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PRIVACY NOTICE FOR APPLICANTS TO THE INTEGRATED GRADUATE PROGRAM

UNIVERSITY OF THE PHILIPPINES DILIMAN COLLEGE OF ARCHITECTURE (UPCA) PRIVACY NOTICE FOR APPLICANTS TO THE INTEGRATED GRADUATE PROGRAM

To exercise and safeguard academic freedom and uphold your right to quality education, the University of the Philippines Diliman College of Architecture needs to process your personal and sensitive information — that is, information that identifies you as an individual. UPCA is committed to comply with the Philippine Data Privacy Act of 2012 (DPA) in order to protect your right to data privacy. This notice explains in general terms the purpose and legal basis for the processing of the personal information that UPCA collects from IGP applicants like you, the measures in place to protect your data privacy, and the rights that you may exercise in relation to such information. The term UPCA/College/us refers to the University of the Philippines Diliman College of Architecture and constituent offices. The term you/your refers to IGP applicants and, in the case of minors, where the context so indicates, their parents or guardians who also sign the IGP forms.

PERSONAL INFORMATION COLLECTED FROM IGP APPLICANTS, THE PURPOSE AND LEGAL BASIS FOR COLLECTING THE INFORMATION

The UPCA Integrated Graduate Program Implementation Group, which is in charge of administering the IGP
Application Process, collects your personal information through paper-based processing systems. In case you visit the UPCA Campus your image may be captured by UPCA’s CCTV cameras.

When you apply for admission to UPCA through the IGP Application Process you provide us through the forms you submit and sign (and in the case of minors, that your parents/guardians also sign), among others, your name, date and place of birth, citizenship, your photograph, other personal information that we use, along with other documents you provide us – such as information contained in educational records – to be able to verify your identity in the course of determining your eligibility to enroll in UPCA. You also provide information regarding the highest educational attainment. UPCA processes such information along with your permanent address and other information, e.g. grades, as the selection of qualifiers also considers geographic factors. We also ask if you are a member of an Indigenous People’s group and/or if you have any physical disability or condition that will make it difficult for you to take a regular test. Such processing is pursuant to Section 9
of RA 9500 which requires UP to take affirmative steps to enhance the access of disadvantaged students to the University’s programs and services. In order for the UPCA to exercise its right to academic freedom and to uphold academic standards under it the UP Charter, it processes the educational records you provide us as well as your Interview Evaluation, along with other information as mentioned in this application packet, in order to determine whether you are qualified to enroll in the University.

Contact information is processed by UPCA in order 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. The University may compile statistics and conduct research on your personal information subject to the provisions of the DPA and applicable research ethics guidelines in order to carry out its mandate as part of the National University. As mentioned in the consent form, your personal information will be kept secure. We require you to attest that the information that you provide us is true and correct as we also use the information in order to prevent the commission of fraud. Such processing is necessary for compliance with our legal obligation as a degree-granting unit of a publicly funded University and to uphold our legitimate interest as an educational institution as well as that of taxpayers. CCTVs and other security measures which may involve the processing of your personal information are intended to protect your vitally important interests, for public order and safety, and pursuant to the University and the public’s legitimate interests.


The UPCA will post the IGP Application Process results, that is the name and course of those who qualified for admission through the IGP Application Process in order to enable qualifiers to confirm their slots on time and make the necessary arrangements for their enrollment. Online posting of results is done pursuant to the provisions of RA 9500 which requires UPCA to provide democratic access to disadvantaged groups and in order to observe the principle of transparency in the admissions process. You shall be required to present a valid school identification card or government-issued identification card when you request for documents containing your personal information, for the UPCA to see to it that we protect your privacy and identity fraud is prevented. UP does not process your personal information to carry out any wholly automated decision making that affects you. When consent is the appropriate or relevant basis for collecting your personal information, the college will obtain such consent in written, electronic, or recorded form at the appropriate time. We retain your information that is processed for determining your eligibility to be admitted through the IGP Application Process for a maximum period of two (2) years and thereafter securely dispose of the same. This disposal is conducted according to the provisions of the National Archives Act of 2007 (RA 9470) and the procedures of the National Archives of the Philippines.

