DATA PRIVACY CONSENT FORM
(For Applicants, Cadets and Alumni)
MOL Magsaysay Maritime Academy puts premium value to the privacy and security of personal data entrusted by its stakeholders (e.g. cadet, alumni, other affiliates and non-affiliates) for legitimate purposes.
We aim to comply with the Data Privacy Act of 2012 (DPA) and cooperate fully with the National Privacy Commission (NPC). We regard your privacy with utmost importance. MMMA is committed to meeting both your personal privacy, which is important to us, and ensuring that our genuine and legitimate interests as an educational institution and our ability to fully and effectively carry out our responsibilities as such are met.
In this Form, the terms, “personal data” and “information” are used interchangeably. When we speak of “personal data”, the term includes the concepts of personal information, sensitive personal information, and privileged information. The first two are typically used to distinctively identify you. For their exact definitions, you may refer to the text of the DPA
Processing of Personal Data
A. Collection of Information
We collect your personal data that include those you provide us during your application for admission, information we acquire or generate upon enrolment and during the course of your stay with us.
1. Information you provide us during your application for admission
Upon application for admission, we collect information about personal circumstances and contact information such as – but not limited to – name, your email address, telephone number and other contact details, family history, previous academy attended, academic performance, disciplinary record, medical record, etc.
2. Information we acquire or generate upon enrolment and during the course of your stay with us
Upon enrollment and during the course of your stay with us, we collect information on your academic or curricular undertakings, the classes you enroll in and scholastic performance, attendance record, medical record, etc. We will also collect information for and in relation to co- curricular matters, such as outreach activities, as well as extra-curricular activities, such as membership in cadet organizations, leadership positions and participation and attendance in seminars, competitions and programs. We will also collect information in connection with any disciplinary incident, including accompanying sanctions that you may be involved in.
B. Access to Information
Your personal information is accessed and used by MMMA, specifically the Admission and Marketing, Office of cadet affairs, and Registrar and Records personnel who have legitimate interest in it for the purpose of carrying out their mandated duties.
We use and share your information as permitted or required by law to pursue our legitimate interests as an educational institution, including a variety of academic, administrative, historical, and statistical purposes.
Some examples of situations when we may use your information to pursue our legitimate interests as an educational institution are as follows:
1. evaluating applications for admission to MMMA;
2. processing confirmation of incoming cadets in preparation for enrollment;
3. recording, generating and maintaining cadet records of academic, co-curricular and extra- curricular progress;
4. establishing and maintaining cadet information systems;
5. sharing of grades between and among faculty members, and others with legitimate official need, for academic deliberations;
6. processing financial assistant, grants and other forms of assistance;
7. investigating incidents that relate to cadet behavior and implementing disciplinary measures;
8. maintaining directories and alumni records; compiling and generating reports for statistical and research purposes;
9. providing services such as health, counseling, information technology, library, sports/recreation, transportation, safety and security;
10. managing and controlling access to campus facilities and equipment;
11. communicating official academy announcements; sharing marketing and promotional materials regarding academy-related functions, events, projects and activities;
12. soliciting your participation in research and non-commercial surveys;
C. Sharing of Information
Some examples of when we may share or disclose your personal information to others include:
1. posting of class lists and class schedules in academy bulletin boards or other places within the academy;
2. sharing of information to persons, including parents, guardians or next of kin, as required by law or on a need-to-know basis as determined by the academy to promote your best interests, or protect your health, safety and security, or that of others;
3. providing academic institutions, companies, government agencies, private or public corporations, or the like, upon their request, with scholastic ranking information or certification of good moral character for purposes of admission
4. sharing information to potential donors, funders or benefactors for purposes of scholarship, grants and other forms of assistance;
5. distributing the list of graduates and awardees during commencement exercises;
6. reporting and/or disclosing information to the NPC and other government bodies or agencies (e.g., Commission on Higher Education);
7. sharing information for accreditation and academy ranking purposes
8. responding to inquiries verifying that you are a bona fide cadet or graduate of the academy;
9. conducting research or surveys for purposes of institutional development;
10. sharing your directory information to the academy’s alumni association;
11. intend to use your personal information for purposes other than our legitimate interests
12. publishing academic, co-curricular and extra-curricular achievements and success, including honors lists and names of awardees in academy bulletin boards, website, social media sites and publications;
13. sharing your academic accomplishments or honors and co-curricular or extracurricular achievements with academy you graduated from or was previously enrolled in, upon their request;
14. marketing or advertising to promote the academy, including its activities and events, through photos, videos, brochures, website posting, newspaper advertisements, physical and electronic bulletin boards, and other media;
15. publishing communications with journalistic content, such as news information in MMMA’s publications, social media sites and news and media organizations
Data Protection
We shall implement reasonable and appropriate organizational, physical, and technical security measures for the protection of personal data which we collected.
