
  University of the Visayas,
  Colon Street, Cebu City

You may also express your concerns through our Data Privacy Contact Form via Google Forms by visiting this link:   https://bit.ly/2HBDcCK .

Changing This Privacy Policy

UV may, from time to time make changes to this Privacy Policy to keep up with any changes in relevant and applicable laws and regulations or in how we collect, use, protect, store, share or dispose of your personal data.

What information do we collect?

Before you enter the campus premises, we may collect basic information about you by requesting you to fill out our official logbook and require you to present a proof of identity (ID) for verification purposes. We may also take note of the plate number of your vehicle and request you to present any valid ID for deposit. There are also CCTV cameras installed all around the campus which records video footages especially in the University’s entry and exit points.

Why do we collect them?

The data we collect are processed primarily to ensure the security of everyone in the campus. Such data also aid us in the investigation of any reported violations of University policies and other applicable laws, and in generating statistical inferences that help us improve our services.

How do we store and protect them?

The personal data you have entrusted with us are being kept in a secure facility inside the University. A security personnel on-duty is assigned the job of maintaining the security of such facility 24/7. Security measures are also put in place to ensure that only authorized University and security personnel have access to them.

The logbooks that contain your basic personal information will be retained for a period of five (5) years from the date of collection or longer if so required by law. After such period, they will be disposed of in a manner that would preserve its confidentiality and protect your privacy. On the other hand, the CCTV footages are stored for thirty (30) days before they get automatically deleted.

Your personal data under our custody will not be shared or transferred to other persons or organizations, unless otherwise required or permitted by law.

How can you exercise your rights?

•   Under the Data Privacy Act of 2012, you are afforded rights regarding the processing your personal data. These include:
• Right to be informed that his personal data will be or is being processed;
• Right to reasonable access to his or her personal data being processed by the personal data controller or personal data processor;
• Right to dispute the inaccuracy or error in the personal data;
• Right to request the suspension, withdrawal, blocking, removal or destruction of personal data; and
• Right to complain and be indemnified for any damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal data.

Should you wish to exercise your rights, or if you have any questions on matters to privacy, you may contact our University’s Data Protection Officer through:

•   (032) 255-2434/(032) 416-8226
•   [email protected]


•   DATA PROTECTION OFFICE
  2^nd Floor Inday Pining Building,
  University of the Visayas,
  Colon Street, Cebu City

You may also express your concerns through our Data Privacy Contact Form via Google Forms by visiting this link:   https://bit.ly/2HBDcCK .

Changing This Privacy Policy

UV may, from time to time make changes to this Privacy Policy to keep up with any changes in relevant and applicable laws and regulations or in how we collect, use, protect, store, share or dispose of your personal data.