DATA PRIVACY NOTICE AND CONSENT FORM
Office of the College Registrar
Statement of Privacy Policy
MANILA TYTANA COLLEGES (MTC) is committed to protect the privacy of its data subjects, and ensure the safety and security of personal data under its control and custody. In line
with this policy, MTC hereby sets out the following information on the different aspects of student data protection for the guidance of all, in accordance with the RA No. 10173 or the “Data
Privacy Act of 2012” and its Implementing Rules and Regulations. All concerned are strictly enjoined to comply with the rules outlined in this policy in the processing of student data.
This Data Privacy Notice and Consent Form is reviewed on a regular basis to keep it updated with the data protection practices of MTC and to make sure that it meets the requirements
provided by law. Update notice shall be published via MTC’s website or sent through the students’ official email accounts.
Privacy Notice. Please read this Data Privacy Notice and Consent Form carefully as it describes how MTC collects, uses, shares, stores, transfers and safeguards student
information collected upon his admission and during his entire stay at the institution.
Information Collected
MTC collects, stores, and processes personal data from its current, past and prospective students, starting with the information provided in their application through the information
collected throughout the whole course of their study at the school.
These include:
1) Contact information such as, name, addresses, telephone numbers, email addresses, and other contact details
2) Personal information such as date and place of birth, nationality, immigration status, religion, civil status, student ID, government-issued IDs, etc.
3) Family background, including information on parents, guardians, siblings, related MTC alumnae, etc.
4) Photographic data, such as photos, CCTV videos, handwriting and signature specimens
5) Health records, psychological evaluation results, disciplinary records, and physical fitness information
6) Student cumulative guidance folder which includes interviews, entrance exam results, and guidance assessments, special needs, exclusions/behavioral information,
etc.
7) Permanent Student Academic Records, including transcripts and the academic history of the student in MTC
8) Student extra-curricular activities
9) Financial and billing information
10) Grades/academic performance submitted by the colleges.
Use of Information
The collected personal data are used solely for the following purposes:
1) Processing of admission application and student selection (and to confirm the identity of prospective students and their parents)
2) Verifying authenticity of student’s academic records and documents
3) Processing of scholarship applications and its on-going requirements
4) Providing academic documents for the processing of scholarship applications and its on-going requirements
5) Processing of enrollment and registration
6) Supporting student learning and validating students’ program of study based on curriculum requirements, and other activities and experiences forming part of the student’s
formation and education
7) Supporting the student’s well-being and providing medical services and guidance counselling
8) Monitoring and reporting on student progress; processing of evaluations, exam results, and grades
9) Monitoring and ensuring the safety of all students within the MTC campus
10) Preparing academic documents for certification, authentications and verification.
11) Processing, preparing, and providing academic documents required by the government agencies and non-government agencies for scholarship, and future education
evaluation inside and outside the country as well as employment purposes
12) Informing parents of the student’s academic standing and sending of grades through snail mail and the MTC website which can be accessed through www.mtc.edu.ph
13) Processing and generating statements of accounts
14) Processing of application for graduation
15) Evaluation for board examinations
16) Documentation of students’ data
17) For accreditation, professional development of teachers and staff, and research, e.g., evaluation studies by the research desk, action research by teachers, etc.
18) Posting or displaying of academic and non-academic achievements within the MTC’s premises and/or website
19) Marketing and promoting MTC, its students, and other academic and non-academic student and/or school activities inside and outside the campus
20) Providing library services, running an outreach program, family council purposes, job postings, practicums, and internships.
Information Sharing
Personal data under the custody of MTC shall be disclosed only to authorized recipients of such data. MTC may share your personal data with third parties other than your parents and/or
guardian on record, only with student’s consent, or when required or permitted by our policies and applicable law, namely with:
A. Regulatory authorities, courts, and government agencies, e.g., Department of Education, Commission on Higher Education, etc.
B. The Philippine Accrediting Association of Schools, Colleges and Universities (PAASCU) and Philippine Association of Colleges and Universities Commission on Accreditation
(PACU-COA), service organizations which accredits academic programs that meet commonly accepted standards of quality education
C. Service providers who perform services for MTC and help MTC support students’ learning, monitor and report students’ progress, manage the operations of the school, and
assess how well MTC is doing
D. Business partners and other academic linkages who provide internships and job opportunities to its graduates
Data Transfer
Where MTC considers it necessary or appropriate, for purposes of data storage, processing, providing any service or product on our behalf to you, or implementing an academic linkage
program, MTC may transfer student’s personal data to third parties within or outside of the Philippines, under conditions of confidentiality and similar levels of security safeguards.
