HCDC DATA PRIVACY
INSTITUTIONAL DATA PRIVACY STATEMENT

Ex fide ad Veritatem! 

In carrying out our responsibilities as an academic institution and in the pursuit of our legitimate purpose, Holy Cross of Davao College (HCDC) is committed in complying with applicable laws and regulations on privacy and data protection particularly the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations. 

This data privacy statement tells you about our general data privacy policies regarding the data that we collect, use, process, and store (if necessary). Each department and offices of the school may have department-specific or office-specific policies regarding to the data they collect, use, process, and store. These policies are always consistent and anchored to the institutional data privacy statement.

HCDC is committed to the protection and responsible use of such information

 

WHAT INFORMATION WE COLLECT

 

As an academic institution, HCDC through its authorized personnel using official channels of communications will be collecting specific personal, sensitive, and privileged data in order to perform its legitimate purpose. Such data are categorized into, but not limited, to the following:

 

  • Student personal information
  • Student academic information
  • Student sensitive and privileged information
  • Student non-text and biometric data
  • Alumni personal information
  • Employee personal information
  • Employee academic and employment information
  • Employee sensitive and privileged information
  • Employee non-text and biometric data
  • Guest and Visitors personal information
  • Third party personal information
  • Web cookies and other web related information

 

These data, like other types of data, shall be collected with your consent and shall be protected. The school shall abide by the data privacy principles of transparency, legitimate purpose, and proportionality.

 

HOW WE USE, PROCESS YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted or required by law, we will use and process your data.

 

For example, the data you provided us will be used and processed for purposes such as, but not limited to the following:

 

  • Student Pre-Admission
  • Student Admission
  • Student Enrollment
  • Student Life and Academic Progress Monitoring
  • Alumni Monitoring and Tracing
  • Pre-Employment Evaluation and Interviews
  • Employment Records Monitoring and Archiving
  • Guests and Visitors Monitoring
  • Research and Statistics Generation

 

HOW WE TRANSMIT, STORE AND DISPOSE YOUR INFORMATION

HCDC stores the personal information of its students and employees in perpetuity, unless otherwise mandated by school policies or by law. Electronic data that are collected, processed, and stored in our information systems are protected with up-to-date anti-malware. Databases are encrypted and protected by industry-standard encryption and firewalls. Paper documents are stored in vaults and storage units that only authorized personnel are allowed to access.

HCDC will dispose personal data once the purpose of its collection and processing have been met, unless required by law to be kept. These data will be disposed of securely by authorized personnel only.

When your data needs to be transmitted between different office personnel and other entities with legitimate purpose whether in paper documents or electronic format, it is transmitted securely. Access to your data is limited to authorized personnel who have legitimate interests for the purpose of carrying out their contractual duties.

We do not transfer your personal data with other persons or organizations, unless required by or permitted by law.

 

HOW WE SHARE OR DISCLOSE, OR TRANSFER YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may also share or disclose, or transfer your personal data to other persons or organizations outside the school. 

 

If there is a need to share your personal information with a third party for a legitimate purpose, we shall to ensure that they keep your information secure, HCDC and the third party entities will take all reasonable steps to protect it from misuse. Third party entities will be required to abide by HCDC’s privacy policy and applicable data protection law. 

 

CHANGING OF THIS POLICY

HCDC, from time to time, may make changes to this Policy. Changes may be due to processes improvement and efficiency optimizations, or new laws and mandates by the National Privacy Commission (NPC), On such occasions, we will let you know through our official website, official communication channels, and information systems.

 

 

CONTACT INFORMATION

 

HCDC recognizes your rights as a Data subject. If you wish to exercise any of your rights, file complaints, report concerns and breaches, or should you have any questions regarding data privacy, you may contact the school’s Data Privacy Officer/Compliance Officer thru the following:

 

Office: Vice President for Operations

Landline: +63 082 2219071-79 local 213

E-mail: dpo@hcdc.edu.ph

PRIVACY NOTICE FOR APPLICANTS, STUDENTS, AND ALUMNI

INTRODUCTION

Ex fide ad Veritatem! 

Welcome to Holy Cross of Davao College! 

This privacy notice tells you about our policy regarding the data that we collect, use, process, and store (if necessary).

In carrying out our responsibilities as an academic institution and in the pursuit of our legitimate purpose, Holy Cross of Davao College (HCDC) is committed in complying with applicable laws and regulations on privacy and data protection particularly the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations

In this privacy notice, the terms “data”, and “information” may be used interchangeably. The term may include personal information, sensitive personal information, and privileged information. For the exact definitions, you may refer to the DPA of 2012, or visit the Compliance Officer at the VP for Administration office for inquiries and other Data Privacy related concerns.

