MOL MAGSAYSAY MARITIME ACADEMY
DATA PRIVACY NOTICE AND CONSENT FORM FOR STUDENTS
MOL Magsaysay Maritime Academy, Inc. (“we” or “us”) respects your right to data privacy and we are committed to protect and secure your personal information. This Data Privacy Policy explains how we handle your personal data that we collect in accordance with RA 10173 otherwise known as the Data Privacy Act of 2012.
Definition of Terms
Personal Information refers to any information from which the identity of an individual is apparent or can be reasonably and directly ascertained, or when put together with other information would directly and certainly identify as an individual.
Sensitive Personal Information refers to personal information:
about an individual’s race, ethnic origin, marital status, age, color, and religious, philosophical or political affiliations;
about an individual’s health, education, genetic or sexual life, or to any proceeding for any offense committed or alleged to have been committed by such person, the disposal of such proceedings, or the sentence of any court in such proceedings;
issued by government agencies peculiar to an individual which includes, but not limited to, passport numbers, social security numbers, previous or current health records, licenses or its denials, suspension or revocation, and tax returns; and specifically established by an executive order or an act of Congress to be kept classified.
Information We Collect
MMMA collects and maintains the following personal information of students as part of the student records.
1. Complete Name
2. Current and/or previous address
3. Contact details (e.g. mobile and/or phone number, email address)
4. Date and Place of Birth
5. Age
6. Civil Status
7. Citizenship
8. Religion
9. Identification Numbers and Information
10. Student Number
11. Program
12. Contact person and contact details
13. Relationship with contact person
14. Educational background (elementary, secondary, tertiary (if applicable)
15. Form138 and 137
16. Transcript of Records (if applicable)
17. Certificate of Good Moral Character
18. PSA Authenticated Birth Certificate
19. Picture
20. Family background and information
21. Skills and achievements
22. Medical history
23. Financial records
24. Disciplinary records
25. Admission examination records and results
We also collect the following personal information from students applying for the Study Now Pay Later program.
1. NBI and Police Clearance
2. Proof of Income/Income Tax Return/Certificate of Employment
3. Co-maker’s ID, proof of billing, and proof of income
4. Collaterals and Proof of ownership
5. Location map of student, parents, and co-maker
6. Picture of students, parent/s, and co-maker
Processing of Student Personal Data
MMMA only collects the Personal Data needed to effectively carry out its operations as an academic institution. We collect, use, and process your Personal Data for the following purposes:
1. Process your application for admission, financial aid (e.g. Study Now Pay Later program), and student identification card among others
2. Proceed with the academic and non-academic related operations (e.g. enrollment, grades encoding, updating of statement of accounts, et al)
3. Update of your student profiles
4. Issuance of student documents (e.g. certification, transcript of records, diploma, et al)
5. Compliance to Commission on Higher Education and other related agencies.
6. Marketing and promoting MMMA, its students, and other academic and non-academic activities inside and outside the campus
By signing our Consent form, you are also hereby allowing MMMA to share your information with the following:
1. Mitsui O.S.K. Lines, Magsaysay Maritime Corporation, and principals of other shipping companies for onboard training and employment opportunities
2. Prince Technologies Corporation as the school management system provider of MMMA
3. Third parties who perform services on our behalf (e.g. Sodexo)
4. Extension partners for the implementation and documentation of our outreach programs (e.g. coastal clean-ups, bloodletting activities, community immersions, et al)
5. Your parents and legal guardians for monitoring of academic and non-academic performance, financial concerns, among others
Security of Data Collected
Physical, technical, and organizational measures are put in place to ensure the accuracy, integrity, confidentiality, and security of the personal data collected from natural dangers, accidental loss or destruction, and unlawful access, fraudulent misuse, illegal destruction alteration, and contamination.
Retention of Data Collected
MMMA shall retain the physical and digital copies of your permanent student records for as long as necessary to fulfill the purposes outlined in this Privacy Notice.
Amendment
This Privacy Notice and Consent Form may be amended at any time without prior notice. Such amendments shall be notified to you via the school management system or through email.
For data protection concerns or to report privacy incidents, please contact the MMMA Data Protection Officer:
Email: levie.salinas@mmma.edu.ph
Landline: (046) 481-4800
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.
