SAN BEDA UNIVERSIT Y

DATA PRIVACY NOTICE:

Student Application and Enrollment

San Beda University assures stakeholders that safeguarding of personal data is of utmost priority of the
institution. The Data Privacy Notice provides information on collection; use; storage, retention and
destruction; access; and disclosure and sharing of personal records of student applicants and students.

I. Data Subject – Student-Applicants

A. Collection

San Beda University, through the Admissions Center, collects personal information from
applicants upon registration to the online portal, which is part of its online enrollment system.
Student-applicants, 18 years old above, are expected to accomplish this form. For children
below 18 years of age, a parent or guardian must accomplish the form.

The personal data collected consist of:
1. Complete Name, Gender, Birthday, Civil Status, Nationality, Residence, and Contact
Numbers (Telephone and Mobile Numbers), Email of Applicant
2. Disability/Ailment
3. Name, Address, Contact Number, and Email of Parents
4. Name, Address, Contact Number, and Email of Guardian/Spouse (if applicable)
5. Name and Address of High School and/or College; Inclusive Years of Attendance, and
awards/honors received
6. Licensure Exams passed and Work Experience (If applicable)

Other personal information to be collected from the applicant, as hard copies, within the
period of application are as follows:
1. Photocopy of the Philippine Statistics Authority – issued Birth Certificate
2. Completed Recommendation Forms/Good Moral Certificates
3. Photocopy of grades for the last academic year from the last school attended
• Report Card for Senior High School and College applicants
• Transcript of Records for College Transferees, and applicants for the College of Law
and College of Medicine
4. Photos attached to the hard copy of the application form and registration form
5. Photocopy of Certificate of Graduation/Candidacy of Graduation
6. Photocopy of Results of the examination given by Government Agencies
• National Career Assessment Test – for Senior High School
• Philippine Law School Aptitude Test (PHILSAT) – for College of Law
• National Medical Assessment Test (NMAT) – for College of Medicine

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 7. Additional:
For International Students
• Photocopy of Birth Certificate and Scholastic Records duly authenticated by Philippine
Service Post located in the student’s country of origin or legal residence.
• Photocopy of passport bio-page duly authenticated by Philippine Foreign Service post
and latest admission with valid authorized stay
• Photocopy of notarized affidavit of support including bank statements or notarized
notice of grant for institutional scholars to cover for the expenses for the student’s
accommodation and subsistence, as well as school dues, and other incidental
expenses
For Filipino students with dual citizenship
• Photocopy of valid Philippine Passport or Photocopy of Certificate of Recognition as
citizen of the Philippines issued by the Bureau of Immigration

Entrance examination produces scores for each individual applicant. Other personal
information of applicants are revealed and obtained from the interview.

B. Use

Personal Data collected via online registration will be used for identification of applicant and
verification of data against other requirements submitted. Aggregate profile of applicants
shall be generated by the Admissions Center, which can be used to strengthen recruitment.
Contact information of applicants of the right age and of parents of minors are utilized to
communicate instructions and to follow up application, if necessary.

Other personal records such as grades, recommendation forms/good moral certificates, and
entrance test scores are bases for evaluation of application. For Law and Medicine, the
PHILSAT and NMAT results are additional bases for admission.

C. Storage, Retention and Destruction

Applicants are ensured that personal records will be protected against accidental and
unlawful destruction, alteration, and disclosure. Security measures are in placed for storing
records. Once enrolled, records will be retained until graduation or even after transfer to
another educational institution. For applicants who did not enroll, records will be deleted and
destroyed one academic year after.

D. Access

Personal data will be held with utmost confidentially. Access to the record is limited only to
authorized staff and administrators for purposes related to their tasks in the application and
admitting of students.

E. Disclosure and Sharing

Personnel who have access are bound to protect personal data from accidental and unlawful
disclosure and sharing. However, San Beda University will be obliged if mandated by law and
legal proceeding.

