Privacy Policy

The University of Makati recognizes its responsibility of protecting the personal data it collects from its applicants and current employees as part of its operations as a duly recognized higher education institution that is fully owned by the City Government of Makati. As such, the university instituted measures to ensure that only individuals who meet its application requirements are accepted as its employees. Now, in compliance with Republic Act No. 10173, also known as the Data Privacy Act of 2012, its implementing rules and regulations, and other issuances of the National Privacy Commission, the university declares that it will collect from the applicants and employees, the data subject, personal information, and sensitive personal information starting from employment application up to the data generated during the course of the employment in the university.

The University as defined in the Data Privacy Act of 2012 is the Personal Information Controller (PIC) for the processing of personal data which they will provide. To comply with the said law, the University is notifying the employees of its implementation.

We, the University of Makati (UMak) have a strong commitment to protect the applicants’ and employees’ personal information from any breaches or unauthorized use of personal information in compliance with the Data Privacy Act (DPA) of 2012 otherwise known as Republic Act (R.A.) 10173 as governed by the National Privacy Commission (NPC).

The UMak warrants that they can make knowledgeable decisions and feel confident in providing their personal information with us, we are providing them this Data Privacy Statement outlining our data collection, usage, retention, disclosure, and disposal practices and their rights as “Data Subjects”, as defined by the Act.
This notice applies to all applicants and employees whose personal information is collected and processed by the University. This notice explains:

1. Personal information should be collected
2. Purpose for collection and use of personal information
3. Disclosure and transfer of personal information
4. Retention and disposal of personal information
5. Rights of Data Subject
6. Notifications in case of breach of information
7. Compliance with Data Privacy Clauses on Contracts
8. Updates the Data Privacy Policy Statement
9. For further information

1. 1. PERSONAL INFORMATION SHOULD BE COLLECTED

The term “Personal Information” refers to any information whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual as defined by the Data Privacy Act. Collected personal data may include any of the following:

1. About an individual’s race, ethnic origin, marital status, age, color, and religious, philosophical, or political affiliations;
2. About an individual’s health, education, employment history, genetic or sexual life of a person, 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; and
3. Issued by government agencies peculiar to an individual which includes, but is not limited to, social security numbers, previous or current health records, licenses or their denials, suspension or revocation, and tax returns.
2. PURPOSE FOR COLLECTION AND USE OF PERSONAL INFORMATION

As they intend to become an employee of the University, we will ask for their personal information (e.g., name, address, and contact information) to process their employment. Below are the activities where we will or may collect their personal information

a) During application processing
Upon applying for a post/job/position, the Human Resource Management Office (HRMO) will collect personal information and documentary requirements to verify the identity, for interviews, and assessment to determine the eligibility to be employed in the University.
Based on the urgency or need to fill up the vacancy, the University may use different means to gather your personal information, which may include the following, but not limited to:

1. Electronic mail (email)
2. Digital Forms (google forms, website and system forms)
3. Postal mail
4. Courier (LBC, Lalamove, and other courier service)
5. Telephone Calls
6. Manual Forms (Both for Internal and External purposes)

b) Upon employment
Upon employment, the UMak may collect additional personal information and other pertinent information related to employment that is needed to process the following:

1. Tax and other statutory and regulatory reporting (e.g., Tax Identification Number, GSIS, Philippine health Insurance, and HDMF, Driver’s License, PRC License, Civil Service Eligibility and others);
2. Medical information (e.g., physical examination, psychiatric evaluation, drug test results, and laboratory results); and
3. Insurance requirements;
4. Travel, visa, hotel, and transit booking for external training or official business travel;
5. Monitoring and performance evaluation including conduct;
6. Others, as required.

In addition, there will be various occasions when the UMak will acquire other forms of information (e.g., pictures or videos of activities you supervised or involved in, recordings from closed-circuit television cameras installed within the University’s premises for security purposes, etc.) or generate statistical information (e.g., University ranking; performance in rankings, etc.).