WHAT INFORMATION WE COLLECT

As an academic institution, HCDC through its authorized personnel using official channels of communications will be collecting specific personal, sensitive, and privileged data in order to perform its legitimate purpose. Personal data will be collected from you before admission, upon enrollment, during your stay, and even after your transfer or graduation.

 

  • Pre-Admission

As part of the admission process, you will be required to take the entrance exam. Before you can take the exam, you will be asked to provide information such as, but not limited to: 

  1. directory information (e.g. full name, email address, contact details)
  2. academic records (e.g. schools attended)
  • Admission

Once you decide to pursue your admission in HCDC, additional information will be collected such as, but not limited to:

  1. Biometrics (e.g. photo)
  2. family background and other information required in the performance of the different office’s functions.
  3. Scholastic records (e.g. schools attended, academic performance, disciplinary records)
  4. medical history (e.g. blood type, allergies, special needs, other relevant medical records)
  5. employment records (e.g. employment history if applicable)
  6. other information obtained through interviews conducted by the admission staff and academic personnel
  • Enrollment
    1. Upon enrollment, HCDC will collect additional information about you such as, but not limited to:
      1. Biometrics (if applicable)
      2. Updated directory information (e.g. name, email address, contact details)
      3. Academic undertakings (e.g. classes you enroll in, scholastic performance, attendance)
      4. Co-curricular undertakings (e.g. outreach activities, internship or apprenticeship performance, study tours)
      5. Extra-curricular activities (e.g. student organization affiliations and activities, attendance and participation in institutional activities, seminars and conferences)
      6. Disciplinary records (e.g. disciplinary incidents that you may be involved in)
    2. If you provide us with personal data of other individuals (e.g. person/s to contact in case of emergency, person/s who will be allowed to view your academic and financial records, etc.), we will be requiring you to certify that you have obtained the consent of such individuals before we accept their personal data.

 

  • During the course of your stay in HCDC
    1. While you are enrolled in HCDC, we may collect additional information that may be 

used in the performance of the duties and legal obligations of the school such as, but not limited to the following:

  1. Scholastic records
  2. Other student records (e.g. co-curricular, extra-curricular, etc.)
  3. Medical and Health exams results
  4. Services and school resources usage
  5. Sensitive and privileged information
  6. Safety and Security records
  7. Statistical records

 

  1. There will be times that we will be collecting other forms of data such as, but not limited to the following:
    1. Pictures, audio, and/or videos of activities you participate in via official documentation (e.g. meetings, consultations, forums, religious activities, club activities, institutional activities)
    2. Recordings of closed-circuit security television cameras installed within the school premises.

 

  • After Graduation or Transfer to Other School
    1. After your graduation from HCDC, we may collect additional information from you such as, but not limited to:
      1. Updated directory information
      2. Employment history and status
    2. If you transfer school, we may collect additional information from you such as, but not limited to:
      1. Updated directory information
      2. information obtained through interviews conducted by the registrar’s staff and/or academic personnel during the exit-interview

 

  • Unsolicited Information
    1. There may be instances when your personal information is received by us without us requesting for it. In such cases, we will determine if we can legitimately keep such information or not. We will immediately dispose of the information if the data received is not in any way related to any of our legitimate interests. If the data is beneficial in the conduct of our legitimate responsibilities, we will safeguard your privacy and uphold your rights as mandated by the Data Privacy Act.

  HOW WE USE, PROCESS YOUR INFORMATION

 In the performance of our legitimate interests as an academic institution and to the extent permitted or required by law, we will process, share, and store your data.

For example, the data you provided us will be used and processed for purposes such as, but not limited to the following:

 Pre-Admission

    1. Communicating with you by using the contact details you provided during the pre-admission process.
    2. Tallying the results of the college entrance exam you took.
    3. Posting of acceptance to the school.

 Admission

  1. Evaluating your student records from your previous schools for your application for admission in HCDC.
  2. Evaluating your college entrance exam results, medical records, and other relevant records for your admission in the academic program of your choice.
  3. Evaluating your records to give student-specific services and guidance.

 Enrollment

  1. Assessing your academic records for retention in your specific program or of the school.
  2. Evaluating your student records (e.g. co-curricular, extra-curricular)
  3. Accessing and evaluating your financial records and other clearances.
  4. Evaluating your academic plan and portfolio.
  5. Assessing subjects and class schedules you wish to enroll.

