Data Privacy Policy

Scholarship Information Kit and Portal (SIKAP)

1. General Policy Statement

The Scholarship Information Kit and Portal (SIKAP) is managed by the Office of Scholarships and Grants (OSG), a unit under the Office of the Vice Chancellor for Student Affairs (OVCSA), University of the Philippines Diliman.

This Policy applies to all users of SIKAP, including students, parents/guardians, Scholarship Affairs Officers (SAO), and authorized system developers. It aims to inform students, parents, and guardians how SIKAP collects and processes personal data, and to ensure that such data are handled responsibly, securely, and in compliance with the Data Privacy Act of 2012 and other applicable laws.

2. Definition of Terms

• “SIKAP” – The Scholarship Information Kit and Portal, managed by OSG under OVCSA, serving as the platform for managing scholarship applications, records, and related processes.

• “Personal Data” – Any information, whether recorded in material or electronic form, from which the identity of an individual is apparent or can be reasonably and directly ascertained, or when combined with other information would identify an individual.

• “Data Subject” – Any individual whose personal, sensitive, or privileged information is processed. In this Policy, this includes students, parents/guardians, and other registered users of SIKAP.

• “Processing” – Any operation performed upon personal data, including collection, storage, use, retrieval, disclosure, erasure, or destruction, whether by manual or automated means.

• “Data Processing Systems” – Physical and electronic methods, databases, and secure locations where personal data are stored, managed, and processed, in accordance with NPC Circular No. 17-01.

• “Office of Scholarships and Grants (OSG)” – The OVCSA unit tasked with administering scholarships and financial assistance programs.

• “Office of the Vice Chancellor for Student Affairs (OVCSA)” – The UP Diliman office responsible for student welfare, services, and programs, including SIKAP.

• “Scholarship Affairs Officer (SAO)” – University personnel designated to manage and evaluate scholarship applications and student records within SIKAP.

• “National Privacy Commission (NPC)” – The government agency mandated to implement the Data Privacy Act of 2012 and monitor compliance of personal information controllers and processors.

• “Republic Act No. 9470” – Also known as the National Archives Act of 2007, governing the disposition, archiving, and preservation of public records in the Philippines.

• “Data Protection Officer (DPO)” – The officer responsible for ensuring compliance with data privacy laws and policies, providing guidance on data protection, and serving as contact for data subjects.
  
  

3. Collection of Personal Data

SIKAP collects personal data when students apply for scholarships. Applicants are required to create an account if they do not already have one.

3.1 Student Information

Upon registration and application, students may be required to provide personal details including:

• Name, date of birth, gender, civil status, and photo

• Contact information (email address, mobile/telephone numbers, home address)

• Academic information (grades, course, academic standing, UP constituent unit)
  
  

3.2 Parent/Guardian Information

Students shall also provide personal information of parents/guardians, including:

• Name, date of birth, mobile/telephone numbers

• Employment status, occupation, employer

• Annual income
  
  

3.3 Other Information

Additional documents and supporting information may be collected as necessary for scholarship evaluation and processing.

3.4 Consent for Minors

If you are below eighteen (18) years of age, your parent or guardian must grant consent on your behalf in order for SIKAP to process your scholarship application and related personal data.

If you are a minor and your parents are not married, it must be your mother or your legally authorized guardian who signs the certification and data privacy consent form for and on your behalf.

4. Use of Personal Data

Personal data collected through SIKAP shall be used solely for legitimate scholarship-related purposes, including but not limited to:

• Processing scholarship applications and verifying eligibility

• Managing scholarship awards and monitoring compliance with requirements

• Communicating with students, parents/guardians, and donors regarding scholarship matters

• Assessing financial need and academic standing of applicants

• Preparing statistical reports for institutional planning and donor reporting

• Maintaining the integrity and security of SIKAP systems and records
  
  

5. Storage and Transmission of Data

The personal data collected through SIKAP are stored in both physical and electronic Data Processing Systems, housed in secure locations and databases assigned and provisioned by the Office of the Vice Chancellor for Academic Affairs (OVCAA) under the guidance of the UP Computer Center. These systems are governed by NPC Circular No. 17-01.

5.1 Transmission of Data

Personal data transmitted through SIKAP follow the established procedures of the OVCSA and its units, ensuring that only authorized personnel may access or process such information for legitimate purposes.

5.2 Security Measures

Appropriate organizational, physical, and technical safeguards are implemented to protect personal data against unauthorized access, disclosure, use, or loss. These include, but are not limited to:

• Access controls

• Encryption

• Secure storage facilities

• Strict authorization protocols for system developers and administrators
  
  

5.3 Retention and Disposal

Personal data shall be stored for a maximum of ten (10) years, after which they shall be securely and permanently disposed of, in compliance with:

• Republic Act No. 9470 (National Archives Act of 2007)

• Related issuances of the National Archives of the Philippines

• The Data Privacy Act of 2012 and NPC issuances
  
  

Republic Act No. 9470 may be viewed at:
http://www.officialgazette.gov.ph/2007/05/21/republic-act-no-9470/

6. Disclosure and Sharing of Data

SIKAP shall not disclose or transfer personal data to third parties except under the following conditions and always in compliance with the Data Privacy Act of 2012:

6.1 Internal Use

• OSG and OVCSA for scholarship administration

• SAOs for validation, evaluation, and monitoring of applications and grants

• Authorized system developers and administrators for system maintenance
  
  

6.2 External Disclosure

• Donors, sponsors, and partner organizations – limited information necessary to evaluate or monitor scholarship programs

• Government agencies or regulatory bodies (e.g., CHED, NPC) – for compliance with laws and reporting obligations

• Other UP units – when necessary for legitimate institutional functions
  
  

6.3 Conditions for Disclosure

All disclosures shall be:

• Limited to the minimum information necessary

• Subject to data sharing agreements or confidentiality provisions, where applicable

• Conducted only by authorized personnel under OVCSA procedures
  
  

SIKAP shall never sell, trade, or lease personal data to third parties.

7. Data Subject Rights

Data subjects using SIKAP are entitled to the following rights under the Data Privacy Act of 2012:

• Right to Be Informed – to know how their data are collected and processed

• Right to Access – to request access to their data and obtain copies

• Right to Object – to refuse processing when not required by law or legitimate purpose

• Right to Rectification – to correct inaccuracies or incomplete data

• Right to Erasure or Blocking – to suspend, withdraw, or request removal of data when processing is excessive or unlawful

• Right to Data Portability – to move, copy, or transfer data in electronic form

• Right to File a Complaint – to lodge complaints with the NPC in case of violations
  
  

Requests may be made through OSG or OVCSA, subject to verification of identity.

8. Contact Information

The UP Diliman Data Privacy Portal is accessible at: https://upd.edu.ph/privacy/

For data protection concerns or to report privacy incidents, contact the UP Diliman Data Protection 

Officer:

Address:
UP Diliman Data Protection Team
L/GF, Phivolcs Bldg.
C.P. Garcia Avenue
Diliman, Quezon City 1101

• VOIP Landline: +(632) 8981-8500 local 401

• Privacy Portal: https://privacy.upd.edu.ph/

• Location of the UP Diliman Privacy Policies: https://privacy.upd.edu.ph/privacy-policies/

9. Policy Effectivity and Amendments

This Policy takes effect immediately upon approval and publication. It shall remain in force unless superseded or amended by subsequent issuances.

The OSG, under the OVCSA, reserves the right to revise or update this Policy to comply with changes in laws, regulations, or institutional policies. Significant amendments shall be communicated through official UP Diliman channels, including SIKAP and the UP Diliman Data Privacy Portal.