The Samar State University Federation of Alumni Associations, like the University itself, is committed to uphold Republic Act 10173 - the Philippine Data Privacy Act of 2012 in the course of processing personal and sensitive information of alumni members.
This notice explains in general terms, the purpose and legal basis for the processing of such personal information collected by SSUFAA from alumni like you, the measures in place to protect your data privacy and the rights that you may exercise in relation to such information.
The term SSUFAA/Association)/us/our refers to the Samar State University Federation of Alumni Associations. The term you/your refers to bona fide alumni of Samar State University in all its campuses.
PERSONAL INFORMATION COLLECTED FROM ALUMNI, THE PURPOSE AND LEGAL BASIS FOR COLLECTING THE INFORMATION
Various SSU offices as well as the SSUFAA collect your personal information through paper based and online processing systems. Some applications require you to provide a photograph. In some instances, your image may be captured by SSU' CCTV cameras when you file paper based applications.
In the case of alumni who earned a degree or certificate from the University, you provided personal information in the course of your enrollment and when you subsequently applied for graduation.
Your name, contact details, information about your SSU education including your student number or information are used to verify your identity and prevent identity fraud, create or update your SSUFAA alumni membership record and may include providing you with a SSUFAA ID as well as services e.g. SSU alumni email.
Information about your SSU education e.g. degree or certificate obtained or number of units earned, scholastic standing, disciplinary record are used to determine whether you are qualified to be a regular member of the SSUFAA pursuant to its By Laws so that the University will be able to inform the SSUFAA if you are entitled as a matter of right to vote and/or be voted upon during the SSUFAA elections and may also be used to determine whether you are qualified to receive awards from the University and/or SSUFAA.
Your address(es) email and telephone or cellular phone numbers are used in order to contact you in the manner that you have indicated in your SSU record and/or SSUFAA membership application/renewal, for the purpose of informing you of University alumni and/or SSUFAA events or news about SSU, to transmit SSU and/or SSUFAA publications and messages , opportunities for making donations to SSU or SSUFAA in cash or through services/volunteer work, relaying messages from other SSUFAA members.
Health information in the form of dietary restrictions, allergies, disabilities etc may be provided by SSU and/or SSUFAA to service providers in the course of organizing events.
The abovementioned personal and sensitive personal information may also be used by SSU and/or SSUFAA for providing you with other services such as access to University e.g. library, museum, or SSUFAA facilities and for such other purposes that would enable SSU and/or SSUFAA to carry out their respective mandates pursuant to the SSUFAA bylaws and the provisions of the SSU Charter RA 9313.
SSUFAA does not process your personal information to carry out any wholly automated decision making that affects you.
When consent is the appropriate or relevant basis for collecting your personal information, the University and/or SSUFAA will obtain such consent in written, electronic, or recorded form at the appropriate time. Pursuant to the RA10173, you are allowed to withdraw consent at any time.
NON-DISCLOSURE OF YOUR PERSONAL INFORMATION TO THIRD PARTIES EXCEPT UPON YOUR CONSENT OR AS REQUIRED OR PERMITTED BY LAW
As a general rule, SSU and/or SSUFAA will only disclose your personal and sensitive personal information to third parties with your consent.
The University and/or the alumni association will disclose or share such information only when required or allowed by law.
Under the RA10173, personal information may be processed, e.g. collected, stored and disclosed, when it is necessary in order for SSU and/or SSUFAA to comply with a legal obligation; to protect your vitally important interests including life and health; respond to a national emergency, public order, and safety; fulfill the functions of public authority the pursuant to the legitimate interests of the University or a third party, except where such interests are overridden by your fundamental rights.
Sensitive personal information (e.g. confidential educational records, age/birthdate, civil status, health) on the other hand may be processed, e.g. collected, stored and disclosed, when such is allowed by laws and regulations, such regulatory enactments provide for the protection of such information and the consent of the data subject is not required under such law or regulation. Sensitive personal information may also be processed when needed to protect the life and health of the data subject or another person and the data subject is unable to legally or physically express consent, in the case of medical treatment, or needed for the protection of lawful rights and interests of natural or legal persons in court proceedings, and for the establishment, exercise or defense of legal claims or where provided to government or public authority.