 During the course of your stay in HCDC

  1. Computing, evaluating, recording, monitoring of student scholastic performance. (e.g. Class standing, examinations, research papers, theses, dissertations, presentations, etc.)
  2. Generating, recording, monitoring, and maintaining student records (e.g. scholastic records, academic history, class schedules, class attendance, co-curricular and extra-curricular activities) whether manually or electronically.
  3. Communicating official school announcements.
  4. Providing student-life services (e.g. medical-dental, guidance and counseling, insurance, information and communication technology, library, sports and recreation, transportation, safety and security, religious and spiritual direction, etc.)
  5. Processing, evaluating, logging of availed student services, use of school resources, and involvement in school processes.
  6. Investigating incidents that relate to student behavior in the implementation of school policies and procedures
  7. Probe into reports of misbehavior and to disciplinary sanctions if necessary
  8. Offer advice and/or assistance regarding your physical health, emotional, and mental health.
  9. Tracking and processing of your photo, audio, and video captured in our CCTVs and other multimedia documentations.
  10. Processing of scholarship applications, grants, allowances, reports to benefactors, and other forms of financial assistance.
  11. Keeping parents and/or legal guardians informed of student’s class performance through correspondence, online newsletters, and other official communications channels.
  12. Managing and controlling access to campus facilities and equipment
  13. Marketing and promoting of school-related functions, events, projects, and activities
  14. Posting of citations and recognitions received, awards received, national exams and certifications passed, and others in school communication channels (e.g. bulletin boards, video walls, websites, social media, etc.)
  15. Generating reports required by legitimate organizations or offices (e.g. Commission on Higher Education, Department of Education, Bureau of Immigration, Professional Regulation Commission, accrediting bodies, government agencies, partner companies etc.)
  16. Compiling and generating statistics and reports for surveys and researches for internal and statutory purposes.
  17. Developing and maintaining student information systems.

 After Graduation or Transfer to Other School

  1. Maintaining Alumni records and directories
  2. Sharing your personal information (e.g. contact details) to prospect employers, alumni officers, and other relevant school personnel.
  3. Compiling statistics and conducting surveys 
  4. Compiling and generating statistics and reports for surveys and researches for school policies, procedures, and services improvement

 

HCDC understands that the DPA imposes strict rules for processing your data and stricter rules for your personal sensitive and privileged information. Rest assured that we are fully committed to abiding by the IRR of the DPA.

If consent is required in the processing of your data, we will ask for your permission at the appropriate time. Also, if there are automated decision-making processes done by our information systems, you will be made aware of it and your consent will be required.

 

HOW WE TRANSMIT, STORE AND DISPOSE YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may transmit, store, and dispose personal information we collected.

Transmission

When your data needs to be transmitted between different office personnel and other entities with legitimate purpose whether in paper documents or electronic format, it is transmitted securely. Access to your data is limited to authorized personnel who have legitimate interests for the purpose of carrying out their contractual duties.

 

HCDC shall ensure that personal data under its custody are protected against any accident or unlawful transmission, destruction, alteration, and disclosure as well as unlawful processing.

 Storage

If there is a need for your personal data to be stored, it will be stored in a secure environment. Only authorized personnel are allowed to access the vaults and storage units that houses paper documents that contain personal data. Electronic data that are collected, processed, and stored in our information systems are protected with up-to-date anti-malware. Databases are encrypted and protected by industry-standard encryption and firewalls.

 HCDC shall implement appropriate security measures in storing collected personal information in relation to the nature or type of information.

 Disposal

Unless otherwise provided by law or by school policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or a school policy, all affected records will be securely disposed of after such period. Disposal of data in paper and electronic format will be done by authorized and qualified personnel only.

 

HCDC shall implement strict and proper disposal procedures disposing data stored in any format to ensure that these data cannot be recovered by unauthorized individuals.

 In retaining your personal information, unless otherwise mandated by law, we generally subscribe to the following schedule as directed by the school’s Quality management system:

Students

Electronic data stored in our databases are backed up regularly. Databases are maintained for efficiency using different industry-standard database optimizations.

 

When the purpose of the data collection has been completed and it is no longer needed, it will be disposed of immediately.

 

Admission Applicants

Personal data submitted during admission process will be stored in our information system for historical, research, and statistical purposes only.

