Revision Date: March 12, 2026

At National University (NU), we are committed to protecting the privacy and security of the personal data of our students and employees. This notice outlines how we collect, use, store, share, retain, and dispose of your information, as well as the security measures we implement to safeguard your data.

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Data Collection

We collect personal data directly from you when you apply for admission to NU. This may include your name, contact details, date of birth, identification numbers, academic records, employment history (for working students), and other relevant information.

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Use and Processing of Personal Data

The personal data we collect is used for the following purposes:

1. To generate a list of potential new students for NU.
2. To evaluate the eligibility of student applicants for admission to the University.
3. To ensure that the necessary and required academic records for admissions to NU are submitted.
4. To be shared with the scholarship committee and the approvers of scholarship applications for review.
5. The data will be forwarded to the Business Development Office and Executive team for expansion, market study, or analysis.
6. The data will be shared with the relevant program evaluators, Deans, or Program Chairs to facilitate evaluation and crediting of subjects.

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Storage of Personal Data

Your personal data is stored securely in

1. the National University Information System (NUIS) for the electronic format; and in
2. the Admissions and Registrar's Office assigned storage area for the physical format.

NUIS uses secure cloud servers and databases to ensure that your data is protected against unauthorized access, loss, or misuse. The storage areas in the campus are securely locked, protected by CCTV cameras, and are only accessible to authorized Admissions and Registrar's Office personnel.

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Sharing of Personal Data

We may share your personal data only when necessary and in compliance with applicable laws. Only relevant or required data are shared. We ensure that any third parties with whom we share your data are obligated to protect your information and use it solely for the purposes specified in the signed Data Sharing Agreement (DSA).

For Students: the Commission on Higher Education (CHED) for college, the Department of Education (DepEd) for K to 12, other educational institutions (when you transfer or cross enroll)

• Registrar's Office - to process your eligibility for the program/course applied for or to evaluate subjects for crediting, if any. Once you are admitted and classified as eligible for enrolment at NU, all your records will be transferred to the Registrar's database.
• Program Chairs/Evaluators/Deans - to validate your eligibility for the program or conduct admissions interview, and other relevant processes related to your application.
• Health Services Office - to process the information in your health declaration.
• NU Human Resources - for processing of eligibility for scholarships/ discounts of applicants.
• Senior Vice Presidents/Executive Directors - for review and approval of scholarships/ discounts of applicants.

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Retention of Personal Data

We retain your personal data for as long as necessary to fulfill the purposes outlined in this notice, or as required by law. Once your data is no longer needed, it will be securely deleted or destroyed, as specified in the NU Data Privacy Management Manual. If you did not pursue your application or did not enroll at NU your data will be deleted from the system at the end of the academic year. You will undergo the same process of application should you apply the following academic year. Once you are accepted and enrolled at NU your records will be transferred to the Registrar's Office database and shall follow the data retention policy of the department.

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Disposal of Personal Data

When your personal data is no longer required, we ensure that it is disposed of in a secure manner. Physical records are either shredded or pulped, and electronic data is permanently deleted from our systems.

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Security Measures

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse. These measures include encryption, access controls, regular security audits, and staff training on data protection practices.

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Your Rights as Data Subjects

You have the right to access, correct, or delete your personal data. You may also object to the processing of your data or request that we restrict its use. To exercise these rights, may contact NU's Data Protection Officer or the Compliance Officer for Privacy (COP) at the email address of each campus.

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Changes to This Notice

We may update this privacy notice from time to time. Any changes will be communicated to you through the DPO SharePoint Communication page and your email.

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How to contact the NU Data Privacy Office