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General Privacy Notice

St. Luke’s Medical Center College of Medicine-William H. Quasha Memorial (SLMCCM-WHQM) is committed to protecting and upholding the privacy of personal information. The processing of all personal data is performed in accordance with the principles of transparency, legitimate purpose, and proportionality, and respects the rights of data subjects under the Data Privacy Act of 2012, its Implementing Rules and Regulations (IRR) and National Privacy Commission issuances.

This applies to all Personal Data—whether collected electronically or manually—of St. Luke’s College of Medicine Faculty members, Staff, and Students. This includes applicants and other individuals whose personal data is processed by SLMCCM-WHQM.

1. Acts of Processing

SLMCCM-WHQM processes various types of Personal Data to perform its obligations, exercise its rights, and conduct its associated functions as a higher education institution.

The SLMCCM-WHQM website uses cookies to prevent security risks, recognize that the user is logged in, customize the user’s browsing experience, store authorization tokens, allow social media sharing, troubleshoot issues, and monitor anonymized or aggregated statistics.

2. Personal Data Collected

SLMCCM-WHQM collects the following Personal Data, as applicable and necessary for its specific legitimate purposes:

  • Personal Details such as name, address, birth, gender, civil status, citizenship, photo identification and affiliations;
  • Contact Information such as address, email, mobile and telephone numbers;
  • Employment information such as government-issued identification numbers, job position, functions and character references;
  • Academic information such as grades, courses, academic standing and incidents that have disciplinary sanctions;
  • Applicant information such as academic background and previous employment history;
  • Medical information such as physical, psychiatric and psychological health information; and
  • Other information obtained through interviews and entrance or admission examinations.

3. Collection Method

SLMCCM-WHQM collects Personal Data physically through printed forms, attachments, and other documents required by the College, its academic units, and its administrative offices, or electronically through our systems or platforms, e-forms, via email, or electronic submission of information directly by the data subject or by SLMCCM-WHQM faculty and staff. 

4. Timing of Collection

SLMCCM-WHQM generally collects Personal Data on the onset of a transaction such as upon application to take the college admission test, during enrollment, before or during academic and extra-curricular activities of the College, for scholarship and financial-aid grants, medical clerkships and internships, and activities and events within the premises of the College or sanctioned by the College.

5. Purpose of Collected Personal Data

SLMCCM-WHQM collects and processes Personal Data for the following purposes:

  • Purposes necessary for SLMCCM-WHQM to perform its obligations, exercise its rights, and conduct its associated functions as a higher education institution;
  • Purposes in connection with training, clinical rotations, and research;
  • Purposes such as evaluating the student’s eligibility for scholarship grants and other academic requirements;
  • Purposes to verify identity for guidance counseling, fact-finding in discipline cases, mentoring and coaching on personal, social, academic, and professional concerns.
  • Purposes for operation such as performance of business transactions, institutional functions,  and continuous improvement;
  • Purposes to perform acts and decisions necessary for SLMCCM-WHQM 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 auditing and transparency obligations;
  • Purpose specific to the SLMCCM_WHQM in accordance with its Privacy Policy, rules or procedures.

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

Personal Data are stored in both physical and electronic data processing systems managed by various departments and offices of SLMCCM-WHQM. Physical records are generally stored in folders or envelopes in drawers or shelves. Electronic records are generally stored in servers or in cloud storage controlled by SLMCCM-WHQM in partnership with third-party providers, subject to applicable laws and regulations and information security measures.

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

SLMCCM-WHQM uses Personal Data proportionately as necessary for its legitimate purposes under SLMCCM-WHQM Privacy Policy. Personal Data are used in accordance with the Data Privacy Act of 2012, relevant issuances from the National Privacy Commission, and the policies, rules and guidelines of SLMCM-WHQM.

8. Disclosure and Sharing

Personal Data shall be disclosed only for legitimate purposes to authorized recipients including partner educational institutions and governmental entities to comply with statutory and regulatory requirements mandated by law.

Transmission of Personal Data to services providers–including transactions for enrollment, access to library resources, and various college activities–is strictly governed by agreements containing data privacy provisions as required by the Data Privacy Act of 2012.

9. Information Security

SLMCCM-WQHM has implemented physical, electronic, and administrative security measures to prevent unauthorized access, ensure data security, and guarantee the proper use of information gathered online. These measures depend on the sensitivity of the collected and stored information are.

10. Retention Period

SLMCCM-WHQM retains data in accordance with its retention policies, observing all applicable laws and government regulations. In the absence of a specific rule, Personal Data shall be retained by SLMCCM-WHQM department or office in accordance with locally and internationally accepted practices and standards.

11. Participation of Data Subject

Data Subjects have the following rights:

  1. Right to be informed of the nature, purpose, and extent of processing of Personal Data;
  2. Right to object subject to SLMCCM-WHQM’s possible consequent failure to conduct academic, administrative and other functions or services;
  3. Right to access Personal Data;
  4. Right to rectification of Personal Data;
  5. Right to erasure or blocking of Personal Data as well as right to damages, which are subordinate to the non-liability of SLMCCM-WHQM arising from the incidental damages due to SLMCCM-WHQM’s pursuance of its legal rights and obligations.

Data Subjects have the following responsibilities:

  1. Respect the data privacy rights of others;
  2. Report any suspected Security Incident or Personal Data Breach to the SLMCCM-WHQM Data Protection Office;
  3. Provide the SLMCCM-WHQM true and accurate Personal Data and other information. Before submitting Personal Data of other people to SLMCCM-WHQM’s, obtain the consent of such people;
  4. Not disclose to any unauthorized party any non-public confidential, sensitive, or personal information obtained or learned in confidence from SLMCCM-WHQM; and
  5. Abide by the policies, guidelines and rules of the SLMCCM-WHQM and the St. Luke’s One Healthcare System on data privacy, information security, records management, research and ethical conduct.

12. Inquiries

Inquiries and concerns on data privacy may be directed to SLMCCM-WHQM Data Protection Office:

VOIP Landline Phone: 8-723-0101 local 4996

Email: [email protected]

13. Definitions

“Personal Data” refers to all types of personal information, sensitive personal information and privileged information under the Data Privacy Act of 2012 and its Implementing Rules and Regulations. 

“Data Subject” refers to an individual whose Personal Data is processed.