Alumni Email Registration

I certify that:

I understand and agree that the University of the Philippines (UP) System provides at its sole discretion, alumni email accounts (name @alum.up.edu.ph) to bona fide holders of UP degrees and certificates in order for UP to effectively communicate with its alumni in line with the principle of democratic participation, including participation in UP Quality Assurance activities, University ranking and other similar academic assessment exercises and to comply with its obligations to inform them of the holding of fora as well as information regarding how to become members of, and to participate in the election of the U.P. Alumni Association President who serves as ex officio Alumni Regent pursuant to Sections 3 hand 12 of the UP Charter which state:

SEC.3. Purpose of the University.—As the national university, a public and secular institution of higher learning, and a community of scholars dedicated for the search of truth and knowledge as well as the development of future leaders, the University of the Philippines shall perform its unique and distinctive leadership in higher education and development. The University shall:

(h) Provide democratic governance in the University based on collegiality, representation, accountability, transparency and active participation of its constituents, and promote the holding of fora for students, faculty, research, extension and professional staff (REPS), staff, and alumni to discuss non-academic issues affecting the University.

SEC.12. The Board of Regents.

(1) Composition- The governance of the national university is vested in a board of regents known as the “Board of Regents of the University of the Philippines System,” hereinafter referred to as the “Board,” composed of:

(e) The President of the U.P. Alumni Association, to serve as Alumni Regent during his or her incumbency in that position;

All the personal data (personal and sensitive personal information as defined by the Philippine Data Privacy Act of 2012 Republic Act No. 10173 | Official Gazette of the Republic of the Philippines) and information that I provide in support of my application for a UP alumni account are true and correct.

I understand and agree that:

1. only one email account per alumnus/alumna is allowed.
2. the OAR will request periodic status updates from UP Alumni in order to confirm their continued relationship with the University.
3. the giving of false information on this form or in support of this application can lead to the suspension and deactivation of my account without prior notice.
4. I will hold UP free and harmless from all liabilities in the event this free email service is discontinued or for any other issues or problems related to UPs provision of this free Google email service.

I grant my consent for the University of the Philippines which includes all relevant offices, officials and personnel of the UP System Administration as well all UP campuses, to process (collect, use, store, securely dispose or otherwise perform operations on) my:

1. last name
2. first name
3. full middle name (if applicable)
4. suffix (if applicable)
5. full name on Official Records when I graduated from UP (with the instruction to leave this blank if there were no changes to the name I used in UP official records)
6. date of birth (month-day-year)
7. most recent degree or certificate received from UP, including the
   
   1. UP Campus and College, School or Institute where I obtained my degree or certificate
   2. Degree or Certificate and Major
   3. Year I commenced my studies for my latest degree or certificate
   4. Year graduated
8. Student Number
9. Personal email address
10. Full name and birthdate as indicated in the government issued identification card that I will submit to UP through the Office of Alumni Relations

for the purpose of processing my application for a UP alumni account and all other related processing, including:

1. verifying my identity;
2. preventing fraud;
3. documenting consent for the processing of my personal data for my application; and
4. contacting me regarding my application, providing updates on the same and transmitting UP official communications pursuant to the provisions of R.A. 9500 (UP Charter) as stated above;

I understand and agree that while UP obtains my consent for the processing of my personal data for my UP alumni email application and thereafter sending UP official communications to me pursuant to the UP Charter as explained above through the contact information I provided the University as well as the UP alumni email that may be provided to me such processing is ultimately based on UPs right to exercise academic freedom under the 1987 Constitution, the UP Charter R.A. 9500, other applicable laws such as the Education Act of 1982 and Philippine jurisprudence to ultimately determine who its graduates are to whom UP owes legal obligations as provided under its Charter as well as any privileges or services that such alumni may enjoy.

The case of Garcia vs. Faculty Admissions Committee Loyola School of Theology G.R. No. L-40779 November 28, 1975 68 SCRA 277 (1975) cited in University of the Philippines vs. Arokiaswamy G.R. No. 134625. August 31, 1999 https://elibrary.judiciary.gov.ph/thebookshelf/showdocs/1/36888 states that

Wide indeed is the sphere of autonomy granted to institutions of higher learning, for the constitutional grant of academic freedom, to quote again from Garcia v. Faculty Admission Committee, Loyola School of Theology, "is not to be construed in a niggardly manner or in a grudging fashion."

I therefore further understand and agree that UP is authorized to process my personal data for other lawful purposes as provided under the Philippine Data Privacy Act of 2012 (PDPA) Republic Act No. 10173 and other applicable laws including processing done by UP for the purpose of exercising its right and responsibility of academic freedom, compliance with legal obligations and issuances of public authorities, for the purpose of establishing or defending legal claims and defenses, etc. and that therefore UP will continue to securely store my personal data for as long as necessary in order to fulfill such other legitimate purposes as allowed by the PDPA and other applicable laws.

I understand that UP stores my personal data pursuant to Sec. 11 (f) of the PDPA which states Provided, That personal information collected for other purposes may lie processed for historical, statistical or scientific purposes, and in cases laid down in law may be stored for longer periods: Provided, further, That adequate safeguards are guaranteed by said laws authorizing their processing.