HOW SSU and/or SSUFAA PROTECTS YOUR PERSONAL INFORMATION
Even prior to the effectivity of RA10173, SSU put in place physical, organizational and technical measures to protect your right to privacy and is committed to reviewing and improving the same, so as to be able to comply, among others, with its obligations under the applicable provisions of the Education Act of 1982 which require SSU to keep your educational records confidential.
From time to time SSU (SSUFAA will) posts information on relevant sites and sends emails that explain how you can secure and maintain the confidentiality of your personal information.
Rest assured that SSU and/or SSUFAA personnel are allowed to process your personal information only when such processing is part of their official duties. This is enforced in the case of ICT-based processing systems, e.g. the database of the Alumni Relations etc. by assigning access to modules based on the official functions of personnel.
ACCESS TO AND CORRECTION OF YOUR PERSONAL INFORMATION
You have the right to access personal information being processed by SSU and/or SSUFAA about you.
In order for SSU and/or SSUFAA to see to it that your personal information is disclosed only to you, these offices will require the presentation of pertinent IDs or other documents that will enable SSU and/or SSUFAA to verify and confirm your identity. In case you process or request documents through a representative, in order to protect your privacy, SSU and/or SSUFAA will require you to provide a letter of authorization specifying the purpose for the request of documents or the processing of information and your SSU or SSUFAA ID, or other valid government-issued ID (GIID) as well as the valid GIID of your representative.
As mentioned above, SSU and/or SSUFAA requires you to provide correct information. In the event that your information needs to be updated, the relevant University and/or SSUFAA websites and offices provide information regarding how you can request the correction of your personal information.
QUERIES REGARDING DATA PRIVACY
We encourage you to visit this site from time to time to see any updates regarding this Privacy Notice. We will alert you regarding changes to this Policy through this site and/or through written notices, e.g. email or social media.
For queries, comments or suggestions regarding this privacy notice, please contact SSU and/or SSUFAA
This notice explains in general terms, the purpose and legal basis for the processing of such personal information collected by SSUFAA from alumni like you, the measures in place to protect your data privacy and the rights that you may exercise in relation to such information.
The term SSUFAA/Association)/us/our refers to the Samar State University Federation of Alumni Associations. The term you/your refers to bona fide alumni of Samar State University in all its campuses.
PERSONAL INFORMATION COLLECTED FROM ALUMNI, THE PURPOSE AND LEGAL BASIS FOR COLLECTING THE INFORMATION
Various SSU offices as well as the SSUFAA collect your personal information through paper based and online processing systems. Some applications require you to provide a photograph. In some instances, your image may be captured by SSU' CCTV cameras when you file paper based applications.
In the case of alumni who earned a degree or certificate from the University, you provided personal information in the course of your enrollment and when you subsequently applied for graduation.
Your name, contact details, information about your SSU education including your student number or information are used to verify your identity and prevent identity fraud, create or update your SSUFAA alumni membership record and may include providing you with a SSUFAA ID as well as services e.g. SSU alumni email.
Information about your SSU education e.g. degree or certificate obtained or number of units earned, scholastic standing, disciplinary record are used to determine whether you are qualified to be a regular member of the SSUFAA pursuant to its By Laws so that the University will be able to inform the SSUFAA if you are entitled as a matter of right to vote and/or be voted upon during the SSUFAA elections and may also be used to determine whether you are qualified to receive awards from the University and/or SSUFAA.
Your address(es) email and telephone or cellular phone numbers are used in order to contact you in the manner that you have indicated in your SSU record and/or SSUFAA membership application/renewal, for the purpose of informing you of University alumni and/or SSUFAA events or news about SSU, to transmit SSU and/or SSUFAA publications and messages , opportunities for making donations to SSU or SSUFAA in cash or through services/volunteer work, relaying messages from other SSUFAA members.