 

HOW WE SHARE OR DISCLOSE, OR TRANSFER YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may also share or disclose, or transfer your personal data to other persons or organizations outside the school. For example, we may share/disclose, or transfer your personal data for purposes such as, but not limited to:

 Share

If there is a need to share your personal information with a third party for a legitimate purpose, we shall to ensure that they keep your information secure, HCDC and the third party entities will take all reasonable steps to protect it from misuse. Third party entities will be required to abide by HCDC’s privacy policy and applicable data protection law. 

 

  • Disclose
  1. Disclosure of your personal data (e.g. academic and financial records, etc.) with your authorized individuals, parents, legal guardians, or next of kin, or on a need-to-know basis in order to promote your best interests, protect your safety, security, and health.
  2. Disclosure of your personal data (e.g. academic, co-curricular, extra-curricular, etc.) with academic personnel (e.g. faculty, program heads, deans, etc.) in the performance of their legitimate duties.
  3. Disclosure of academic records among faculty members, and other legitimate personnel for academic deliberations and evaluation of student performance.
  4. 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;
  5. Live-streaming of school events and activities.
  6. Conducting internal research or surveys for curriculum requirement or purposes of institutional development.
  7. Disclosure of your information to legitimate academic partners (e.g. Accreditors, ICT technical support and consultants, government agencies, partner companies, etc.)
  8. Disclosure of your personal data to legitimate organizations or offices (e.g., National Privacy Commission, Commission on Higher Education, Department of Education, Bureau of Immigration, Professional Regulation Commission, PAASCU, PACUCOA, etc.), when required or allowed by law.
  9. Disclosure of your personal data with groups or organizations for sports, academic competitions, and other similar events sanctioned by the school.
  10. Complying with court orders, subpoenas and/or other legal obligations.
  11. Disclosure of 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.
  12. Sharing information for company verifications of your records.

 Transfer

  1. Providing information such as, academic records (e.g. student permanent records, disciplinary records) to schools that a student may transfer to

 

 

 

 

CHANGING OF THIS POLICY

 

HCDC, from time to time, may make changes to this Policy. Changes may be due to processes improvement and efficiency optimizations, or new laws and mandates by the National Privacy Commission (NPC), On such occasions, we will let you know through our official website, official communication channels, and information systems.

 

 

CONTACT INFORMATION

 

HCDC recognizes your rights as a Data subject. If you wish to exercise any of your rights, file complaints, report concerns and breaches, or should you have any questions regarding data privacy, you may contact the school’s Data Privacy Officer/Compliance Officer thru the following:

 

Office: Vice President for Operations

Landline: +63 082 2219071-79 local 213

E-mail: dpo@hcdc.edu.ph

PRIVACY NOTICE FOR WEBSITE VISITORS

INTRODUCTION

Ex fide ad Veritatem! 

Welcome to Holy Cross of Davao College! 

This privacy notice tells you about our policy regarding the data that we collect, use, process, and store (if necessary).

In carrying out our responsibilities as an academic institution and in the pursuit of our legitimate purpose, Holy Cross of Davao College (HCDC) is committed in complying with applicable laws and regulations on privacy and data protection particularly the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations

In this privacy notice, the terms “data”, and “information” may be used interchangeably. The term may include personal information, sensitive personal information, and privileged information. For the exact definitions, you may refer to the DPA of 2012, or visit the Compliance Officer at the VP for Administration office for inquiries and other Data Privacy related concerns.

As a visitor to our website, official online systems, social media pages, and other domains we also respect your right to privacy. This privacy notice will explain what information we collect from you, how we process it, and store it.

 WHAT INFORMATION WE COLLECT

 Whenever you browse this website, use our online information systems and facilities, social media pages, and other domains managed by the school, we automatically record technical information about your visit. They may include, among others, the following:

 

  1. IP address 
  2. MAC address
  3. Operating system and version
  4. Platform name and version
  5. App name and version
  6. Browser type and version
  7. Browser plug-in types and versions
  8. Date and time you visited the site and pages
  9. Length of visits website
  10. Length of visits to certain pages
  11. Links clicked and pages viewed
  12. Page interaction information
  13. Page response time
  14. Geographic location and Time zone setting
  15. Download errors  
  16. Log-in information

 

 

HOW WE USE, PROCESS YOUR INFORMATION

The information we collect will be used primarily to help keep the sites and online systems safe and secure. Moreover, it may also be used in bug tracing, improving safety and security, investigations relating to security, data breaches, and statistics.

If we need to collect and use additional information, we will inform you and obtain your consent prior to the collection and use of such information.