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II. Data Subject – Students

A. Collection

Aside the personal data obtained during the application period, original copies of records
from students shall be collected upon enrollment through the Admissions Center (Central
Office for the College of Law and the College of Medicine):
1. Copy of the Birth Certificate (For international students, the copy is duly authenticated by
the Philippine Foreign Service Post from the country of origin or legal residence. For
College of Law and College of Medicine, original copy of PSA-issued)
2. Original copy of grades for the last academic year from the last school attended
(For international students, the copy is duly authenticated by the Philippine Foreign
Service Post from the country of origin or legal residence.)
• Report Card for Senior High School and College applicants
• Transcript of Records for College Transferees, and enrollees for the College of Law
and College of Medicine
3. Original copy of results of the examination given by Government Agencies
• Philippine Law School Aptitude Test – for Law
• National Medical Assessment Test – for Medicine
4. Original copy of the Good Moral Certificates
5. Medical Requirements/Laboratory Exams (for Medicine and Nursing)
6. Drug Test results; Affidavit of Waiver for College of Arts and Sciences transferees
7. Honorable Dismissal/Transfer Credential for College Transferees, College of Law and
College of Medicine Enrollees:
8. Additional for International students:
• Six (6) copies of the Student’s Personal History Statement (PHS) duly signed by
him/her, and his/her national alphabet accompanied by his/her personal seal, if any,
and containing, among others, his/her left and right thumbprints and a 2x2 inch
photograph on plain white background taken not more than six months prior to
submission
• A notarized affidavit of support including bank statements or notarized notice of grant
for institutional scholars to cover for the expenses for the student’s accommodation
and subsistence, as well as school dues, and other incidental expenses

Consequently, personal records of students during their entire stay in San Beda University will
be updated which comprised the following: financial data; disciplinary and attendance
records; grades in subjects/courses taken; honors and achievements; routine interview,
counseling and testing records; and Notice of Acceptance from San Beda University
Admissions Center and Alien Certificate Registration for International students. These
subsequent data are protected and used responsibly by specific offices accountable for
collection.

B. Use

Personal data of newly admitted students are taken collectively by the Admissions Center to
produce a general profile of new students per Department. Aggregate results are deemed

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 useful for the Department to address the needs of students and to provide the academic
environment and support programs suited for students. Other personal records are given
specifically to the Chairperson, Prefects, and Guidance Counselor for monitoring purposes.

The copies of personal records are collected for turn-over to the Registrar’s Office and the
Guidance and Counseling Office for storage and safekeeping; and for purposes relevant to
their duties and responsibilities.

Information like contact numbers and addresses are maintained and are accessible to
authorized personnel of the Department/Office for communication purposes in case of
problems and crises and in matters related to school activities.

C. Storage, Retention and Destruction

The personal record of every student will be stored securely and will be updated by concerned
offices for as long the student is enrolled in San Beda University. Security measures are in
placed to protect the record from destruction, alteration, and disclosure. All records are
retained even after graduation or transfer to another educational institution, except for
records turned over to the Guidance and Counseling Office which destroys the data 5 years
after graduation and 3 years after transfer.

D. Access

Personal data will be held with utmost confidentially. Access to the record is limited only to
authorized staff and administrators for purposes related to their responsibilities.

E. Disclosure and Sharing

Personnel who have access are bound to protect personal data from disclosure and sharing.
However, San Beda University will be obliged if mandated by law and legal proceeding, and if
there is a need to protect health and life.

Other Personal records are also shared through the Registrar’s Office as mandated by the
following: Department of Education, Commission on Higher Education, Professional
Regulation Commission, Civil Service Commission, the Legal Education Board, and Bureau of
Immigration. Verification of graduation/enrollment by a company as part of its employment
background investigation is allowed provided that such request was authorized by the
student/graduate.


I agree. I agree.

____________________________________ ________________________________
Signature over Printed Name of Student Signature over Printed Name of Parent
(for Students 18 years old and above) (for Parents of students of minor age)

Year Level/Program: _____________________ Child’s Name: ________________________
Year Level/Strand: ____________________
Date Signed: ___________________________ Date Signed: _________________________