CERTIFICATION AND DATA PRIVACY CONSENT FORM FOR ADMISSION SLIP (2025)
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CERTIFICATION AND DATA PRIVACY CONSENT FORM FOR STUDENTS APPLYING FOR A UNIVERSITY OF THE PHILIPPINES ADMISSION SLIP (2024)
I certify that:
*
I have read and understood the Revised Privacy Notice for UP Students (https://our.upcebu.edu.ph/information/privacy-notice-for-students/).
I signed and submitted the University of the Philippines (UP) Student Pledge to the proper Office of the University Registrar pursuant to Art. 329 of the Revised UP Code which states: In consideration of my admission to the University of the Philippines System and of the privileges of a student in this institution, I hereby promise and pledge to abide by and comply with all the rules and regulations laid down by competent authority in the University System and in the College or School in which I am enrolled.
I understand and agree that the term University of the Philippines (UP) refers to the relevant University of the Philippines System Administration and Constituent University (CU) offices, or any of its officials or authorized personnel.
I also understand and agree that by signing and submitting the UP Student Pledge I entered into a contract with UP. My personal information e.g. name, photograph, signature, sex assigned at birth, address, contact information, the name of my parents and emergency contact and their respective contact information will be processed by UP pursuant to such contract under 12b of the Philippine Data Privacy Act (DPA) Republic Act No. 10173 Official Gazette of the Republic of the Philippines. As for my sensitive personal information, such as information related to my education; my exact birthdate and age, my health information processed by UP offices in connection with my admission, such health information that I may later on submit for excusing my absence, the filing of a leave of absence, readmission from absence without leave, appeals and the like; and, if applicable, information about my religious affiliation; information that I am a member of an Indigenous Peoples group; my civil status (in the event I am a married woman who opts to use the surname of my spouse); information regarding any offense that I have committed or may be alleged to have committed for which disciplinary proceedings may be conducted by UP; my UP student number and other government issued identification card information or document e.g. PSA birth certificate or marriage certificate that I submitted or may submit to UP, it is understood that by entering into such contract with UP through the signing and submission of the UP Student Pledge, I necessarily grant UP my consent for the processing of my sensitive personal information pursuant to the abovementioned applicable rules and regulations that UP adopted in order for the University to provide me with quality education such that there is no further need for UP to obtain my consent for such processing done in the exercise of UPs academic freedom.
I have read, understood and agree with the relevant excerpt from the National Privacy Commission’s Advisory Opinion 2022-14 https://privacy.gov.ph/wp-content/uploads/2022/08/Advisory-Opinion-No.-2022-014_Redacted.pdf which states: Although the “fulfillment of a contract” requirement is not included in the enumeration in Section 13, the NPC anchors the processing of sensitive personal information within the school’s educational framework upon consent based on jurisprudence defining the contractual nature of the relationship between the school and the student. Hence, upon enrollment, the student and the school are deemed to have executed a contract imbued with public interest that necessarily carries with it the consent of both parties. A different interpretation would otherwise create an absurd situation where schools may not process or use their student’s educational information for his or her own education and benefit.Processing of personal data within the educational framework in relation to academic freedom. At this juncture, the NPC would like to clarify that educational institutions may process personal data to achieve the purposes within its educational framework without the need for consent of the data subject. The data subject in an educational setting includes students, faculty and staff. It is then of utmost importance that the school delineates all processing operations, carefully identifying those that are core to the educational framework and those outside of it (e.g. marketing or public relations purposes)(underscoring supplied, citations omitted).
I certify that all the abovementioned personal data, information and documents I provided for my admission as a UP student are true and correct to the best of my knowledge and that any information furnished in support of my application for the issuance of a UP admission slip will be checked against the original documents, and that withholding information or giving false information will disqualify me from admission, or will be a basis for dismissal if I am admitted.
I further certify that I obtained consent from all third persons e.g. my parents or guardian and the person I identified as my emergency contact, whose personal data are provided in support of my application for a UP admission slip, to allow UP to process such information as explained in this certification and consent form, and agree to hold UP free and harmless from all liabilities in connection with the processing of the personal data of such third persons.