1. Personal history form / Application form;
2. Posting of information through university group, Facebook messenger and/or Viber;
3. Individual’s application for group insurance;
4. Third-party Service Providers’ forms;
5. Electronic of digital forms;
6. Other UMak Forms/Templates;

Personal information may be or will be collected using the following means among others:

c) During the course of employment

During the stay at the University, the employee may be required to provide personal information for the following purposes, but not limited to (ref. letters a to q):

a. Faculty and Staff activities
Personal information will or may be collected about academic and non-academic activities such as field trips, outreach and career talks programs, supervisory roles in student organizations/clubs, school papers, varsity, and cultural groups, coaching in competitions, programs, rehearsals, and seminars, and other over-seeing activities that the faculty or staff is involved using the following forms:

i. Authority to Work Overtime

ii. Official Business Form/Locator Slip

iii. Other UMak Forms/Templates

iv. Application for Leave of Absence/Sickness

b. Discipline procedures
The Umak personnel will or may collect personal information to monitor the conduct, manage complaints, investigate incidents/violations, and impose disciplinary sanctions.

c. Further studies
The UMak personnel will or may collect personal information for Graduate school programs that intend to avail of and assess whether the course is related to the area of specialization/assignment using the following forms:

i. Application for the Availment of financial assistance to pursue Graduate studies;

ii. Other UMak Forms/Templates

d. Mental Health Services
The UMak personnel will or may collect personal information to obtain the mental health
history through counseling and other services with the following forms:

i. Mental Health Survey and/or Evaluation form;

ii. Other UMak Forms/Templates

e. Safety and Security Operation
In the conduct of security operations, UMak may obtain the videos from our closed-circuit television (CCTV) cameras installed within the University’s premises.

f. Health Services
Personal data may be obtained to maintain records of the medical and dental history, results of the annual physical examination, clinic consultations, and medical treatments using the following forms:

i. Health Records

ii. Dental records

iii. Health Questionnaire

iv. HMO records

v. Other UMak forms

Personal information may be used by the University to determine the physical fitness to be employed and be able to provide the proper care when the employees avail of the University’s health services or in case of an emergency.
g. Library Services
The UMAK will or may collect personal information about the use of library materials and facilities.

h. Personnel Development
The University will or may collect your personal information for seminars and workshops related to the nature of employment using the following forms:

i. Seminar-Workshop/Training/Conference request form

ii. administrative staff information

iii. other forms

i. Research
The Umak will collect personal information to be used in statistical research, surveys, and other activities in the conduct of university research, including the compliance of reports to related government agencies.

j. Information Technology (IT) Services
Personal information will be collected and used to provide access to the University’s applications and systems.

k. Awards
The University awards/citations are a matter of public record. The University may disclose to third parties whether or not they have received an award and if so, the date and classification, without notification. Such a disclosure would be subject to a check regarding the origin of the request.

l. Information Dissemination
Contact information is processed by the University to be able to effectively communicate with the employees and their family members, or other people to be notified in the case of an emergency.

The University may use this information to contact you via digital platforms and/or short message services (SMS) for work-related matters. The University may also inform you of the need to contact certain University offices to submit certain requirements on a certain date or otherwise disseminate information that you need to know by posting your name and other relevant personal information on campus bulletin boards and in the department offices.

m. Transportation Arrangement
Personal information will be utilized by our authorized employee for the use of university transportation service to pick up and transport you on the date, time, and location requested, and to appropriately charge transportation fees, if needed.

n. Accounting Purposes
The University processes financial information related to your employment, (e.g. statutory salary deductions, study grants, employee benefits and entitlements, etc.) pursuant to its contractual or legal obligations as part of the University’s legitimate interests and that of taxpayers.

o. Financial Audit
In preparing our financial reports, we will or may provide documents or files that may bear your personal information to our external auditors, who are engaged to check for the consistency, accuracy, and validity of our financial records.

p. Compliance Activities
Personal information will or may be used to comply with contractual, organizational, and regulatory requirements (e.g., submission of requirements to education institutions and government agencies).

q. Other Activities
Personal information will be collected for monitoring purposes, records management, University programs/activities, recognition of achievements/celebrations, other services that may avail, and other activities as deemed necessary for business purposes only (e.g., Teacher’s Day, Foundation Day, etc.)

