UNIVERSITY OF SOUTHERN MINDANAO (USM) is committed to protecting the privacy of its data subjects, and ensuring the safety and security of personal data under its control and custody. This policy provides information on what personal data is gathered by USM about its current, past, and prospective students, how it will use and process this, how it will keep this secure, and how it will dispose of it when it is no longer needed. This information is provided in compliance with Republic Act 10173 (also known as the Data Privacy Act of 2012 or DPA) and its Implementing Rules and Regulations (DPA-IRR). It lays out USM’s data protection practices in safeguarding personal data of individuals it deals with, and also to inform such individuals of their rights under the Act.

Data Privacy Notice may be amended at any time without prior notice, and you will be notified of such changes through USM’s website and social media accounts.

 

What Information We Collect

USM collects, stores, and processes personal data from its current, past and prospective students, starting with the information provided at application through to information collected during the whole course of their stay in the university. This will include:

  • Contact information, such as, name, addresses, telephone numbers, email addresses and other contact details
  • Personal information, such as date and place of birth, nationality, immigration status, religion, civil status, student ID, government-issued IDs, web information, recommendations and assessment forms from previous schools, etc.
  • Family background, including information on parents, guardians, siblings
  • Photographic and biometric data, such as, photos, CCTV videos, fingerprints, handwriting and signature specimens
  • Student’s school works, including data gathered using third party online learning tools, such as Virtual Learning Environment, Turnitin, Edmodo, among others
  • Health records, psychological evaluation results, disciplinary records, and physical fitness information
  • Personal Data Sheet of students, which includes interviews, entrance exam results, guidance assessments, special needs, etc.
  • Permanent Student Academic Records, including transcripts of records
  • Student extra-curricular activities, résumés, job interview forms
  • Financial and billing information

 

How We Use Your Data

The personal data we collect from you will be used solely for the following purposes:

  • Processing of admission application and student selection (and to confirm the identity of prospective students and their parents)
  • Verifying authenticity of student records and documents
  • Processing of scholarship applications and its requirements
  • Processing of enrollment and registration
  • Supporting student learning, and validating students’ program of study based on curriculum requirements, and other activities and experiences forming part of the student’s formation and   education
  • Supporting the student’s well-being and providing medical services and guidance counselling
  • Monitoring and reporting student progress; processing of student evaluations, exam results, and grades
  • Monitoring and ensuring the safety of all students within the USM campus
  • Processing and generating statements of accounts
  • Processing of application for graduation
  • Evaluation for board examinations
  • For accreditation, professional development of teachers and staff, and research
  • Posting or displaying of academic and non-academic achievements within the USM’s premises and/or its official website and social media accounts (Facebook, Instagram, and Twitter)
  • Marketing and promoting USM, its students, employees, and other academic and non-academic student and/or school activities inside and outside the campus
  • Providing Library services, running an outreach/extension program, job postings, internships, employment

 

How We Share Your Information

Personal data under the custody of USM shall be disclosed only to authorized recipients of such data. Otherwise, we will share your personal data with third parties, other than your parents and/or guardian on record for minors, only with your consent, or when required or permitted by our policies and applicable law, such as with:

  • Regulatory authorities, courts, and government agencies, e.g., Department of Education, Commission on Higher Education, etc.
  • The AACCUP, a service organization which accredits academic programs that meet commonly accepted standards of quality education.
  • Business partners and other academic linkages who provide internships and job opportunities to our graduates.

 

How We Transfer or Share Your Data

Where USM considers it necessary or appropriate, for the purposes of data storage, processing, providing any service or product on our behalf to you, 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, and with your consent.

 

How Your Data is Secured

We continue to implement 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 internal shared servers, email, and paper files.

Should third parties need access to your personal data, we require  data sharing agreement with them, in compliance with the DPA and the DPA-IRR.

Your paper and digital files are securely stored: employing physical security to safeguard the paper files and technical security to protect the digital file

 

How Long Your Information is Retained

We keep your paper and digital files only for as long as necessary.

  • The Permanent Student Academic Records are kept by the Admission and Records Office for eternity.
  • Scholarship application forms and supporting documentation are kept by the Office of Student Affairs for four years, or until the scholar graduates.
  • Student disciplinary records are stored by the Office of the President for five years after graduation.
  • The class records are kept for one year after graduation.
  • Non-academic records, e.g., service records for scholars, extra-curricular activities, emergency contact forms, etc. are kept for five years.
  • Financial and billing information are kept by the Finance Offices for 10 years.
  • The Clinic retains health records for five years after graduation.
  • CCTV cameras are the responsibility of offices. Cameras have memory for four days of videos. The cameras run continuously on a rolling basis, older videos are overwritten.

When your personal data is no longer needed, we take reasonable steps to securely destroy such information or permanently de-identify it. Paper files are securely shredded; and electronic information is deleted

 

Your Rights Under the Data Privacy Act

You have the right to be informed, to object to processing, to access and rectify your data, to suspend or withdraw your personal data, including any such information held by third parties with whom USM has a data sharing agreement; and to be indemnified in case of damages pursuant to the provisions of the DPA and its 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 the University Data Protection Officer, through the following channels:

The University Data Protection Officer