Privacy Notice

Welcome to Partido State University (PSU). We value your privacy and are committed to protecting your personal data. This Privacy Notice explains how we collect, use, share, and process your information in accordance with the Republic Act No. 10173 (also known as the Data Privacy Act of 2012 (DPA). By engaging with PSU, you can be assured that your personal information is handled with care, security, and responsibility.

As a general rule, we only share your personal data with your consent or whe required by law. In some cases, however, the law allows us to process your information when necessary (for example, to comply with legal obligations, protect your life and health, respond to emergencies, perform official functions of the University, or pursue legitimate institutional interests, provided these do not override your fundamental rights).

When it comes to sensitive personal information (such as your academic records, civil status, health information, and other confidential details), we take extra care. These are processed only with your consent or when permitted by law. There may be situations where consent is not required (such as medical emergencies when you are unable to provide consent, medical treatment, legal claims or court proceedings, or disclosures required by government authorities). Certain regulations may also allow access to your information (such as parental access to student records where applicable).

Rest assured that your personal data is accessed and processed only by authorized PSU personnel who are bound to handle it strictly as part of their official duties.

Partido State University (PSU) collects, acquires, and generates your personal data in various forms (including written records, digital files, photos, and video recordings). These are gathered to effectively deliver academic, administrative, and support services.

When you enrol or apply to PSU, you provide information through accomplished and signed application forms. This includes basic directory information (such as your name, address, email, and contact details) and personal information (such as your date and place of birth, sex, civil status, religion, citizenship, family background, academic history, cultural affiliation, medical records, and required clearances). You may also submit supporting documents (such as birth certificates, academic records, certificates, and photographs). By submitting these, you confirm that all information provided is complete and accurate to prevent fraud.

During your stay in the University, PSU may also collect or generate additional data related to your academic performance, medical and psychological information, co-curricular and extracurricular involvement, service records, and participation in seminars, trainings, and other activities. This may include records such as examination results, awards, and guidance assessments.

In addition, PSU may collect photos and videos from official university activities and events you participate in, as well as CCTV recordings within campus premises to help ensure safety and security.

All collected data is handled in accordance with applicable laws and is used only for legitimate academic, administrative, and institutional purposes.

Partido State University (PSU) collects personal information through both manual and digital means, depending on the service or transaction involved. For example, your name, birthdate, and contact details are typically collected through online forms or printed application documents submitted during student enrollment or employee onboarding.

Academic records (such as grades and class schedules) are collected and updated through the University’s authorized digital platforms (such as SIAS and SAMRS), based on entries made by students, faculty, and staff. Employee-related information, including government-issued identification details, may also be collected through HRIS and other official forms for purposes such as verification, benefits processing, and regulatory reporting.

Your email address, username, and account credentials are collected when you create or access accounts in PSU’s digital systems and platforms.

In addition, photographs and video recordings may be collected through campus security systems (such as CCTV) or through official documentation of university events and activities. When you access PSU websites or online services, certain technical data (such as IP addresses and usage information) may be automatically collected through cookies and similar web technologies.

All personal data is collected directly from you, unless provided by authorized personnel or systems acting on your behalf, and is processed only for legitimate, lawful, and clearly defined purposes.

Partido State University (PSU) collects your personal data at various stages of your engagement with the University, depending on the nature of your transaction or relationship with us.

Personal data is initially collected during application or registration periods (such as college admission, student enrollment, or employment onboarding). For students, this typically occurs during admission and enrollment processes (through systems such as SIAS and SAMRS), while for employees, data is collected upon hiring through HRIS and related onboarding procedures.

For students, personal information is also collected at the start of each academic term during registration and may be updated throughout your stay in the University based on academic progress, changes in personal circumstances, or requests for services (such as scholarships or leaves of absence).

For employees, personal data may be collected at the beginning of employment and updated periodically throughout the duration of service for purposes such as payroll processing, promotions, training, and benefits administration.

In addition, certain types of information (such as IP addresses, login credentials, and system usage data) may be automatically collected in real time whenever you access PSU’s digital platforms and systems.

There may also be instances where your personal data needs to be updated after initial collection (such as changes in contact details, family or dependent information, or academic status). In such cases, PSU may continue to collect and process updated information as necessary and consistent with the original purpose for which the data was collected.

Partido State University (PSU) ensures that your personal data is stored and transmitted using secure and reliable systems designed to protect against unauthorized access, loss, or misuse.

Digital information is stored in secure University servers and authorized cloud-based systems with controlled access. These systems are protected through firewalls, antivirus software, encryption, and secure authentication mechanisms. The University also implements multi-factor authentication, role-based access controls, and regular security monitoring to maintain data integrity and ensure compliance with applicable regulations. Physical records (such as printed forms and identification documents) are kept in locked storage within restricted-access offices.