 

HOW WE TRANSMIT, STORE AND DISPOSE YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may transmit, store, and dispose personal information we collected.

In retaining your personal information, unless otherwise mandated by law, we generally subscribe to the retention period schedule as directed by the school’s Quality Management System. We only retain other types of data (active or inactive) for historical, research, and statistical purposes.

Data that are stored in our information systems are protected with up-to-date anti-malware and firewall. Databases are encrypted and protected by industry-standard encryption and firewalls. Data centers are only accessible to authorized personnel only. 

 

The collected information is kept for as long as necessary to achieve the declared purpose. In no case is the data collected and stored be shared with or transferred to other persons or organizations, unless required and permitted by law.

 

If we share your personal information with a third party for a legitimate purpose, we shall to ensure that they keep your information secure, take all reasonable steps to protect it from misuse. Third party entities will be required to abide by HCDC’s privacy policy and applicable data protection law. 

 

OUR USE OF COOKIES

 

Some sites of the domains managed by the school makes use of cookies, which may be set by our webserver or provided by a third party. 

 

Cookies are small text files that are automatically downloaded to your browser upon visiting our sites. These cookies then collect your browsing data in order to help the site better interact with you and other visitors. Cookies are also relevant for authentication, session management, and performance analytics.

 

CHANGING OF THIS POLICY

HCDC, from time to time, may make changes to this Policy. Changes may be due to processes improvement and efficiency optimizations, or new laws and mandates by the National Privacy Commission (NPC), On such occasions, we will let you know through our official website, official communication channels, and information systems.

 

 

CONTACT INFORMATION

 

HCDC recognizes your rights as a Data subject. If you wish to exercise any of your rights, file complaints, report concerns and breaches, or should you have any questions regarding data privacy, you may contact the school’s Data Privacy Officer/Compliance Officer thru the following:

 

Office: Vice President for Operations

Landline: +63 082 2219071-79 local 213

E-mail: dpo@hcdc.edu.ph

PRIVACY NOTICE FOR GUESTS AND VISITORS

INTRODUCTION

Ex fide ad Veritatem! 

Welcome to Holy Cross of Davao College! 

This privacy notice tells you about our policy regarding the data that we collect, use, process, and store (if necessary).

In carrying out our responsibilities as an academic institution and in the pursuit of our legitimate purpose, Holy Cross of Davao College (HCDC) is committed in complying with applicable laws and regulations on privacy and data protection particularly the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations

In this privacy notice, the terms “data”, and “information” may be used interchangeably. The term may include personal information, sensitive personal information, and privileged information. For the exact definitions, you may refer to the DPA of 2012, or visit the Compliance Officer at the VP for Administration office for inquiries and other Data Privacy related concerns.

As our guest or visitor, we also respect your right to privacy. We aim to protect the safety and security of everyone inside our campuses as well as yours. This privacy notice will explain what information we collect from you, how we process it, and store it.

 

WHAT INFORMATION WE COLLECT

 

As an academic institution, HCDC through its authorized personnel using official channels of communications will be collecting specific personal, sensitive, and privileged data in order to perform its legitimate purpose. Personal data will be collected from you upon entry and exit from our campuses. 

  • Upon Entry

 

    1. Personal information contained in any proof of identification
    2. Plate Number of vehicles
    3. Person to visit 
    4. Purpose of visit and name 
    5. Date and time of entry
    6. Recordings of closed-circuit security television cameras installed within the school premises
    7. Inspection data (e.g. equipment or supplies brought inside of school campus)

 

 

  • Upon Exit

 

    1. Date and time of exit
    2. Inspection data (e.g. equipment or supplies brought out of school campus)

 

Entry and exit into other offices or parts of the campus may require more information and additional protocols might be in place.

 

 

HOW WE USE, PROCESS YOUR INFORMATION

 

We collect data from you as our guest or visitor for purposes such as, but not limited to:

  1. As a security measure
  2. For investigations against violations to school policies and other applicable laws
  3. Generate historical, research, statistics, projection, planning etc.
  4. Improvement of school processes

 

 

HOW WE TRANSMIT, STORE AND DISPOSE YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may transmit, store, and dispose personal information we collected.

In retaining your personal information, unless otherwise mandated by law, we generally subscribe to the retention period schedule as directed by the school’s Quality Management System. We only retain other types of data (active or inactive) for historical, research, and statistical purposes.

