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DAVAO DE ORO STATE COLLEGE (DDOSC) issues this general statement to inform individuals about the collection, processing, and management of personal data. DDOSC is committed to adhering to the Data Privacy Act of 2012 (RA 10173) to protect individuals' privacy rights.

 This NOTICE explains in general terms: 

1. The purpose(s) and legal bases for the processing of your personal data that the DDOSC collects from you when classes and other related activities are conducted and documented using Zoom and other video conferencing applications; 
2. The measures in place to protect your data privacy.

COLLECTION OF STUDENT PERSONAL DATA

 Attendance may be recorded using either electronic or physical attendance forms to generate meeting reports. These reports may include your name, email address, and attendance status. Personal data is collected to verify identity and prevent fraud.

 During classes and related activities conducted via video conferencing applications, the following personal information may be gathered and processed: your name, image, voice, personal opinions, responses to polls, coursework (including files, presentations, and other shared materials, which you may own copyright to), and other relevant details. With your consent, your teacher may record class sessions for the following purposes:

 

1. To allow students, including those unable to attend in real-time, to review the session for learning purposes.
2. To enable teachers to assess and enhance their teaching methods.
3. To assist DDOSC in conducting research and evaluations and fulfilling its academic responsibilities.

If your participation in a class session is not subject to evaluation, your teacher may advise you to turn off your video and audio and engage through chat or email to minimize the collection of personal information.

To further reduce the processing of personal data, you are encouraged to use a virtual background and inform individuals in your vicinity about your participation in a video conference class to prevent their information from being unintentionally recorded. In certain cases, recordings may be used to document, review, and assess student performance, oversee online examinations, and provide feedback and grades.

Authorized IT personnel may process user data and meeting-related statistics, such as the use of audio, video, screen sharing, recording features, and network performance, to offer technical support, provide guidance, and fulfill administrative duties.

DDOSC may also process personal data in compliance with the Data Privacy Act (DPA) and other applicable laws, including:

 

1. Compiling statistics and conducting research, in accordance with research ethics guidelines.
2. Carrying out its role as State College.
3. Complying with statutory and regulatory obligations, including directives from competent authorities.
4. Establishing, exercising, or defending legal claims.
5. Fulfilling other related purposes.

Through collaboration between teachers and students, DDOSC ensures the secure processing, storage, and deletion of attendance records and session recordings. Your personal data will be retained only for as long as necessary to fulfill these purposes, defend legal claims, or as permitted by applicable laws.

 

DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES

 As mentioned earlier, recorded class sessions that contain personal data may be made available to students who were unable to attend in real-time due to connectivity issues, enabling them to review the material. This disclosure supports student learning and aligns with the college’s academic functions and legitimate interests.

These recordings are intended strictly for personal academic use and must not be recorded, screenshotted, shared, or distributed without explicit consent from the teacher and individuals whose personal data is included. Such consent must be in written, electronic, or recorded form.

Unauthorized processing of personal data is a punishable offense under the Philippine Data Privacy Act, other relevant laws, and DDOSC regulations. Additionally, before making recorded class sessions available to other classes or external audiences, your teacher must obtain your consent (or that of your parent/guardian if you are a minor) through a separate email or equivalent means. Consent must be documented in written, electronic, or recorded form. If you wish to withdraw consent, send a written request or email to your teacher specifying the processing activity you no longer consent to, along with a copy of your College ID. However, consent can only be withdrawn for processing activities where consent is the sole lawful basis for data processing.

Furthermore, DDOSC may disclose personal data to comply with lawful orders from public authorities, assert or defend legal claims, and fulfill other disclosures permitted by the DPA and related laws.

 

OBTAINING YOUR CONSENT

By accessing online classes conducted via videoconferencing applications used by your teacher, you confirm that:

 

1. You have read this privacy notice, which was sent to your corporate email and included in class invitations.
2. You understand that DDOSC must process your personal data to fulfill its mandate and comply with applicable laws.
3. You consent to DDOSC’s authority to process your personal data in accordance with this notice.

 

PROTECTION OF PERSONAL DATA

DDOSC implements appropriate security measures to safeguard your privacy and continuously reviews and improves these protections. Only authorized personnel are permitted to handle your personal data.

Teachers are required to grant students access to video conference meetings through the Learning Management System (LMS), and proper credentials must be provided to gain access.

DDOSC ensures that third-party service providers processing personal data adhere to privacy protection standards. The Data Privacy Section will periodically issue advisories to faculty and students on securely using videoconferencing applications for classes, based on the latest privacy and security updates.

 

RIGHTS AND RESPONSIBILITIES OF DDOSC STAKEHOLDERS

Rights:

 

1. Right to be informed: You have the right to know if and how your personal data is being processed.
2. Right to object: You may refuse the processing of your data, subject to the possible impact on DDOSC’s ability to provide services.
3. Right to access: You may request access to your personal data.
4. Right to rectification: You may request correction of incorrect or outdated information.
5. Right to erasure: You may request deletion of your data, except for those that must be retained as part of DDOSC’s official records.
6. Right to damages: You may seek compensation for any misuse of your personal data, except in cases where DDOSC is fulfilling its legal obligations.
7. Right to data portability: You may request a copy of your personal data in a structured format.

To exercise these rights, contact the DDOSC Data Privacy Section using the details provided below. Proof of identity or additional documentation may be required.

  

RESPONSIBILITIES:

 

1. Respect the data privacy rights of others.
2. Report any suspected data security incidents or breaches to the DDOSC Data Privacy Section.
3. Provide accurate personal information to DDOSC.
4. Maintain confidentiality of non-public, sensitive, or personal data obtained from DDOSC.
5. Adhere to DDOSC policies on data privacy, information security, records management, research, and ethical conduct.

 

IMPLEMENTATION AND UPDATES

The DDOSC Data Privacy Section Head may issue additional policies or guidelines that align with this privacy notice. Any amendments to cited laws or regulations automatically apply to this notice without retroactive effects on individual rights. If any section of this notice is declared invalid, the remaining provisions will remain effective.

 

DATA PRIVACY SECTION CONTACT INFORMATION

For inquiries or concerns, please contact:

Office of the Data Privacy Section Head

ICTU-Main Building

Davao de Oro State College

Purok 10, Poblacion, Compostela, Davao de Oro

Email: dataprivacy@ddosc.edu.ph