The security measures shall aim to maintain the availability, integrity, and confidentiality of personal data and are intended for the protection of personal data against any accidental or unlawful destruction, alteration, and disclosure, as well as against any other unlawful processing
We only permit your data to be accessed or processed by our authorized personnel who hold such information under strict confidentiality. We restrict access to information to just anyone who like to know/obtain such information without justifiable ground.
Any data security incident or breach that comes to the knowledge of MMMA will be recorded and reported as required by law. MMMA will take all necessary and reasonable steps to address such incident or breach and mitigate any negative effect of such incident or breach. If there is strong suspicion that an incident affects your personal information, MMMA will notify you of such incident in an appropriate manner.
Confidentiality
After successfully completing your degree program at MMMA and you are already an alumnus, your personal information remains private/confidential.
Our employees shall operate and hold personal data under strict confidentiality. They are required to sign non-disclosure agreements and are have received training on the company’s privacy and security policies to ensure confidentiality and security of personal data.
Right to Privacy
As provided by the Act, you may object to the processing of your personal data, request to access your personal information, and/or have it corrected, erased, or blocked on reasonable grounds. For the details of your rights as a data subject, you can get in touch with our Data Privacy Officer at contact details below or at National Privacy Commission at
https://privacy.gov.ph/. MMMA will consider your request and reserves the right to deal with the matter in accordance with the law.
Contact Information
If you have further questions or concerns regarding your privacy rights, this Consent Form or any matter regarding the Data Privacy Act of 2012, you may contact our Data Protection Officer through the following details:
The Data Protection Officer
Tel. No.: +632 3178093492 or (046) 481 4800 local 4914
Email Address: dpo@mmma.edu.ph
Consent
I have read this form, understood its contents and consent to the processing of my personal data. I understand that my consent does not preclude the existence of other criteria for lawful processing of personal data and does not waive any of my rights under the Data Privacy Act of 2012 and other applicable laws.
DATA PRIVACY NOTICE:
Student Application and Enrollment
mol assures stakeholders that safeguarding of personal data is of utmost priority of the institution. The Data Privacy Notice provides information on collection; use; storage, retention and destruction; access; and disclosure and sharing of personal records of student applicants and students.
I. Data Subject – Student-Applicants
A. Collection
mol, through the Admissions Center, collects personal information from applicants upon registration to the online portal, which is part of its online enrollment system. Student-applicants, 18 years old above, are expected to accomplish this form. For Senior High School –applicants below 18 years of age, applicants are expected to have sought their parents consent upon application.
The personal data collected consist of:
- Complete Name, Gender, Birthday, Civil Status, Nationality, Residence, and Contact Numbers (Telephone and Mobile Numbers), Email of Applicant
- Disability/Ailment
- Name, Address, Contact Number, and Email of Parents
- Name, Address, Contact Number, and Email of Guardian/Spouse (if applicable)
- Name and Address of High School and/or College; Inclusive Years of Attendance, and awards/honors received
- Licensure Exams passed and Work Experience (If applicable)
Additional:
For International Students
- Photocopy of Birth Certificate and Scholastic Records duly authenticated by Philippine Service Post located in the student’s country of origin or legal residence.
- Photocopy of passport bio-page duly authenticated by Philippine Foreign Service post and latest admission with valid authorized stay
- Photocopy of notarized affidavit of support including bank statements or notarized notice of grant for institutional scholars to cover for the expenses for the student’s accommodation and subsistence, as well as school dues, and other incidental expenses
For Filipino students with dual citizenship
- Photocopy of valid Philippine Passport or Photocopy of Certificate of Recognition as citizen of the Philippines issued by the Bureau of Immigration
- Entrance examination produces scores for each individual applicant. Other personal information of applicants is revealed and obtained from the interview.
