General Privacy Notice

Visayas State University 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.
2. Pursue its purposes and mandates under Republic Act 9158 as amended by Republic Act 9437 as a "the state university".
3. For each particular unit of VSU, conduct all acts reasonably foreseeable from and customarily performed by similar bodies;
4. Decide and act for the holistic welfare of its students, their parents and guardians, faculty, staff, researchers, alumni, and VSU community; and
5. Manage and administer its internal and external affairs as an academic institution, as an instrumentality of the government, and as a juridical entity with its own rights and interests.

Visayas State University collects including but not limited to the following Personal Data:

• 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.

Visayas State University collects Personal Data:

• Physically through printed forms, attachments, and other documents required by the University, its academic units, and its administrative offices.
• Electronically through electronic forms, via email, or inputting of information directly by the data subject or by the concerned faculty and administrative staff.

• Visayas State University generally collects Personal Data on the onset of the relationship with the VSU clients such as upon application of the student, faculty, staff or other VSU Staff; or before the commencement of the engagement of the student, faculty and staff.
• Visayas State University also collects information specific to an action or decision that the VSU Person will conduct with respect to VSU or with respect to other VSU People.

Visayas State University collects and processes Personal Data for the following purposes:

• Purposes necessary for VSU to perform its obligations, exercise its rights, and conduct its associated functions as an instrumentality of the government and as a higher education institution;
• Purposes to pursue VSU's mandates under existing laws and regulations;
• Purposes to perform acts and decisions necessary for VSU to manage and administer its internal and external affairs as a juridical entity with its own rights and interests;
• Compliance with legal, regulatory, administrative or judicial requirements including audit, reporting and transparency requirements;
• Records and account purposes such as:
  • Creation and update of record entries and accounts;
  • Creation and maintenance of student, faculty or staff records and accounts, electronic or otherwise;
• Security and community affairs purposes such as;
  • Maintenance of safety, security, peace and order in and around VSU campuses as well as venues which VSU has presence or activities;
  • Prevention of crimes and damages to persons or property within or outside the premises of VSU.

• Physical records are generally stored in folders or envelopes in drawers or shelves.
• Electronic records are generally stored in servers in the possession or control of VSU or in cloud storage controlled by VSU.
• Personal Data are transmitted and transferred in accordance with Chapter III of the Data Privacy Act of 2012 and Rule V of its Implementing Rules and Regulations.

Visayas State University uses Personal Data proportionately as necessary for its legitimate purposes under the VSU Privacy Policy. Personal Data are used in accordance with:

• the Data Privacy Act of 2012,
• issuances of the National Privacy Commission,
• the National Archives of the Philippines Act of 2007,
• issuances of the National Archives of the Philippines, and
• policies, rules and guidelines of the Visayas State University.

Visayas State University retains data in accordance with the Records and Archives Office (RAO) Quality Procedure on Disposition of Records. In the absence of an applicable rule of retention, Personal Data shall be retained in accordance with the practices of government bodies with analogous functions.

• The VSU Data Protection Officer may promulgate policies, guidelines and rules which are not inconsistent with this Policy.
• If any law or regulation cited in this Policy is amended or superseded, then it shall be considered that this Policy is referring to such amending or superseding law or regulation, without prejudice to a person's right against retroactive effect of laws.
• If any part of this Policy is declared null and void, then the other unaffected parts shall remain in full force and effect.

Data Protection Officer, reporting to the VSU President, is tasked to protect the privacy of personal information to, in, and from VSU with the following functions:

1. Comply with data privacy laws and regulations including implementing data protection measures, submitting regulatory requirements, and managing privacy incidents.
2. Provide units of the University support services including formulating policies, training people, and conducting audits with remediation solutions.
3. Prevent legal, financial, and operational risks by improving current and future forms, contracts, processes, and I.T. systems to secure against leakage of information.
4. Develop in the University a culture of respect for privacy by formulating policies and establishing practices at par with domestic and international standards.

Inquiries and concerns on data privacy may be directed to the VSU Data Protection Office:

Visayas State University Privacy resources are on the VSU Privacy Portal at vsu.edu.ph/privacy.