  • Storage

 

If there is a need for your personal data to be stored, it will be stored in a secure environment. Only authorized personnel are allowed to access the vaults and storage units that houses paper documents that contain personal data. Electronic data that are collected, processed, and stored in our information systems are protected with up-to-date anti-malware and firewall. Databases are encrypted and protected by industry-standard encryption and firewalls.

 

  • Disposal

 

We dispose of log book and/or other documents after five (5) school years or as mandated by our Quality Management System and/or unless required by law. CCTV footages, on the other hand are stored for different periods as indicated by our operating procedures.

  • Transfer

 

We do not transfer your personal data with other persons or organizations, unless required by or permitted by law.

If we share your personal information with a third party, we shall use our best efforts to ensure that they keep your information secure, take all reasonable steps to protect it from misuse and use it only in a manner consistent with HCDC’s privacy Policy and applicable data protection law. 

 

CHANGING OF THIS POLICY

 

HCDC, from time to time, may make changes to this Policy. Changes may be due to processes improvement and efficiency optimizations, or new laws and mandates by the National Privacy Commission (NPC), On such occasions, we will let you know through our official website, official communication channels, and information systems.

 

 

CONTACT INFORMATION

 

HCDC recognizes your rights as a Data subject. If you wish to exercise any of your rights, file complaints, report concerns and breaches, or should you have any questions regarding data privacy, you may contact the school’s Data Privacy Officer/Compliance Officer thru the following:

 

Office: Vice President for Operations

Room: 

Landline: +63 082 2219071-79 local 213

E-mail: dpo@hcdc.edu.ph

PRIVACY NOTICE FOR PERSONNEL

Ex fide ad Veritatem! 

Welcome to Holy Cross of Davao College! 

This privacy notice tells you about our policy regarding the data that we collect, use, process, and store (if necessary).

In carrying out our responsibilities as an academic institution and in the pursuit of our legitimate purpose, Holy Cross of Davao College (HCDC) is committed in complying with applicable laws and regulations on privacy and data protection particularly the Data Privacy Act of 2012 (DPA) and its Implementing Rules and Regulations

In this privacy notice, the terms “data”, and “information” may be used interchangeably. The term may include personal information, sensitive personal information, and privileged information. For the exact definitions, you may refer to the DPA of 2012, or visit the Compliance Officer at the VP for Operations office for inquiries and other Data Privacy related concerns.

 

 

WHAT INFORMATION WE COLLECT

 

As an academic institution, HCDC through its authorized personnel using official channels of communications will be collecting specific personal, sensitive, and privileged data in order to perform its legitimate purpose. Personal data will be collected from you upon application, during your stay, and even after disengagement from the school.

 

  • Application

 

    1. When you signify your intent to apply for a particular position within the school, or wishes to engage for a particular service or work, we will ask you for documents that contain your personal data.
    2. When you signify your intent to give us your personal information for pooling for possible job openings and service or work engagements, we might ask you to provide additional information as needed. 

 

For all instances above, we will ask for documents such as, but not limited to:

  1. Application cover letter
  2. Curriculum Vitae
  3. Transcript of records, Diploma, Special Order (Academic Credentials)
  4. Information obtained from your indicated professional references
  5. Company profile, services offered, and proposals

 

  • Pre-Employment Exam, Background Checking, and Interviews

 

    1. As part of the recruitment process, pre-qualified applicants will be required to take the pre-employment exam.
    2. Other information will also be obtained through background checking and/or interviews.

 

  • During Employment

 

    1. We will collect additional information once a successful applicant accepts the employment offer or the commencement of your engagement with the school such as, but not limited to:
      1. Updated Employee Details
      2. Certificate of employment
      3. Medical/Fit-to-Work Clearance with laboratory results
      4. NBI or Police Clearance
      5. Philippine Statistics Authority (PSA) Birth Certificate (applicant/dependents)
      6. PSA Marriage Contract
      7. SSS ID or E1 or E4 or any official document from SSS
      8. Pag-Ibig Member’s Data Form and/or ID
      9. Pag-Ibig Member’s Change in Information Form (MCIF)
      10. PhilHealth MDR or ID
      11. PhilHealth Member Registration Form
      12. Tax-related documents (e.g. TIN ID) 
      13. Bank account details for payroll purposes

 

