DPA Form No. 1-2022 (Students/Alumni)

Central Luzon Doctors Hospital Educational Institution, Inc., or CLDHEI, is committed to protect and respect your personal data privacy. We are at the forefront of implementing and complying with the Data Privacy Act of 2012.

Our Services
CLDHEI is a private and non-sectarian school which offers Basic Education programs from Pre-school to Senior High School and Tertiary programs like Nursing and other medical allied courses.

When and why we collect information
We collect your personal data in various forms such as written records, photos, videos and other digital materials and even your facial recognition and biometrics. We collect them during:

1. Admission Application — When you apply with us for admission, you provide us through filling out the application for admission and submission of pertinent documents which include but not limited to the following:
   • basic information like your name, email address, contact information, family background, previous schools attended, academic performance, disciplinary record, employment record, medical records, exam results and interview;
   • supporting documents such as pictures, certification of enrollment from adviser or school head, school’s identification card, covid and Hepa vaccination cards and form 137. We may use the information that we already have in processing your application for enrollment if you are an old student.
   You shall be obliged to certify that you have obtained the consent of your professional references for the use of their personal data and even those of the persons to be notified in case of emergency.
2. After enrollment and during your stay with us – We require you to submit pictures or we will take pictures of you so we could process your school identification card after enrollment. While you are with us, we may also collect information from you including but not limited to:
   • academic activities or performance such as classes you enroll in, scholastic performance, attendance record, etc.;
   • co-curricular activities such as internship, affiliation, related learning experiences and or on-the-job trainings;
   • extra-curricular activities such as membership in student organizations, sports or athletic programs, participation and attendance in seminars, competitions, school programs, outreach activities and study tours;
   • any disciplinary sanctions and incidents you may be involved in. There are also instances that we will require pictures or videos of activities you participated in via official documentation of these school activities or through recording from the CCTV cameras installed within the school premises.
3. Application for various scholarship programs required to be applied through us - You provide us information and documentary requirements for these scholarship programs such as but not limited to accomplished application form, certification of school registration, income tax return or proof of income by you or your guardian, PWD identification cards and certificate of Indigency.
4. Unsolicited Information – There are times that we receive random personal information. We will keep those we could legitimately maintain or store them to be treated in the same manner as the information we received from you. Otherwise, we will immediately dispose them to safeguard your privacy.

How we use your information
We use your personal data to pursue our purpose as an educational institution which includes administrative, research, historical and statistical purposes. We may use the information we collect for the following purposes:

1. Evaluating admission applications
2. Processing admission of incoming, transferee and returning students in preparation for enrollment
3. Encoding, generating, updating and safekeeping of student records of academic, co-curricular and extra-curricular activities and progress
4. Encoding, safekeeping and evaluating results of students’ academic and co-curricular activities like recitation, homework, seatwork, quizzes, exams, thesis, research, reflection paper, internship and or affiliation diaries, essays, presentations and revalida
5. Manual or electronic encoding, generating and safekeeping of records, grades, academic performance, class schedules and attendance, class standing and participation in curricular and co-curricular activities
6. Establishing, maintaining, updating and upgrading of the student information systems
7. Processing of the academic performance of students through sharing of grades with other departments with similar purposes
8. Processing of various scholarship applications, grants, allowances and other forms of financial subsidies whether from private or public sectors
9. Investigating incidents of student behavior and implementing disciplinary measures
10. Updating and safekeeping of alumni records and or maintaining directories
11. Generating and compiling reports for statistical and research purposes
12. Providing services such as health, counseling, library, information technology, sports/recreation, transportation, parking, safety and security
13. Managing and controlling access to various school facilities and equipment
14. Communicating school announcements
15. Sharing marketing and promotional materials regarding school activities, events, projects and community services
16. Soliciting your participation in research and non-commercial surveys administered by the school
17. Soliciting your support, financial or otherwise for school activities, events, projects and community services

How we share, disclose or transfer your information
To pursue our legitimate purpose as an educational institution, we may share, disclose or transfer your personal data to other person/s or organization/s. We may share, disclose or transfer your personal data for the following:

1. posting of your names for admission, scholarship and other financial aid applications, class lists and schedules online, in bulletin boards and other places within the school
2. sharing of your personal data with your parents and or guardians as required by law and other circumstances for your best interests, or to protect your health, safety and security
3. distribution of the list of graduates and awardees in preparation for and during commencement exercises
4. sharing and or disclosure of your personal data to CHED, DepEd and other government agencies in compliance with their reportorial requirements
5. sharing and or disclosure of your personal data with insurance companies, RED Cross and other similar agencies in relation to your insurance claims and membership fees.
6. sharing and or disclosure of your personal data with entities or organizations for accreditation like PEAC and PAASCU
7. sharing and or disclosure of your personal data with On-the-Job Training partners, internship or affiliation centers or hospital-partners of the school
8. sharing and or disclosure of your personal data with entities and organizations for determining eligibility in sports and academic competitions and other similar activities
9. compliance with court orders, subpoenas and other legal orders
10. conducting internal research or surveys for institutional development purposes
11. posting of your academic or non-academic achievements and or awards received in the official social media page, website, bulletin boards and publications of the school
12. sharing your academic accomplishments, honors and co-curricular or extra-curricular achievements with schools you graduated from or were previously enrolled in upon their request
13. use of photos, videos and other information as marketing and advertising materials including its activities and events; marketing and advertising materials such as brochures, posting in its website and official social media sites, newspaper ads, physical and electronic bulletins boards and other media
14. live streaming of school events
15. other purposes necessary and permitted or required by law

How we store and retain your information
Your personal data are stored and kept in a secured place and/or databases where access is limited to school personnel who need them in carrying out their respective tasks for the legitimate purpose of the school. They are transmitted securely via soft and hard copies between units or offices of the school. We assure you that our use of your personal data will not be abused and shall be limited to whatever is necessary to achieve the purpose of their collection, and/or only when permitted by law.

Personal information retention period is indefinite unless there is a law that will provide their disposal. However, the personal information submitted by applicants and did not enroll will be disposed within one (1) month from start of classes. These will be shred and disposed in a secured and safe manner.

Responsibility and rights to access or correct
You are responsible for the accuracy and correctness of any personal information you provide CLDHEI and you will be held accountable for failure to provide the accurate, correct and updated personal information.

You have the right to access and to correct or update the personal information, which you provided and which CLDHEI collected and stored, in accordance with the conditions and requirements under the DPA and IRR.

Please contact our Data Protection Officer (DPO) to access and/or correct or update your personal information by sending an email at dpo@cldhei.edu.ph with email subject “For the Data Protection Officer (DPO)" and provide us your complete name and the personal information you wish to access or to be corrected. The DPO will contact you within the time required by the law and regulations. Where correction of personal information is not possible, the DPO shall explain the reason for refusing to make such correction or alteration.

Should you wish to obtain a hardcopy or printout of such personal information, any and all costs related thereto shall be charged to your own account.

Your rights with respect to your personal data
If you wish to exercise your rights with respect to your personal data as provided under DPA or should you have any concern or questions regarding these rights, you may contact the school’s Data Protection Officer (DPO) at:

     Email: dpo@cldhei.edu.ph
     Telephone: (045) 982-5019 local 214 or 258
     Website: www.cldhei.edu.ph
     Address: Romulo Highway, San Pablo, Tarlac City

Amendment
CLDHEI may change this Privacy Notice from time to time by posting the updated version of the Privacy Notice.