Health information in the form of dietary restrictions, allergies, disabilities etc may be provided by SSU and/or SSUFAA to service providers in the course of organizing events.
The abovementioned personal and sensitive personal information may also be used by SSU and/or SSUFAA for providing you with other services such as access to University e.g. library, museum, or SSUFAA facilities and for such other purposes that would enable SSU and/or SSUFAA to carry out their respective mandates pursuant to the SSUFAA bylaws and the provisions of the SSU Charter RA 9313.
SSUFAA does not process your personal information to carry out any wholly automated decision making that affects you.
When consent is the appropriate or relevant basis for collecting your personal information, the University and/or SSUFAA will obtain such consent in written, electronic, or recorded form at the appropriate time. Pursuant to the RA10173, you are allowed to withdraw consent at any time.
NON-DISCLOSURE OF YOUR PERSONAL INFORMATION TO THIRD PARTIES EXCEPT UPON YOUR CONSENT OR AS REQUIRED OR PERMITTED BY LAW
As a general rule, SSU and/or SSUFAA will only disclose your personal and sensitive personal information to third parties with your consent.
The University and/or the alumni association will disclose or share such information only when required or allowed by law.
Under the RA10173, personal information may be processed, e.g. collected, stored and disclosed, when it is necessary in order for SSU and/or SSUFAA to comply with a legal obligation; to protect your vitally important interests including life and health; respond to a national emergency, public order, and safety; fulfill the functions of public authority the pursuant to the legitimate interests of the University or a third party, except where such interests are overridden by your fundamental rights.
Sensitive personal information (e.g. confidential educational records, age/birthdate, civil status, health) on the other hand may be processed, e.g. collected, stored and disclosed, when such is allowed by laws and regulations, such regulatory enactments provide for the protection of such information and the consent of the data subject is not required under such law or regulation. Sensitive personal information may also be processed when needed to protect the life and health of the data subject or another person and the data subject is unable to legally or physically express consent, in the case of medical treatment, or needed for the protection of lawful rights and interests of natural or legal persons in court proceedings, and for the establishment, exercise or defense of legal claims or where provided to government or public authority.
HOW SSU and/or SSUFAA PROTECTS YOUR PERSONAL INFORMATION
Even prior to the effectivity of RA10173, SSU put in place physical, organizational and technical measures to protect your right to privacy and is committed to reviewing and improving the same, so as to be able to comply, among others, with its obligations under the applicable provisions of the Education Act of 1982 which require SSU to keep your educational records confidential.
From time to time SSU (SSUFAA will) posts information on relevant sites and sends emails that explain how you can secure and maintain the confidentiality of your personal information.
Rest assured that SSU and/or SSUFAA personnel are allowed to process your personal information only when such processing is part of their official duties. This is enforced in the case of ICT-based processing systems, e.g. the database of the Alumni Relations etc. by assigning access to modules based on the official functions of personnel.
ACCESS TO AND CORRECTION OF YOUR PERSONAL INFORMATION
You have the right to access personal information being processed by SSU and/or SSUFAA about you.
In order for SSU and/or SSUFAA to see to it that your personal information is disclosed only to you, these offices will require the presentation of pertinent IDs or other documents that will enable SSU and/or SSUFAA to verify and confirm your identity. In case you process or request documents through a representative, in order to protect your privacy, SSU and/or SSUFAA will require you to provide a letter of authorization specifying the purpose for the request of documents or the processing of information and your SSU or SSUFAA ID, or other valid government-issued ID (GIID) as well as the valid GIID of your representative.
As mentioned above, SSU and/or SSUFAA requires you to provide correct information. In the event that your information needs to be updated, the relevant University and/or SSUFAA websites and offices provide information regarding how you can request the correction of your personal information.
QUERIES REGARDING DATA PRIVACY
We encourage you to visit this site from time to time to see any updates regarding this Privacy Notice. We will alert you regarding changes to this Policy through this site and/or through written notices, e.g. email or social media.
For queries, comments or suggestions regarding this privacy notice, please contact SSU and/or SSUFAA