B. Use
Personal Data collected via online registration will be used for identification of applicant and verification of data against other requirements submitted. Aggregate profile of applicants shall be generated by the Admissions Center, which can be used to strengthen recruitment. Contact information of applicants of the right age and of parents of minors are utilized to communicate instructions and to follow up application, if necessary. Other personal records such as grades and entrance test scores are bases for evaluation of application.
C. Storage, Retention and Destruction
Applicants are ensured that personal records will be protected against accidental and unlawful destruction, alteration, and disclosure. Security measures are in place for storing records. Once enrolled, records will be retained until graduation or even after transfer to another educational institution. For applicants who did not enroll, records will be deleted and destroyed one academic year after.
D. Access
Personal data will be held with utmost confidentially. Access to the record is limited only to authorized staff and administrators for purposes related to their tasks in the application and admitting of students.
E. Disclosure and Sharing
Personnel who have access are bound to protect personal data from accidental and unlawful disclosure and sharing. However, mol will be obliged if mandated by law and legal proceeding.
II. Data Subject – Students
A. Collection
Aside the personal data obtained during the application period, original copies of records from students shall be collected upon enrollment through the Admissions Center
- Copy of the Birth Certificate (For international students, the copy is duly authenticated by the Philippine Foreign Service Post from the country of origin or legal residence
- Original copy of grades for the last academic year from the last school attended
(For international students, the copy is duly authenticated by the Philippine Foreign Service Post from the country of origin or legal residence.)
Report Card for Senior High School and College applicants
- Transcript of Records for College Transferees
- Drug Test results; Affidavit of Waiver for transferees
- Honorable Dismissal/Transfer Credential/Certificate of Eligibility to Transfer for College Transferees
Additional for International students:
- Six (6) copies of the Student’s Personal History Statement (PHS) duly signed by him/her, and his/her national alphabet accompanied by his/her personal seal, if any, and containing, among others, his/her left and right thumbprints and a 2x2 inch photograph on plain white background taken not more than six months prior to submission
Consequently, personal records of students during their entire stay in mol will be updated which comprised the following: financial data; disciplinary and attendance records; grades in subjects/courses taken; honors and achievements; routine interview, counseling and testing records; and Notice of Acceptance from mol Admissions Center and Alien Certificate Registration for International students. These subsequent data are protected and used responsibly by specific offices accountable for collection.
B. Use
Personal data of newly admitted students are taken collectively by the Admissions Center to produce a general profile of new students per Department. Aggregate results are deemed useful for the Department to address the needs of students and to provide the academic environment and support programs suited for students. Other personal records are given specifically to the Chairperson, Prefects, and Guidance Counselor for monitoring purposes.
The copies of personal records are collected for turn-over to the Registrar’s Office and the Guidance and Counseling Office for storage and safekeeping; and for purposes relevant to their duties and responsibilities.
Information like contact numbers and addresses are maintained and are accessible to authorized personnel of the Department/Office for communication purposes in case of problems and crises and in matters related to school activities.
C. Storage, Retention and Destruction
The personal record of every student will be stored securely and will be updated by concerned offices for as long the student is enrolled in mol. Security measures are in placed to protect the record from destruction, alteration, and disclosure. All records are retained even after graduation or transfer to another educational institution, except for records turned over to the Guidance and Counseling Office which destroys the data 5 years after graduation and 3 years after transfer.
D. Access
Personal data will be held with utmost confidentially. Access to the record is limited only to authorized staff and administrators for purposes related to their responsibilities.
E. Disclosure and Sharing
Personnel who have access are bound to protect personal data from disclosure and sharing. However, mol will be obliged if mandated by law and legal proceeding, and if there is a need to protect health and life.
Other Personal records are also shared through the Registrar’s Office as mandated by the following: Department of Education, Commission on Higher Education, Professional Regulation Commission, Civil Service Commission, and Bureau of Immigration. Verification of graduation/enrollment by a company as part of its employment background investigation is allowed provided that such request was authorized by the student/graduate.
