Filamer Christian University upholds, recognizes, and values our clientele’s fundamental right to privacy; hence, this Data Privacy Policy is implemented in accordance with Republic Act No. 10173 otherwise known as the Data Privacy Act of 2012. As an academic institution which collects, generates, and processes a lot of data pertaining to the students, Filamer Christian University has an obligation to ensure that the information is secured and protected. The University only gathers, uses, and processes personal information following the lawful criteria: when consent is given by the data subjects, when it involves vitally important interest, in compliance with a legal obligation, in cases of national emergency, as a fulfillment of functions of the University as a public authority, and for legitimate interests.
This policy generally applies to all academic units, support services and non-academic departments of the University. All academic units have their specific policies pertaining to how data is processed within their respective departments. The Guidance Office, Registrar, Accounting and Business Offices, Office of the Student Affairs, Medical and Dental Services, Management Information Systems, IT Unit, Security Office, Library Services, Work Study Program Office, Alumni Affairs, Mass Media, and Human Resource Development Center, have privacy guidelines stipulated below which are tailored to the specific functions of their offices in relation to their data subjects.
Personal information – any information recorded whether in a material form or not including written records, photographs, and other electronic forms acquired by the University. The information may vary based on the purpose for which it is collected. This may include:
A. Personal Information gathered during admission: a. nameb. birth date c. birthplaced. email addresse. telephone number and other contact detailsf. family background to include parents’/guardians’ detailsg. ageh. citizenshipi. religious affiliationj. previous schools the students have attendedk. name of the person responsible for the student’s accountl. name of the person to contact in case of an emergency. B. Personal Information generated while in the University: a. Academic record b. Attendance recordc. Scores, grades in their respective subjectsd. CCTV recordings by security cameras in the premises of the Universitye. Disciplinary records or involvement in incidentsf. Medical recordg. Membership in student organizationsh. Details of co-curricular activities, e.g. internship, on-the-job trainings, apprenticeships, and other university-related activitiesi. Attendance in outreach activities, seminars, workshops, or lectures
The function of Filamer Christian University as an academic institution involves processing of students’ personal information as required by law. FCU may use personal data to pursue its objectives as an educational institution. This may include academic, administrative, research, historical, and statistical purposes. These functions include, but are not limited to:
In the event where FCU requests personal information about a student or parent, and if the information requested is not provided, FCU has the right to refuse to enroll the student or permit the student to take part in a particular activity.
As required by the law to fulfill its function as a public authority, and with the consent provided by the subject through the Official Consent Form, FCU may also share, disclose, or transfer personal data to the third party such as organizations and companies, other universities or learning institutions, partners and linkages of the University in relation to student mobility, insurance company, and government agencies in order to uphold the students’ interests and the University’s interests as a learning institution. FCU may share, disclose, or transfer students’ personal data in order to:
Filamer Christian University will retain personal data until the fulfillment of its purpose. In cases where a retention period is required by law, all records after such period will be duly and securely disposed of.
Personal information and data are stored and transmitted in various databases, media, and forms, to include databases that are shared between FCU’s different units or offices. Access is limited to University personnel who have legitimate interest for the purpose of carrying out their official duties. Even as the University is improving its digitalization of its databases through the Management Information System, personal data is stored in paper forms in different units and offices. Duplication is not unusual as several offices may store similar information for purposes of coordination. The permanence of these databases also vary across offices depending on their functions, such as transcripts of records being permanent records. As such, the University will retain them for as long as the law requires. Meanwhile, information that is only temporarily needed will be disposed of through secure means as soon as their temporary purpose has been achieved. All units of the University which stores or handles personal information are required to implement physical, technical, and organizational security measures to ensure the safe storage of personal information and to ensure that such is used only by authorized personnel for legitimate purposes.
Any data security incident or breach will be recorded and reported as required by law. FCU will take all necessary steps to address such incident or breach and mitigate any negative effect. If an incident affects student’s data, FCU will notify the concerned student and/or parent of such incident in an appropriate manner. If a student, parent or guardian would like further information about the way FCU manages the data it holds, they may contact FCU’s duly designated Data Privacy Officer: Name : Mary Jane F. Tormon, PhD E-mail Address : dpo.fcu@gmail.com Office Address : Roxas Avenue, Roxas City, Capiz 5800 Filamer Christian University may update this Policy from time to time. On such occasions, this will be disseminated through the University’s website. Any modification is effective immediately upon posting on the website.
Filamer Christian University believes in the sanctity of personal information and the rights of individuals to Data Privacy per Republic Act 10173 (Data Privacy Act of 2012). Thus, the University is committed to the protection and responsible use of such information. FCU will only collect, use, and disclose personal information with the personnel’s knowledge and consent.
Filamer Christian University collects personal data through various means. The information collected may entail the following: written records, photographic and video images, and/or digital material.
During application
Once hired
During employment
Filamer Christian University may use personal data to pursue its function as an educational institution, to the maximum extent allowed by law. This may include academic, administrative, research, historical, and statistical purposes, but not limited to the following:
As required by law, Filamer Christian University may also share, disclose, or transfer personal data to other organizations in order to uphold the employees’ interests and/or pursue the University’s legitimate interests as an educational institution. FCU may share, disclose, or transfer personal data to:
Employees’ personal data are stored and transmitted securely in paper and in electronic formats through the databases. Access to employee’s data is limited to University personnel for the purpose of carrying out their official and legitimate duties.
Filamer Christian University will retain employee’s personal data until the fulfillment of its purpose. In cases where a retention period is required by law, all records after such period will be duly and securely disposed of.
Any data breach will be recorded and reported as required by law. Filamer Christian University will take necessary steps to address such breach to mitigate any negative effect. If an incident affects an employee’s personal information, FCU will notify the concerned in an appropriate manner. If an employee would like further information or wishes to complain about breach of the Act, please contact FCU’s designated Data Privacy Officer: Name : Mary Jane F. Tormon, PhD E-mail Address : dpo.fcu@gmail.com Office Address : Roxas Avenue, Roxas City, Capiz 5800 FCU will make changes to this policy from time to time. This will be disseminated through the University’s website and through other means of communication. Any modification is effective immediately upon dissemination.