  1. As an employee of HCDC, additional and updated personal data will be collected such as, but not limited to:
    1. family background and other demographics
    2. academic records (e.g. schools attended, scholastic records, disciplinary records, professional licenses, club and organization memberships, etc.)
    3. medical history (e.g. blood type, allergies, other relevant medical records, etc.)
    4. employment records (e.g. employment history if applicable, etc.)
    5. Biometrics (e.g. photo, fingerprints, etc.)
  2. We may also use the information already in our possession when we process your application for a new or different position within the school.
  3. In the course of your employment or engagement with HCDC, we may also collect additional or updated information that may be used in the performance of the duties and legal obligations of the school. Information such as, but not limited to:
    1. Updated biometrics
    2. Updated directory information (e.g. name, email address, contact details)
    3. Updated academic records, professional licenses, and affiliations
    4. Annual physical examination results
    5. Union membership (if applicable)
    6. Other data that may be used in the processing of loan applications, insurance claims, and benefits availment
    7. Performance evaluation
    8. Administrative and disciplinary cases
  4. There will be times that we will be collecting other forms of data such as, but not limited to the following:
    1. Pictures, audio, and/or videos of activities you participate in via official documentation (e.g. meetings, consultations, forums, religious activities, club activities)
    2. Recordings of closed-circuit security television cameras installed within the school premises

 

  • Disengagement from HCDC

 

After your disengagement from the school, some data will be collected during the:

  1. Exit interview
  2. Exit physical exam 
  3. Processing of clearances

 

  • Unsolicited Information

 

There may be instances when your personal information is received by us without us requesting for it. In such cases, we will determine if we can legitimately keep such information or not. We will immediately dispose of the information if the data received is not in any way related to any of our legitimate interests. If the data is beneficial in the conduct of our legitimate responsibilities, we will safeguard your privacy and uphold your rights as mandated by the Data Privacy Act

 

If you provide us with personal data of other individuals (e.g. person/s to contact in case of emergency), we will be requiring you to certify that you have obtained the consent of such individuals before we accept their personal data.

 

 

 

HOW WE USE, PROCESS YOUR INFORMATION

 

In the performance of our legitimate interests as an academic institution and to the extent permitted or required by law, we will process, share, and store your data.

 

For example, the data you provided us will be used and processed for purposes such as but not limited to the following:

 

  • Application

 

  1. Identifying applicants for a position
  2. Assessing the suitability of the applicants
  3. Verifying the provided information submitted by the applicants
  4. Checking the background information thru the references provided
  5. Evaluating academic and professional qualifications

 

  • Pre-Employment Exam, Background Checking, and Interviews

 

    1. Evaluating the information submitted, gathered, and the exam results
    2. Evaluating the information gathered during interviews

 

  • During Employment

 

  1. Administering of human resource related processes such as, but not limited to:
  1. Salaries and benefits processing
  2. Administrative processing
  3. Performance management
  4. Training, evaluation, and employee welfare
  5. Administering health related activities
  6. Compliance with the collective bargaining agreements
  7. Compliance with existing laws and government mandates
  1. Verifying provided or submitted information that will be used in official transactions
  2. Administering of safety and security processes
  3. Providing employee services (e.g. medical-dental, guidance and counseling, insurance, information and communication technology, library, sports and recreation, transportation, safety and security, religious and spiritual direction, etc.)
  4. Processing of loan applications, insurance claims, and other school sanctioned services involving outside parties.
  5. Developing and maintaining employee information systems
  6. Generating reports required by legitimate organizations or offices (e.g. Commission on Higher Education, Department of Education, Bureau of Immigration, Professional Regulation Commission, etc., Accrediting bodies, etc.)
  7. Investigating incidents that relate to employee behavior in the implementation of school policies and procedures
  8. Compiling and generating reports for research and statistical purposes
  9. Communicating official school announcements
  10. Managing and controlling access to campus facilities and equipment
  11. Marketing and promoting of school-related functions, events, projects, and activities
  12. Sharing your information to legitimate academic partners (e.g. Accreditors, ICT technical support and consultants, government agencies, partner companies, etc.)
  13. Posting of citations and recognitions received, awards received, national exams and certifications passed, and others in school communication channels (e.g. bulletin boards, websites, social media, etc.)
  14. Compiling statistics and conducting surveys and research for internal and statutory reporting purposes;

 

  • Disengagement from HCDC

 

  1. Compiling and processing of your data for institutional purposes (e.g. historical, research, statistics, projection, etc.)

 

HCDC understands that the DPA imposes strict rules for processing your data and stricter rules for your personal sensitive and privileged information. Rest assured that we are fully committed to abiding by the IRR of the DPA.

If consent is required in the processing of your data, we will ask for your permission at the appropriate time. Also, if there are automated decision-making processes done by our information systems, you will be made aware of it and your consent will be required.