I understand and agree that while UP obtains my consent for the processing of my sensitive personal information for my application for admission, such processing is ultimately based on UPs right to exercise academic freedom under the 1987 Constitution, the UP Charter R.A. 9500, other applicable laws such as the Education Act of 1982 and Philippine jurisprudence.
I understand that the case of Garcia vs. Faculty Admissions Committee Loyola School of Theology G.R. No. L-40779 November 28, 1975 68 SCRA 277 (1975) cited in University of the Philippines vs. Arokiaswamy G.R. No. 134625. August 31, 1999 https://elibrary.judiciary.gov.ph/thebookshelf/showdocs/1/36888 states that: Wide indeed is the sphere of autonomy granted to institutions of higher learning, for the constitutional grant of academic freedom, to quote again from Garcia v. Faculty Admission Committee, Loyola School of Theology, "is not to be construed in a niggardly manner or in a grudging fashion."
I therefore further understand and agree that UP is authorized to process my personal data for other lawful purposes as provided under the DPA and other applicable laws including processing done by UP for the purpose of exercising its right and responsibility of academic freedom, compliance with legal obligations and issuances of public authorities which may include disclosure of my personal data to public authorities under Sec. 4 of the DPA, for the purpose of establishing or defending legal claims and defenses, etc. and that therefore UP will continue to securely store my personal data for as long as necessary in order to fulfill such other legitimate purposes as allowed by the DPA and other applicable laws.
I understand that UP stores my personal data pursuant to Sec. 11 (f) of the DPA which states Provided, That personal information collected for other purposes may lie processed for historical, statistical or scientific purposes, and in cases laid down in law may be stored for longer periods: Provided, further, That adequate safeguards are guaranteed by said laws authorizing their processing.
I also understand that UP conducts research on stored, previously processed, de-identified data in order to comply with its legal obligations including its right and responsibility to exercise academic freedom under the 1987 Constitution and the UP Charter. UP as a research university must conduct scientific research in order to produce general demographic information and statistics regarding applicants for admission as well as current students across various time periods. Such research enables the University to assess whether its policies, programs, as well as procedures and revisions to the same in different years, enable the University, among others, to comply with the UP Charter and to allow the University to provide advice and technical assistance to public authorities such as Congress, the Commission on Higher Education, the UniFAST Board, Department of Health etc. in accordance with Sec. 7 of the UP Charter. As stated above, before any research is conducted by UP, so that the University will be able to comply with its ethical obligations and uphold my right to privacy, duly authorized UP personnel will remove identifiers from the relevant dataset such that UP’s researcher or research teams who will perform operations on such dataset will not be able to identify me or associate any data with me. The research results will only include aggregate or statistical data and general demographic information that does not identify me and any other data subjects. I note that Sec. 16.C.2 of Memorandum Circular 2023-4 issued by the National Privacy Commission provides that: The conduct of research where the end results will be anonymized and will only disclose the general demographic of the research subjects does not require the consent of the data subject.
I have also been informed that in the event research to be done will require the use of personal data, UP will comply with all applicable laws, rules and regulations as well as the ethical guidelines issued by the Philippine Health Research Ethics Board pursuant to the Philippine National Health Research System Act and if so required, UP will obtain my informed consent pursuant to such ethical guidelines for the processing of my personal data for such research.
I am aware that the processing of personal data for my admission carries risks that may involve the confidentiality, integrity and availability of personal data or the risk that processing will violate the privacy principles and my rights as a data subject. I understand that UP has put in place reasonable physical (e.g. access control measures such as locks, security personnel etc) organizational (e.g. only authorized personnel who have signed the required non disclosure undertaking and need such personal data to perform their functions are allowed to process such personal data, etc) and technical measures ( the use of multifactor authentication for UP mail, encryption, the conduct of vulnerability and penetration testing for UP portals and other similar measures ) to prevent or mitigate such risks. I understand that such measures do not guarantee absolute protection against such risks as when systems are subject to targeted cyberattacks, malware, ransomware, computer viruses, etc. However, UP has also adopted measures in order to deal with security incidents or personal data breaches in compliance with the DPA and NPC issuances (Part 7 Security Incident or Breach Response Procedures of the UP System Data Privacy Manual approved by the Board of Regents CERTIFIED TRUE COPY_DATA PRIVACY MANUAL 2023 EDITION.pdf (up.edu.ph) and the corresponding forms for security incident or data breach management UNIVERSITY OF THE PHILIPPINES SYSTEM ADMINISTRATION INCIDENT OR BREACH REPORT FORM.docx (up.edu.ph); PRELIMINARY ASSESSMENT FORM FOR SECURITY INCIDENTS OR PERSONAL DATA BREACHES (up.edu.ph); Mandatory Notification to NPC.pdf (up.edu.ph); Mandatory Personal Data Breach Notification for Data Subjects.docx (up.edu.ph) and SECURITY INCIDENT OR PERSONAL DATA BREACH REPORT (up.edu.ph)).