Security
MTC puts in place organizational, administrative, technical, and physical security measures to safeguard students’ personal data. Only authorized personnel have access to these
personal data, the exchange of which (mainly within campus) is facilitated through in-house computer systems and paper files.
Should third parties need access to students’ personal data, MTC shall require a non-disclosure agreement and/or a data sharing agreement with them, in compliance with the DPA and
the DPA-IRR. Students’ paper and digital files are securely stored, employing physical security to safeguard the paper files and technical security to protect the digital files.
Retention of Information
MTC keeps students’ paper and digital files for the following specific period of time.
1) The first copy (hard copy) of the Transcript of Records, Form 137, and the diploma are kept by the Office of the College Registrar up to two years from the date of graduation;
for programs exempted from the special orders six months from the date of graduation. The Transcript of Record maybe requested by the alumni anytime they need it since
these are encoded in the college enrollment system. A second copy of the diploma can also be requested provided an affidavit is presented indicating what happened to the
first copy of the said document.
2) The Office of the College Registrar, through the college computerized registration system, operated and maintained by the College Information Technology Department,
record and store data/ information in a secured data base for indefinite period of time or as long as the data base is needed.
3) The Permanent Student Academic Records from the students’ previous institution are all kept by the Office of the College Registrar up to six years, until the student is
enrolled, and/or until needed. These are the following, secondary Form 137, Form 138, Diploma, Transcript of Records, and Scholastic Records.
4) Application forms and documents of unsuccessful applicants are kept by the Admissions Office up to one year.
5) Scholarship application forms and supporting documentation are kept by the Directorate for Student Affairs as necessary, or until the scholar graduates.
6) The Student Cumulative Guidance Folders are kept by the Guidance and Testing Department up to two years after graduation.
7) Student disciplinary records are stored by the Directorate for Student Affairs up to five years after the student has rendered the sanction.
8) The class records are kept for one year after graduation.
9) Non-academic records, e.g., service records for HED scholars, extra-curricular activities, emergency contact forms, etc. are kept for five years.
10) Financial and billing information are kept by the Finance Directorate for five years.
11) The Clinic retains health records for five years after graduation.
12) CCTV cameras are maintained in all our facilities; some cameras have memory for two weeks of CCTV videos, and older ones have less. The cameras run continuously on
a rolling basis, where older videos are overwritten as the memory fills up.
When the student’s personal data are no longer needed, MTC takes reasonable steps to securely destroy such information or permanently de-identify it. Paper files are securely shredded;
and electronic information is deleted and secure erase is applied so that this is no longer recoverable nor reproducible.
Student’s rights
All students have the right to be informed, object to processing, access and rectify, suspend or withdraw his/her personal data, including, any such information held by third parties, with
whom MTC has a data sharing agreement; and be indemnified in case of damages pursuant to the provisions of the DPA and the DPA-IRR.
If any student wants to exercise any of his/her rights, or if he/she has any questions about how MTC processes the data, please contact MTC’s Data Protection Officer, through the
following channels:
Email to dpo@mtc.edu.ph
Call: +632 8859-0834
Write to:
The Data Protection Officer
Manila Tytana Colleges
Metropolitan Park, Macapagal Boulevard
Pasay City, Philippines 1300
If a student has a concern or complaint about the process of obtaining and using his/her personal data, he/she should raise the concern to school immediately or directly to the National
Privacy Commission.
Privacy Consent
By signing, I acknowledge that I have read and understood the foregoing Data Privacy Notice and do hereby expresses my consent to MTC’s collection, use, disclosure and retention of
my personal data and information as described in this Data Privacy Notice.
_________________________________ ___________________
Printed Name and Signature Date
FOR MINOR STUDENTS:
______________________________________________ ___________________
Printed Name and Signature of Parent and/or Guardian Date
SIGNED IN THE PRESENCE OF:
_________________________________ _________________________________
Note: This Data Privacy Notice and Consent Form shall be signed by the student applicant and the parent/guardian (for minor applicant)
upon enrollment at the Admissions Office.