 

 

HOW WE TRANSMIT, STORE AND DISPOSE YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may transmit, store, and dispose personal information we collected.

In retaining your personal information, unless otherwise mandated by law, we generally subscribe to the retention period schedule as directed by the school’s Quality Management System. We only retain other types of data (active or inactive) for historical, research, and statistical purposes.

  • Transmission

 

When your data needs to be transmitted between different office personnel and other entities with legitimate purpose whether in paper documents or electronic format, it is transmitted securely. Access to your data is limited to authorized personnel who have legitimate interests for the purpose of carrying out their contractual duties.

 

HCDC shall ensure that personal data under its custody are protected against any accident or unlawful transmission, destruction, alteration, and disclosure as well as unlawful processing.

 

 

  • Storage

 

If there is a need for your personal data to be stored, it will be stored in a secure environment. Only authorized personnel are allowed to access the vaults and storage units that houses paper documents that contain personal data. Electronic data that are collected, processed, and stored in our information systems are protected with up-to-date anti-malware. Databases are encrypted and protected by industry-standard encryption and firewalls.

 

HCDC shall implement appropriate security measures in storing collected personal information in relation to the nature or type of information.

 

 

  • Disposal

 

Unless otherwise provided by law or by school policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or a school policy, all affected records will be securely disposed of after such period. Disposal of data in paper and electronic format will be done by authorized and qualified personnel only.

 

HCDC shall implement strict and proper disposal procedures disposing data stored in any format to ensure that these data cannot be recovered by unauthorized individuals.

In retaining your personal information, unless otherwise mandated by law, we generally subscribe to the following schedule as directed by the school’s Quality management system:

 

  • Employees

 

Electronic data that are stored in our information systems are protected with up-to-date anti-malware and firewall. Databases are encrypted and protected by industry-standard encryption and firewalls.

 

Paper documents are stored in vaults and storage units that only authorized personnel are allowed to access.

 

  • Job applicants 

 

Personal data submitted by applicants are stored for at least six (6) months up to one (1) year for pooling purposes. After which, it will be disposed in a secure and safe manner.

 

 

HOW WE SHARE OR DISCLOSE, OR TRANSFER YOUR INFORMATION

In the performance of our legitimate interests as an academic institution and to the extent permitted by law, we may also share or disclose, or transfer your personal data to other persons or organizations outside the school. For example, we may share/disclose, or transfer your personal data for purposes such as, but not limited to:

 

  • Share

 

If there is a need to share your personal information with a third party for a legitimate purpose, we shall to ensure that they keep your information secure, HCDC and the third party entities will take all reasonable steps to protect it from misuse. Third party entities will be required to abide by HCDC’s privacy policy and applicable data protection law. 

 

  • Disclose

 

  1. Conducting internal research or surveys for purposes of institutional development.
  2. 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;
  3. Live-streaming of school events and activities;
  4. Disclosure of your personal data, work reports, compensations reports, work arrangements, accomplishment reports, and others to accrediting bodies and/or government agencies (e.g. SSS, PhilHealth, HDMF, BIR, DOLE, National Privacy Commission, Commission on Higher Education, Department of Education, Bureau of Immigration, Professional Regulation Commission, PAASCU, PACUCOA, etc.), when required or allowed by law;
  5. Disclosure of your personal data with groups or organizations for sports, academic competitions, and other similar events sanctioned by the school.
  6. Disclosure of necessary information to contracted providers such as, insurance companies, banks, hospitals, and other similar organizations.
  7. Complying with court orders, subpoenas and/or other legal obligations;
  8. other purposes, when necessary and under circumstances permitted or required by law.

 

  • Transfer

 

We do not transfer your personal data with other persons or organizations, unless required by or permitted by law.

 

 

 

CHANGING OF THIS POLICY

HCDC, from time to time, may make changes to this Policy. Changes may be due to processes improvement and efficiency optimizations, or new laws and mandates by the National Privacy Commission (NPC), On such occasions, we will let you know through our official website, official communication channels, and information systems.

 

 

CONTACT INFORMATION

 

HCDC recognizes your rights as a Data subject. If you wish to exercise any of your rights, file complaints, report concerns and breaches, or should you have any questions regarding data privacy, you may contact the school’s Data Privacy Officer/Compliance Officer thru the following:

 

Office: Vice President for Operations

Landline: +63 082 2219071-79 local 213

E-mail: dpo@hcdc.edu.ph