I agree that I will help keep my personal data secure by double checking that the email account I will be using in the meantime that I have yet to be issued a UP mail account has not been compromised by using Have I Been Pwned, using a strong password for such account https://itdc.up.edu.ph/about/advisories/2023%2012%2004%20REMINDER%20-%20Use%20Strong%20Passwords%20for%20UP%20Mail%20Accounts.pdf, and when possible activating two factor authentication for the same and not using public, unsecured networks for submitting my personal data or at least using VPN if I use such unsecured networks.
I also agree that once I have been issued a UP mail account, I will help UP uphold my data privacy rights by using only such UP mail account for all official correspondence [MEMO TJH 2021-10] Reminder that faculty and students must use UP Mail for official correspondence and data privacy and security measures required for sending attachments and sharing G.pdf and keeping all my UP account credentials for various data processing systems confidential.
I also attest that I have been made aware about my rights as a data subject to information, access, the right to object to the processing of my personal data, deletion, to lodge a complaint with the National Privacy Commission for the violation of my data privacy rights, provided that I first exhaust administrative remedies by filing a request with the proper offices or a complaint with the proper Data Protection Officer (DPO) through the email address indicated below regarding the processing of my personal data or the handling of my requests for access, correction, blocking of the processing of my personal data and the like and the right to receive damages for such violations pursuant to a valid order of the proper public authority.
I also recognize that while I have the right to correct my personal data, it is my duty to keep my personal data as well as that of relevant third parties updated, to follow the instructions contained in the relevant UP site and portal regarding the manner by which I can correct or update my or third party personal data. I understand and agree that correction of grades is subject to UP rules and regulations.
I understand and agree that if I wish to withdraw consent for the processing of my personal data, that I must write or send an email to the proper UP office.
I understand and agree that sending an email to the proper UP office is the most convenient means for me to withdraw such consent. I will attach a copy of my UP ID (or a valid government issued ID card ) to such letter or email, so that UP will be able to verify my identity. I also understand that such withdrawal of consent will mean that UP will not be able to process my admission and will not affect any other processing which UP has to perform in order to exercise its academic freedom or comply with other legal obligations including the duty to disclose information required by public authorities etc i.e. Republic Act No. 11332 Official Gazette of the Republic of the Philippines or any such other processing allowed by the DPA and other applicable laws.
I am aware that if I should have any data privacy concerns or questions that I may contact the DPO of my campus as follows: Via post University of the Philippines Cebu, Gorordo Ave., Lahug, Cebu City 6000 Philippines Through the following landlines (032) 232-8187 (local 202) Through email privacy.upcebu@up.edu.ph
CERTIFICATION AND DATA PRIVACY CONSENT FORM FOR THE DULY AUTHORIZED PARENT OR GUARDIAN OF A STUDENT BELOW EIGHTEEN YEARS OF AGE APPLYING FOR A UNIVERSITY OF THE PHILIPPINES ADMISSION SLIP
I certify that:
*
I have read and understood the Revised Privacy Notice for UP Students (https://our.upcebu.edu.ph/information/privacy-notice-for-students/).
I am the parent or legal guardian of the student whose name appears above who signed and submitted the University of the Philippines (UP) Student Pledge to the proper Office of the University Registrar pursuant to Art. 329 of the Revised UP Code which states:In consideration of my admission to the University of the Philippines System and of the privileges of a student in this institution, I hereby promise and pledge to abide by and comply with all the rules and regulations laid down by competent authority in the University System and in the College or School in which I am enrolled.