I also understand that UP conducts research on stored, previously processed, de-identified data in order to comply with its legal obligations including its right and responsibility to exercise academic freedom under the 1987 Constitution and the UP Charter. UP as a research university must conduct scientific research in order to produce general demographic information and statistics regarding its degree and certificate holders. Such research enables the University to assess whether its policies, programs, as well as procedures and revisions to the same in different years, enable the University, among others, to comply with the UP Charter and to allow the University to provide advice and technical assistance to public authorities such as Congress, the Commission on Higher Education, the UniFAST Board, etc. in accordance with Sec. 7 of the UP Charter. As stated above, before any research is conducted by UP, so that the University will be able to comply with its ethical obligations and uphold my right to privacy, duly authorised UP personnel will remove identifiers from the relevant dataset such that UP’s researcher or research teams who will perform operations on such dataset will not be able to identify me or associate any data with me. The research results will only include statistical data and general demographic information that does not identify me and any other data subjects. Kindly note that Sec. 16.C.2 of Memorandum Circular 2023-4 issued by the National Privacy Commission provides that:

The conduct of research where the end results will be anonymized and will only disclose the general demographic of the research subjects does not require the consent of the data subject.

I understand and agree that in the event research to be done will require the use of personal data, UP will comply with all applicable laws, rules and regulations as well as the ethical guidelines issued by the Philippine Health Research Ethics Board pursuant to the Philippine National Health Research System Act and if so required, UP will obtain my informed consent pursuant to such ethical guidelines for the processing of my personal data for such research.

I am aware that the processing of personal data for my UP alumni email application carries risks that may involve the confidentiality, integrity and availability of personal data or the risk that processing will violate the privacy principles and my rights as a data subject. I understand that UP has put in place reasonable physical (e.g. access control measures such as locks, security personnel etc) organizational (e.g. only authorised personnel who have signed the required non disclosure undertaking and need such personal data to perform their functions are allowed to process such personal data, etc) and technical measures ( the use of multifactor authentication for UP mail, encryption, the conduct of vulnerability and penetration testing for UP portals and other similar measures ) to prevent or mitigate such risks. I understand that such measures do not guarantee absolute protection against such risks as when systems are subject to targeted cyberattacks, malware, ransomware, computer viruses, etc. However, UP has also adopted measures in order to deal with security incidents or personal data breaches in compliance with the PDPA and NPC issuances (Part 7 Security Incident or Breach Response Procedures of the UP System Data Privacy Manual approved by the Board of Regents CERTIFIED TRUE COPY_DATA PRIVACY MANUAL 2023 EDITION.pdf (up.edu.ph) and the corresponding forms for security incident or data breach management UNIVERSITY OF THE PHILIPPINES SYSTEM ADMINISTRATION INCIDENT OR BREACH REPORT FORM.docx (up.edu.ph); PRELIMINARY ASSESSMENT FORM FOR SECURITY INCIDENTS OR PERSONAL DATA BREACHES (up.edu.ph); Mandatory Notification to NPC.pdf (up.edu.ph); Mandatory Personal Data Breach Notification for Data Subjects.docx (up.edu.ph) and SECURITY INCIDENT OR PERSONAL DATA BREACH REPORT (up.edu.ph)).

I agree that I will help keep my personal data secure by double checking that the personal email account I will be using for my UP email alumni account application has not been compromised by using Have I Been Pwned, using a strong password for such account https://itdc.up.edu.ph/about/advisories/2023%2012%2004%20REMINDER%20-%20Use%20Strong%20Passwords%20for%20UP%20Mail%20Accounts.pdf, and when possible activating two factor authentication for the same and not using public, unsecured networks for submitting my personal data or at least using VPN if I use such unsecured networks.

I also attest that I have been made aware about my rights as a data subject to information, access, the right to object to the processing of my personal data, deletion, to lodge a complaint with the National Privacy Commission for the violation of my data privacy rights and the right to receive damages for such violations pursuant to a valid order of the proper public authority through this certification and data privacy consent form.

I also recognize that while I have the right to correct my personal data, it is my duty to keep my personal data updated, to follow the instructions contained in the relevant UP site and portal Alumni Profile Updating System regarding the manner by which I can correct or update my personal data.

I understand and agree that if I wish to withdraw consent for the processing of my personal data for my UP alumni email application that I must write or send an email to the UP Office of Alumni relations ([email protected]).

I understand and agree that sending an email to the UPS OAR is the most convenient means for me to withdraw such consent. I will attach a copy of my valid government issued ID card to such letter or email, so that UP will be able to verify my identity. I also understand that such withdrawal of consent will mean that UP will not be able to process my application for alumni email or will lead to the deletion of an alumni email that has been previously granted once UPS OAR transmits an email or letter acknowledging my request for the withdrawal of consent. I recognize however that such withdrawal will have no effect on processing done by UP pursuant to its right to academic freedom as well as any other processing which UP has to perform in order to comply with contractual (ie to the third party service provider) other legal obligations including the duty to disclose information required by public authorities etc i.e. Republic Act No. 11332 | Official Gazette of the Republic of the Philippines, to establish or defend legal claims or any such other processing allowed by the PDPA and other applicable laws.

I am aware that if I should have any data privacy concerns or questions that I may contact the UP System Data Protection Officer as follows:

1. via post
   2nd Floor North Wing, Quezon Hall (Administration Building), University Avenue, UP Campus, Diliman, Quezon City 1101 Philippines
   
   
2. via landlines
   (632) 89280110; or (632) 89818500 loc. 2521
   
   
3. via email
   [email protected]