3. DISCLOSURE AND TRANSFER OF PERSONAL INFORMATION

Personal information may be shared through email or by any other means available by any of our authorized employees across the University network and other entities or organizations for purposes of accreditation, learning and development, retirement fund/ benefit, and other activities or as deemed necessary for business purposes.

UMak may disclose the information to law enforcement, regulatory, government agencies, professional bodies, and other third parties, as required by and/or by applicable laws or regulations. This may include disclosures outside the country, if necessary. As part of our commitment to protect personal information, UMak will review and use personal information to determine whether disclosure is required or permitted.

The University ensures that personal information shared through email or by any other means available is protected with the Information Technology Office (ITO) or manual systems and controls in place to mitigate the risk of data breaches. UMak ensures that all the employees across are well informed of the Data Privacy Act (DPA) and their responsibilities as Personal Information Controllers/Processors, particularly in sharing personal information. place to mitigate the risk of data breaches. UMak ensures that all the employees across are well informed of the DPA and their responsibilities as Personal Information Controllers/Processors, particularly in sharing personal information.

4. RETENTION AND DISPOSAL OF PERSONAL INFORMATION

The retention of personal information in various forms such as paper or electronic files. Only authorized University employees are allowed to access the personal information for privacy and security purposes. All the personal information collected and documented in various official UMak Forms/Templates will be filed by the designated custodians in a locked storage room for the security and protection of personal information.

On the other hand, personal information in electronic forms will be retained in our computer systems, which we have employed with information security controls.

Personal information based on the University retention plans from the date of the last transaction with the university or for as long as required by laws or regulations, and/or it is needed for a relevant purpose as described in this Statement.

The storage and disposal of personal information should be based on the National Archive of the Philippines (NAP) or other related laws.

5. RIGHTS AS DATA SUBJECT

Under RA 10173, the following are some of the rights the data subject may exercise, The University acknowledges the rights of the Data Subject. Thus, the applicants/employees (data subject) are entitled to the following:

i. Right to be informed on the collection and processing of personal data through this consent form;

ii. Right to object to the processing of personal data or to restrict the processing of personal data upon request;

iii. Right to access the personal data collected and processed, upon request;

iv. Right to request for rectification of personal data;

v. Right to withdraw his or her consent;

vi. Right to file a complaint with the National Privacy Commission, if any of the Data Privacy Act provisions regarding the security of your personal information, including your rights as data subjects, are violated.

For further knowledge and reference about your rights as data subjects and how can you exercise them, you may visit NPC’s official website at https://privacy.gov.ph/.

6. NOTIFICATION IN CASE OF BREACH OF PERSONAL INFORMATION

If personal information is breached, UMak is prepared to follow any laws and regulations, which would require us to notify the person of such a breach including the quality of information affected.

7. COMPLIANCE WITH DATA PRIVACY CLAUSES ON CONTRACTS

As an applicant or employee of the University, they are expected to comply with security-related and privacy clauses that need to be executed as part of standard terms of business and/or contract(s).

8. UPDATES TO OUR DATA PRIVACY POLICY STATEMENT

The UMak may amend this privacy statement from time to time and the updated version shall apply and supersede any previous versions. We will inform you through email to keep you up to date on the changes in our privacy policy.

9. FOR FURTHER INFORMATION

If you have further questions about our Data Privacy Policy and Statement, you may contact our Center for Data Protection and Records Management (CDPRM): [email protected]