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.
