This is Gordon College’s general statement on its data processing activities to notify data subjects of categories of personal data processed and the purpose and extent of processing. This is not a consent form but an announcement how Gordon College processes personal data.

1. Acts of Processing

   Gordon College processes Personal Data to:

   1. Perform its obligations, exercise its rights, and conduct its associated functions as:
      
      1. an instrumentality of the government;
      2. a higher education institution.
   2. Pursue its purposes and mandates:
      
      1. The Higher Education Act of 1994 (Republic Act No. 7722)
      2. CHED Memorandum Order No. 32 S. 2006
      3. City Ordinance No. 07 S. 2018
   
   

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2. Personal Data Collected

   Gordon College collects 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.



3. Collection Method

   Gordon College collects Personal Data physically through printed forms, attachments, and other documents required by the University, its academic units, and its administrative offices.

   Gordon College collects Personal Data electronically through electronic forms, via email, or inputting of information directly by the data.




4. Timing of Collection

   Gordon College generally collects Personal Data on the onset of the relationship with the stakeholders such as upon application of the student, faculty, staff or other; or before the commencement of the engagement of the student, faculty, personnel or other.

   Gordon College also collects information specific to an action or decision that the stakeholder will conduct with respect to Gordon College or with respect to other stakeholders.




5. Purpose of Collected Personal Data

   Gordon College collects and processes Personal Data for the following purposes:

   • Purposes necessary for GC 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 GC’s mandates under existing laws and regulations;
   • Purposes to perform acts and decisions necessary for GC 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;
   • Purpose specific to the stakeholder in accordance with the Gordon College Data Privacy.



6. Storage, Location, Transmission and Transfer of Personal Data

   Personal Data are stored in physical and electronic data processing systems managed by various units and offices of Gordon College. 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 Gordon College or in cloud storage controlled by Gordon College.

   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.




7. Method of Use

   Gordon College uses Personal Data proportionately as necessary for its legitimate purposes under the Gordon College 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 Gordon College.




8. Retention Period

   Gordon College retains data in accordance with the Gordon College Records Management Policy. In the absence of an applicable rule of retention, Personal Data shall be retained by a unit or office in accordance with the practices of government bodies with analogous functions.




9. Participation of Stakeholders

   Gordon College stakeholders have the following rights:

   • Right to be informed;
   • Right to object subject to Gordon College’s possible consequent failure to conduct academic, administrative and other functions or services;
   • Right to access;
   • Right to rectification;
   • Right to erasure or blocking of Personal Data which are not part of Gordon College’s public records as an instrumentality of the government or as a local college; and
   • Right to damages which is subordinate to the non-liability of Gordon College arising from the incidental damages due to Gordon College’s pursuance of its mandates or compliance with its legal obligations.
   
   

   Gordon College stakeholders have the following responsibilities:

   • Respect the data privacy rights of others;
   • Report any suspected Security Incident or Personal Data Breach to the Gordon College Data Protection Office;
   • Provide Gordon College (GC) true and accurate Personal Data and other information. Before submitting Personal Data of other stakeholder to GC, obtain the consent of such stakeholder;
   • Not disclose to any unauthorized party any non-public confidential, sensitive or personal information obtained or learned in confidence from GC; and
   • Abide by the policies, guidelines and rules of Gordon College on data privacy, information security, records management, research and ethical conduct.
   
   

   Other rights and responsibilities of stakeholders are in the Gordon College Data Privacy Manual.




10. Inquiries

    Inquiries and concerns on data privacy may be directed to the Gordon College Data Privacy Office:

    • Address : Olongapo City Sports Complex, Donor Street, East Tapinac, Olongapo City 2200
    • Phone : (047) 222-4080
    • Email : dpo@gordoncollege.edu.ph