When your personal data needs to be shared or transferred (for example, between PSU offices or to authorized systems), it is transmitted through secure and encrypted channels (such as HTTPS connections and password-protected files). Access to personal data is strictly limited to authorized personnel who are required to follow established data privacy and security protocols.

PSU also performs regular data backups and system audits to safeguard against accidental loss and potential security threats. In cases where data is shared with third-party service providers (such as payment processors or IT partners), the University ensures that these entities comply with strict data protection standards through formal agreements and compliance checks.

Partido State University (PSU) may share, disclose, or transfer your personal data with your consent or when required or permitted by law, in order to uphold your interests and pursue the University’s legitimate academic and institutional functions.

Your personal data may be shared to notify concerned parties regarding your admission and to provide information to authorized individuals or representatives (as permitted by you or prescribed by law), especially when necessary to promote your best interests, health, safety, and security, or that of others. PSU may also share relevant information with donors, funders, or benefactors to support scholarships, grants, and other forms of assistance, including the publication of graduation brochures.

When required or allowed by law, PSU may disclose your data to the National Privacy Commission and other government agencies. PSU may also share information with organizations and associations (such as PASUC, AACCUP, IMS, ISA, and similar groups) for accreditation and university ranking purposes.

In compliance with legal requirements, PSU may disclose personal data to courts or legal authorities (including court orders, subpoenas, and other lawful directives). Your information may also be used for research, surveys, and institutional development initiatives.

Additionally, PSU may feature and share photos, videos, and related information for promotion, documentation, and public information purposes (including brochures, website posts, social media, bulletin boards, and other media platforms), as well as for live streaming of university events and publication in news or feature articles.

All sharing and disclosure of personal data are carried out with appropriate safeguards to ensure the confidentiality, integrity, and security of your information.

Partido State University (PSU) retains personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable laws, institutional policies, and regulatory bodies. The length of retention depends on the type of data and the purpose it serves.

For students, personal data (including academic records, enrollment information, and supporting documents) is generally retained for at least ten (10) years after graduation, separation, or last enrollment. This ensures proper recordkeeping for transcripts, certifications, and verification requests. Digital records stored in systems such as SIAS and SARS are maintained while the student is active and are archived after leaving the University, in accordance with established retention policies.

For employees, personal information (such as personnel files, service records, payroll data, and attendance records) is retained for at least ten (10) years after separation, resignation, or retirement, unless a longer period is required by law or for legal and administrative purposes. Certain records (such as service records and government-related documents) may be retained permanently to comply with statutory requirements.

When personal data is no longer necessary, PSU ensures that it is securely disposed of or properly de-identified. Physical records are securely shredded, while digital data is permanently deleted using secure data disposal methods. In some cases, information may be anonymized (with identifying details removed) and retained for research or statistical purposes.

These measures ensure that your personal data is not kept longer thannecessary and is handled in a secure and responsible manner throughout its lifecycle.

As a data subject, you are entitled to specific rights under the Republic Act No. 10173, which empower you to stay informed and in control of your personal information. These rights include the right to be informed, access, object, rectify, erase or block, claim damages, and data portability.

You have the right to know what personal data PSU collects about you, why it is collected, how it is used, and with whom it is shared. You may request access to your personal data and obtain a copy of the information held by the University. If you believe that your data is incorrect, outdated, or incomplete, you may request that it be corrected or updated.

You also have the right to object to or withdraw consent from certain types of data processing, particularly if these are not required by law or are not essential to the delivery of PSU’s services. Where applicable, you may request the erasure or blocking of your personal data if it is no longer necessary for its original purpose, subject to existing laws and regulations.

To exercise any of these rights, you may submit a written request or accomplish a Data Subject Request (DSR) form addressed to the University’s Data Protection Officer (DPO). You may be required to provide a valid identification document and supporting records to verify your identity and ensure proper handling of your request.

Partido State University (PSU) is committed to respecting and protecting your rights as a data subject. If you have concerns or believe that your personal data has been improperly handled, you also have the right to file a complaint with the National Privacy Commission.

If you have any questions, concerns, or requests regarding your personal data or privacy matters, you may contact the Partido State University (PSU) Data Protection Officer (DPO) at the following:

• Data Protection Officer: Atty. Christian P. Totanes
• Office: Legal Services Office
• Institution: Partido State University
• Address: San Juan Bautista St., Goa, Camarines Sur
• Email: dpo@parsu.edu.ph

The DPO is available to assist you in exercising your rights as a data subject and addressing any concerns related to the collection, use, or protection of your personal information.