Privacy Notice

1. Data We Collect

ASU collects and processes personal information and sensitive personal information necessary for its mandate as a higher education institution.

For Students

• Full Name, Contact Information, Date of Birth, Address
• Student ID Number, Academic Records (grades, class schedules)
• Attendance Records, Thesis/Research Outputs

For Employees

• Personal Information required by the Civil Service Commission
• Performance Evaluations
• Salary and Payroll Data, Leave Records

For Applicants and Visitors

• Basic Personal Details (e.g., name, email, phone)
• Purpose of Visit, Supporting Documents (e.g., application forms)

Additional Information

• Photographs and videos taken during official events (e.g., graduation, seminars, and workshops)
• Online activity logs from ASU’s digital platforms (e.g., Learning Management Systems, HR portals)

2. Purpose of Data Collection

Academic Operations

• Enrollment, registration, and monitoring of student progress
• Management of academic records for certification and graduation
• Analysis of student performance to enhance educational programs

Administrative Operations

• Employee management, payroll processing, and benefits administration
• Compliance with government-mandated reporting requirements (e.g., CHED, DOLE)
• Processing alumni records for verification or official requests

Research and Development

• Collection of survey data for institutional research
• Collaboration with research partners, ensuring data is anonymized unless explicit consent is obtained

Digital Services

• Pagtinueon-An Sa Unibersidad Learning Management System
• Human Resource Management System (HRMS)
• University Management System for academic tracking and enrollment

Security and Safety

• Monitoring of campus facilities through CCTV
• Recording visitor logs for security purposes

3. Cookie Policy and Tracking

• Cookies are small text files stored on your device to remember preferences and analyze web traffic.
• Essential Cookies – required for login and system functionality.
• Analytical Cookies – used to improve system performance and user experience.

4. Data Sharing

Government Agencies

• CHED, DepEd, PRC
• BIR, GSIS, Pag-IBIG Fund, PhilHealth

Service Providers

• IT vendors maintaining ASU systems
• Financial institutions for payroll and scholarships

Research Collaborators

• Data used for research is anonymized unless consent is given
• All collaborations follow the Data Privacy Act of 2012

5. Data Protection Measures

• Secure Digital Systems: Encrypted and password-protected servers
• Access Control: Authorized personnel only
• Regular Assessments: Security audits and privacy training

6. Data Retention

• Students’ Records: Retained indefinitely
• Employees’ Records: Retained after separation
• Visitors’ Logs: Retained for 30 days

7. Consent and Rights of Data Subjects

• Right to be informed
• Right to access personal data
• Right to correct inaccurate data
• Right to withdraw consent

Requests may be submitted to the ASU Data Protection Office.