I understand and agree that the term University of the Philippines (UP) refers to the relevant University of the Philippines System Administration and Constituent University (CU) offices, or any of its officials or authorized personnel.
I also understand and agree that upon the signing and submission by my child/dependent/ward of the UP Student Pledge and submitting this certification and data privacy consent form that I signed for and in behalf of my child/dependent/ward, a valid contract was created whereby UP agreed to provide quality education to my child/dependent/ward and in turn my child/dependent/ward agreed to abide and comply with all the rules and regulations issued by UP in the exercise of its academic freedom.
I therefore understand and agree that my child/dependent/ward’s personal information e.g. name, photograph, signature, sex assigned at birth, address, contact information, the name of the parents of my child/dependent/ward or legal guardian and emergency contact and their respective contact information) will be processed by UP pursuant to such contract under 12b of the Philippine Data Privacy Act (DPA) Republic Act No. 10173 Official Gazette of the Republic of the Philippines. As for my child/dependent/ward’s sensitive personal information, such as information related to his or her education; his or her exact birthdate and age, his or her health information processed by UP offices in connection with his or her admission, such health information that he or she may later on submit for excusing his or her absence, the filing of a leave of absence, readmission from absence without leave, appeals and the like; and, if applicable, information about his or her religious affiliation; information that he or she is a member of an Indigenous Peoples group; information regarding any offense that he or she has committed or alleged to have committed for which disciplinary proceedings may be conducted by UP; his or her UP student number and other government issued identification card information or document e.g. PSA birth certificate; it is understood that by entering into such contract with UP through the signing and submission of the UP Student Pledge as well as the submission of this signed certification and data privacy consent form that I necessarily grant UP consent for the processing of the sensitive personal information of my child/dependent/ward required by the abovementioned applicable rules and regulations that UP adopted in order for the University to provide my child/dependent/ward with quality education such that there is no further need for UP to obtain my consent or the consent of my child/dependent/ward for such processing done in the exercise of UPs academic freedom.
I have read, understood and agree with the relevant excerpt from the National Privacy Commission’s Advisory Opinion 2022-14 https://privacy.gov.ph/wp-content/uploads/2022/08/Advisory-Opinion-No.-2022-014_Redacted.pdf which states: Although the “fulfillment of a contract” requirement is not included in the enumeration in Section 13, the NPC anchors the processing of sensitive personal information within the school’s educational framework upon consent based on jurisprudence defining the contractual nature of the relationship between the school and the student. Hence, upon enrollment, the student and the school are deemed to have executed a contract imbued with public interest that necessarily carries with it the consent of both parties. A different interpretation would otherwise create an absurd situation where schools may not process or use their student’s educational information for his or her own education and benefit.Processing of personal data within the educational framework in relation to academic freedom. At this juncture, the NPC would like to clarify that educational institutions may process personal data to achieve the purposes within its educational framework without the need for consent of the data subject. The data subject in an educational setting includes students, faculty and staff. It is then of utmost importance that the school delineates all processing operations, carefully identifying those that are core to the educational framework and those outside of it (e.g. marketing or public relations purposes)(underscoring supplied, citations omitted).
I recognize that in signing this certification and data privacy consent form, I share with my child/dependent/ward the responsibility for the veracity and completeness of the information supplied for his or her admission.
I further understand and agree that any information furnished in support of my child/ward/dependent’s application for the issuance of a UP admission slip will be checked against the original documents, and that withholding information or giving false information will disqualify him or her from admission, or will be a basis for dismissal if admitted.
I further certify that I obtained consent from all third persons e.g. parent or guardian and the person identified as my child/dependent/ward’s emergency contact, whose personal data are provided in support of his or her application for a UP admission slip, to allow UP to process such information as explained in this certification and consent form, and agree to hold UP free and harmless from all liabilities in connection with the processing of the personal data of such third persons.
I understand and agree that while UP obtains my consent for the processing of the sensitive personal information of my child/dependent/ward for his or her application for admission, such processing is ultimately based on UPs right to exercise academic freedom under the 1987 Constitution, the UP Charter R.A. 9500, other applicable laws such as the Education Act of 1982 and Philippine jurisprudence.
