DATA PRIVACY NOTICE AND CONSENT FOR ACADEMIC RECORD APPLICANTS

The Office of the University Registrar (OUR) of Bataan Peninsula State University manages the Online Request for Documents (ORFD) System, which collects personal data necessary for requesting academic credentials such as Official Transcript of Records, Diploma, Certification, and more. The data provided by applicants is protected in compliance with Republic Act 10173, also known as the Data Privacy Act of 2012, along with its implementing rules, regulations, and policies from the National Privacy Commission.

HOW WE COLLECT AND PROCESS YOUR DATA:

The BPSU OUR, through the ORFDS, collects personal data each time an applicant requests documents. Collected data includes the applicant’s full name, student number, complete address, educational information, and contact information (mobile number, email address).

The data collected will be used to verify the applicant's identity and to coordinate with them regarding their application. Your personal data is processed for record-keeping and monitoring purposes.

HOW WE PROTECT YOUR DATA:

BPSU OUR implements organizational, physical, and technical security measures to protect the personal data we collect. These measures ensure the availability, integrity, and confidentiality of personal data, safeguarding against accidental or unlawful destruction, alteration, and disclosure.

Access to your data is restricted to authorized personnel who handle it under strict confidentiality. Any data security incident or breach reported to the University will be recorded, and necessary steps will be taken to address and mitigate the situation.

HOW WE STORE AND RETAIN YOUR DATA:

Your personal data is stored in both physical and digital forms within our on-campus facilities and data centers. Security measures are in place to ensure that only authorized personnel can access this data for legitimate purposes. The retention period for your personal data is governed by law and the University's Records Disposition Schedule, and data is disposed of in a manner that protects your privacy when no longer needed.

HOW AND WHEN WE DISCLOSE PERSONAL DATA:

We disclose personal data only when permitted by law or regulation. This may include disclosure to comply with legal obligations, for audits and reviews by government agencies, or to prevent or mitigate fraud, security issues, or technical risks. Any disclosure is made only to the extent required by law.

ACCESS TO AND CORRECTION OF YOUR PERSONAL DATA AND YOUR RIGHTS UNDER THE DATA PRIVACY ACT

You have the right to access your personal data processed by BPSU OUR. To protect your privacy, you will need to present a valid ID to verify your identity when accessing this data. If a representative is accessing the data on your behalf, a letter of authorization, along with IDs of both you and your representative, is required.

If your data needs updating, you may update it in your account or contact the office. Additionally, you have the following rights under the Data Privacy Act:

1. The right to be informed about the processing of your data.
2. The right to object to the processing, suspend, withdraw, or request the deletion of your data, with exceptions where processing is legally required.
3. The right to receive damages for inaccuracies or unauthorized data use.
4. The right to lodge a complaint with the National Privacy Commission after first attempting resolution with the University's registrar office at [email protected].