NONDISCLOSURE OF YOUR PERSONAL INFORMATION TO THIRD PARTIES EXCEPT UPON YOUR CONSENT OR AS REQUIRED OR PERMITTED BY LAW

As a general rule, UPCA will only disclose your personal and sensitive personal information to third parties with your consent. The University will disclose or share such information only when required or allowed by applicable
laws. Examples of applicable laws that may require UPCA to disclose your information pursuant to law include the Implementing Rules and Regulations and Implementing Guidelines for the Universal Access to Quality Tertiary Education Act of 2017 (RA 10931) and the UNIFAST Act (RA 10687). Please note that under the UNIFAST Act, among others, the UNIFAST Board is authorized under Section 15 to Promulgate the minimum guidelines, rules, and regulations for determining qualified Beneficiaries of student financial assistance for Tertiary Education;

Provide general guidelines for the drawing up of contracts with the student Beneficiaries specifying the rights and obligations of the parties that may include a service clause or such other stipulations of cost recovery the Board may deem in the best interest of the public and consistent with, or responsive to, national, social, economic, and human resources development plans, subject to Section 12; Monitor, assess, and make impact evaluation of StuFAPs and projects, with the end in view of determining whether these programs shall be adopted, continued, or terminated; Under the DPA, personal information may be processed e.g. disclosed, for instance, when it is necessary in order for UPCA to comply with a legal obligation; to protect your vitally important interests including life and health; necessary to respond to national emergency, public order and safety; necessary to fulfill the functions of public authority or for the pursuant to the legitimate interests of
the College 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) on the other hand may be processed, e.g. disclosed, 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, e.g. under the Education Act of 1982, parents have the right to access the educational records of children who are under their parental responsibility; such is 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 medical treatment, needed for the protection of lawful rights and interests of natural or legal persons in court proceedings, for the establishment, exercise or defense of legal claims or where provided to government or public authority.

HOW UP PROTECTS YOUR PERSONAL INFORMATION

Even prior to the effectivity of the DPA, UP put in place physical, organizational, and technical measures to protect your right to privacy, and is committed to reviewing and improving them, so as to be able to comply, among others, with its obligations under the applicable provisions of the Education Act of 1982 which require us to keep your educational records confidential. You may wish for instance to read UP’s Acceptable Use Policy for IT Resources (AUP). From time to time, UPCA posts information on relevant sites and sends emails that explain how you can secure and maintain the confidentiality of your personal information. Rest assured that UPCA personnel are allowed to process your personal information only when such processing is part of their official duties. The UPCA Integrated Graduate Program Implementation Group only discloses personal information needed by other offices such as the University Registrars of the UP Constituent Universities in order to perform their functions of verifying your identity for admissions purposes in the event your application the IGP is successful.
We encourage you to visit the UPCA site from time to time to see any updates regarding the Privacy Notice for
applicants to the IGP, and other announcements relevant to the processing of your personal information. We shall alert you regarding changes to this Policy through this site and/or through written notices e.g. email or SMS.

ACCESS TO YOUR PERSONAL INFORMATION

In case you request documents, such as Interview Evaluations, through a representative, in order to protect
your privacy, as stated above, UPCA requires you to provide a letter of authorization stating the name of your authorized representative, the purpose(s) for which the requested documents(s) will be used and your valid school identification card or government-issued ID (GIID) as well as the valid GIID of your authorized representative.

UPDATES TO THE PRIVACY NOTICE FOR APPLICANTS TO THE UPCA IGP

The UPCA continuously reviews and revises its privacy policies in order to protect the privacy of the UPCA
Community and those that transact with the college. Updates to the policy may occur in the middle of the revision of IGP Forms and without notice to the public. For the most updated policy, please ensure to check the UPCA website: upca.upd.edu.ph

QUERIES REGARDING DATA PRIVACY

If you have any Data Privacy queries or concerns regarding
your UPCA IGP Application or suggestions regarding this
privacy notice you may contact the UPCA Integrated
Graduate Program through the following:

Via post
Integrated Graduate Program, College of Architecture
P.O. Box 53 University of the Philippines,
Diliman,Quezon City,
1101 Metro Manila,
Philippines


Landline
UP VOIP (632) 981-8500
loc. 3134 Dean / 3135 Col.Sec. / 3136 Staff / 3139 Lib

Email
upca.igp.upd@up.edu.ph