I understand that the case of Garcia vs. Faculty Admissions Committee Loyola School of Theology G.R. No. L-40779 November 28, 1975 68 SCRA 277 (1975) cited in University of the Philippines vs. Arokiaswamy G.R. No. 134625. August 31, 1999 https://elibrary.judiciary.gov.ph/thebookshelf/showdocs/1/36888 states that Wide indeed is the sphere of autonomy granted to institutions of higher learning, for the constitutional grant of academic freedom, to quote again from Garcia v. Faculty Admission Committee, Loyola School of Theology, "is not to be construed in a niggardly manner or in a grudging fashion."Academic freedom is a freedom granted to "institutions of higher learning" which is thus given "a wide sphere of authority certainly extending to the choice of students."
I therefore further understand and agree that UP is authorized to process my personal data as well as that of my child/dependent/ward for other lawful purposes as provided under the Philippine Data Privacy Act of 2012 (DPA) Republic Act No. 10173 and other applicable laws including processing done by UP for the purpose of exercising its right and responsibility of academic freedom, compliance with legal obligations and issuances of public authorities which may include disclosure of my personal data as well as that of my child/dependent/ward to public authorities under Sec. 4 of the DPA, for the purpose of establishing or defending legal claims and defenses, etc. and that therefore UP will continue to securely store my personal data as well as that of my child/dependent/ward for as long as necessary in order to fulfill such other legitimate purposes as allowed by the DPA and other applicable laws.
I understand that UP stores my personal data and that of my child/dependent/ward pursuant to Sec. 11 (f) of the DPA which states Provided, That personal information collected for other purposes may lie processed for historical, statistical or scientific purposes, and in cases laid down in law may be stored for longer periods: Provided, further, That adequate safeguards are guaranteed by said laws authorizing their processing.
I also understand that UP conducts research on stored, previously processed, de-identified data in order to comply with its legal obligations including its right and responsibility to exercise academic freedom under the 1987 Constitution and the UP Charter. UP as a research university must conduct scientific research in order to produce general demographic information and statistics regarding applicants for admission as well as current students across various time periods. Such research enables the University to assess whether its policies, programs, as well as procedures and revisions to the same in different years, enable the University, among others, to comply with the UP Charter and to allow the University to provide advice and technical assistance to public authorities such as Congress, the Commission on Higher Education, the UniFAST Board, Department of Health etc. in accordance with Sec. 7 of the UP Charter. As stated above, before any research is conducted by UP, so that the University will be able to comply with its ethical obligations and uphold my right to privacy as well as that of my child/dependent/ward, duly authorized UP personnel will remove identifiers from the relevant dataset such that UP’s researcher or research teams who will perform operations on such dataset will not be able to identify me or my child/dependent/ward or associate any data with me or my child/dependent/ward. The research results will only include aggregate or statistical data and general demographic information that does not identify me and my child/dependent/ward as well as any other data subjects. Kindly note that Sec. 16.C.2 of Memorandum Circular 2023-4 issued by the National Privacy Commission provides that: The conduct of research where the end results will be anonymized and will only disclose the general demographic of the research subjects does not require the consent of the data subject.
I have also been informed that in the event research to be done will require the use of personal data, UP will comply with all applicable laws, rules and regulations as well as the ethical guidelines issued by the Philippine Health Research Ethics Board pursuant to the Philippine National Health Research System Act and if so required, UP will obtain my informed consent as well as the assent of my minor child/dependent/ward pursuant to such ethical guidelines for the processing of my personal data and that of my minor child/dependent/ward for such research.
