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UNIVERSITY OF THE PHILIPPINES DILIMAN
PRIVACY POLICY FOR RESEARCHERS AND RESEARCH SUBJECTS
In recognition of the constitutional and inherent right of people to privacy, the University of the Philippines Diliman (“UP Diliman”) advances its commitment to protect and uphold the privacy of personal information through this UP Diliman Privacy Policy for Researchers and Research Subjects.
This Policy is a derivative of and subject to the UP Diliman Privacy Policy.
I. Who are covered by this Policy?
This Policy governs UP Diliman Researchers and Research Subjects whose personal information, sensitive personal information and privileged information (“Personal Data”) are processed by UP Diliman.
II. Why are Personal Data processed?
UP Diliman processes Personal Data to –
(1) Perform its obligations, exercise its rights, and conduct its associated functions as:
- an instrumentality of the government;
- a higher education institution and the national university;
- a juridical entity with its own rights, interests and internal and external affairs.
(2) For each particular unit of UP Diliman, conduct all acts reasonably foreseeable from and customarily performed by similar bodies.
III. What Personal Data are processed?
UP Diliman processes Personal Data of Staff including but not limited to:
- Personal details such as name, birth, gender, civil status and affiliations;
- Contact information such as address, email, mobile and telephone numbers;
- Academic information such as grades, course and academic standing;
- Employment information such as government-issued numbers, position and functions;
- Applicant information such as academic background and previous employments;
- Medical information such as physical, psychiatric and psychological information.
UP Diliman processes other Personal Data of Research and Research Subjects necessary for the following purposes (the “Purposes”):
The Data Privacy Act is not applicable if the processed personal information are used only for the needs of scientific and statistical research and, on the basis of such, no activities are carried out and no decisions are taken regarding the data subject:
Provided, That the personal information shall be held under strict confidentiality and shall be used only for the declared purpose.
As such, this Policy’s Section VI on “What are the rights of UP People?” is not be applicable if the processed personal data are used only for the needs of scientific and statistical research and, on the basis of such, no activities are carried out and no decisions are taken regarding the data subject. However, this inapplicability shall only be to the minimum extent necessary to achieve the purpose of said research or investigation.
The Data Privacy Act and it’s Implementing Rules and Regulations shall not apply to specified information, only to the minimum extent of collection, access, use, disclosure or other processing necessary to the purpose, function, or activity concerned when personal information will be processed for research purpose, intended for a public benefit, subject to the requirements of applicable laws, regulations, or ethical standards adopted by UP Diliman.
IV. How does UP Diliman process Personal Data and how long are Personal Data retained?
UP Diliman processes and retains Personal Data as necessary for the Purposes in accordance with:
(1) The Data Privacy Act of 2012, National Archives of the Philippines Act of 2007 and their Implementing Rules and Regulations;
(2) Policies, guidelines, and rules of the UP System and UP Diliman on data privacy, research and ethical codes of conduct; and
V. Where are Personal Data stored and how are these transmitted?
Personal Data are stored in physical and electronic “Data Processing Systems” of UP Diliman as defined under National Privacy Commission Circular No. 17-01. Personal Data are transmitted in accordance with Chapter III of the Data Privacy Act of 2012 and Rule V of its Implementing Rules and Regulations.
VI. What are the rights and responsibilities of Staff?
The rights and responsibilities of Staff are governed by the UP Diliman Data Subject Rights and Responsibilities.
VII. Effectivity and Definition of Terms
The effectivity of this policy and the definition of terms used here are those used in the UP Diliman Privacy Policy.
VIII. The Data Protection Officer
For data protection concerns or to report privacy incidents, please contact the UP Diliman Data Protection Officer by visiting https://upd.edu.ph/privacy