I am aware that the processing of personal data for the admission of my child/dependent/ward carries risks that may involve the confidentiality, integrity and availability of personal data or the risk that processing will violate the privacy principles and my rights as well as that of my child/dependent/ward as a data subject. I understand that UP has put in place reasonable physical (e.g. access control measures such as locks, security personnel etc) organizational (e.g. only authorized personnel who have signed the required non disclosure undertaking and need such personal data to perform their functions are allowed to process such personal data, etc) and technical measures ( the use of multifactor authentication for UP mail, encryption, the conduct of vulnerability and penetration testing for UP portals and other similar measures ) to prevent or mitigate such risks. I understand that such measures do not guarantee absolute protection against such risks as when systems are subject to targeted cyberattacks, malware, ransomware, computer viruses, etc. However, UP has also adopted measures in order to deal with security incidents or personal data breaches in compliance with the PDPA and NPC issuances (Part 7 Security Incident or Breach Response Procedures of the UP System Data Privacy Manual approved by the Board of Regents CERTIFIED TRUE COPY_DATA PRIVACY MANUAL 2023 EDITION.pdf (up.edu.ph) and the corresponding forms for security incident or data breach management UNIVERSITY OF THE PHILIPPINES SYSTEM ADMINISTRATION INCIDENT OR BREACH REPORT FORM.docx (up.edu.ph); PRELIMINARY ASSESSMENT FORM FOR SECURITY INCIDENTS OR PERSONAL DATA BREACHES (up.edu.ph); Mandatory Notification to NPC.pdf (up.edu.ph); Mandatory Personal Data Breach Notification for Data Subjects.docx (up.edu.ph) and SECURITY INCIDENT OR PERSONAL DATA BREACH REPORT (up.edu.ph)).
I agree that I will see to it that my child/dependent/ward helps keep his or her personal data secure by reminding him or her to double check that the email account he or she will be using in the meantime that he or she has yet to be issued a UP mail account has not been compromised by using Have I Been Pwned, using a strong password for such account https://itdc.up.edu.ph/about/advisories/2023%2012%2004%20REMINDER%20-%20Use%20Strong%20Passwords%20for%20UP%20Mail%20Accounts.pdf, and when possible activating two factor authentication for the same and not using public, unsecured networks for submitting personal data or at least using VPN if he or she uses such unsecured networks.
I also agree that once my child/dependent/ward has been issued a UP mail account, I will ensure that my child/dependent/ward will use only such UP mail account for all official correspondence [MEMO TJH 2021-10] Reminder that faculty and students must use UP Mail for official correspondence and data privacy and security measures required for sending attachments and sharing G.pdf and keep all his or her UP account credentials for various data processing systems confidential.
I also attest that I have been made aware about my rights as well as the rights of my child/dependent/ward as a data subject to information, access, the right to object to the processing of our personal data, deletion, to lodge a complaint with the National Privacy Commission for the violation of data privacy rights provided that we first exhaust administrative remedies by filing a request with the proper offices or a complaint with the proper Data Protection Officer (DPO) through the email address indicated below regarding the processing of our personal data or the handling of our requests for access, correction, blocking of the processing of our personal data and the like and the right to receive damages for such violations pursuant to a valid order of the proper public authority.
I also recognize that while my child/dependent/ward and I have the right to correct our personal data, it is our duty to keep our personal data as well as that of relevant third parties updated, to follow the instructions contained in the relevant UP site and portal regarding the manner by which we can correct or update our or third party personal data. My child/dependent/ward and I understand and agree that correction of grades is subject to UP rules and regulations.
I understand and agree that if I wish to withdraw consent for the processing of my personal data and that of my child/dependent/ward, that I must write or send an email to the proper UP office.
I understand and agree that sending a letter or email to the proper UP office is the most convenient means for me to withdraw such consent. I will attach a copy of my valid government issued ID (GIID) card to such letter or email, as well as the UP ID or GIID of my child/dependent/ward so that UP will be able to verify my identity and that of my child/dependent/ward. I also understand that such withdrawal of consent will mean that UP will not be able to process the application for admission of my child/dependent/ward. I further understand and agree that such withdrawal of consent will not affect any other processing which UP has to perform in order to exercise its academic freedom or comply with other legal obligations including the duty to disclose information required by public authorities etc i.e. Republic Act No. 11332 Official Gazette of the Republic of the Philippines or any such other processing allowed by the DPA and other applicable laws.
I am aware that if I should have any data privacy concerns or questions that I may contact the DPO of my campus as follows: Via post University of the Philippines Cebu, Gorordo Ave., Lahug, Cebu City 6000 Philippines Through the following landlines (032) 232-8187 (local 202) Through email privacy.upcebu@up.edu.ph
Name of Authorized Parent or Guardian
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First Name
Last Name
Signature of Authorized Parent or Guardian
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Signature
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Email Address (copy of signed consent form will be sent to this email)
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