Privacy Notice

Who We Are

Our website address is: https://conference.cspc.edu.ph. Camarines Sur Polytechnic Colleges (CSPC), through the Research and Development Services Office (RDSO), is committed fully in protecting your personal data in compliance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, its implementing rules and regulations, issuances of the National Privacy Commission, and the CSPC Privacy Manual. CSPC-RDSO strives to protect the data privacy of its stakeholders—including visitors, researchers, and partners—by conforming to data privacy principles and using industry-standard security measures when processing personal data.

Privacy Principles

The processing of your personal information adheres to three core principles:

• Transparency: You are informed of the nature, purpose, and extent of the processing of your data, using clear and plain language.
• Legitimate Purpose: Processing is compatible with declared purposes and is not contrary to law, morals, or public policy.
• Proportionality: Data processing is adequate, relevant, and limited to what is necessary for specified purposes.

Registration and Communications

Please be advised that this website does not facilitate direct user registration or account creation. All event registrations, research paper or document submissions, and official communications are handled through official email, Google Forms, or other CSPC-approved channels.

• Data Collected: When you register, submit documents, or communicate through these channels, CSPC-RDSO may collect personal data such as your name, email address, phone number, institutional affiliation, and specific event preferences, and other information necessary for the particular activity.
• Purpose: These personal data are collected and processed solely to facilitate event participation, process submissions, communicate updates, issue confirmations or certificates, maintain official records, and comply with applicable institutional, legal, and regulatory requirements.

What Personal Data We Collect and Why

While registration occurs externally, the website itself may collect:

• Embedded Content: Articles on this site may include embedded content such as videos, images, links, or materials from other websites. This content behaves as if the visitor has visited the external site directly, and these third-party sites may collect data about you, use cookies, or use tracking technologies.
• Technical Information: We may automatically collect technical data, including your IP address, browser type, operating system, and geographic location, through cookies and other tracking technologies to improve user experience, analyze site interactions, maintain website security, and ensure proper system operations.

Photographs, Videos, and Recordings (In-Person and Online Participation)

By attending or participating in our events—whether in-person or virtually—you acknowledge that you may be photographed, recorded, or filmed. For online participants, this may include recording your likeness, voice, display name, profile name, and live interactions, such as chat messages, polls, or Q&A sessions.

These photographs, videos, or recordings may be used for live broadcasts, event promotion, post-event highlights, or future promotional materials. By participating, you acknowledge that such use may be made without additional compensation, recognition, or remuneration, unless otherwise agreed in writing or required by law.

How We Use Your Personal Data

Your data is used for legitimate purposes, such as:

• Facilitating event registration, communication, and participation.
• Responding to your inquiries and providing relevant updates, such as but not limited to issuing confirmations, certificates, invitations, and other official communications about College initiatives.
• Analyzing website and event interactions for research and strategic planning.
• Complying with applicable legal, regulatory, audit, and institutional requirements.

Who We Share Your Data With

CSPC does not sell or rent your personal data. We may release or share personal data only when there is a lawful basis and only to the extent necessary for the stated purpose, including to:

• Authorized Personnel: Access is restricted to those who need it for legitimate primary or secondary purposes.
• Trusted Third Parties: Service providers who assist in site or event operations (such as Google for form processing) and agree to maintain confidentiality.
• Law Enforcement: When required by a valid subpoena, court order, or legal obligation.

Data Sharing and Data Sharing Agreement:

CSPC-RDSO shares personal data only when there is a lawful basis, for a declared purpose, and to the extent necessary. Where appropriate, data sharing with partner institutions, government agencies, research collaborators, or other Personal Information Controllers shall be covered by a Data Sharing Agreement (DSA) or similar written arrangement, subject to evaluation and coordination with the Data Protection Officer.

For research purposes, personal data sharing shall be allowed only when permitted by law, when the data are publicly available, or when valid consent or another lawful basis exists, and provided that appropriate safeguards are in place.

How Long We Retain Your Data

Personal data are kept only for as long as it is required to fulfill the stated purpose, comply with regulatory, legal, or institutional requirements. When retention is no longer necessary, the College will dispose of personal data securely and discreetly.

What Rights You Have Over Your Data

As a data subject, you are entitled to the following rights:

• Right to be Informed: To know how and why your personal data are being processed.
• Right to Access: To request reasonable access to your personal data held by CSPC.
• Right to Rectification: To dispute inaccuracies and have them corrected immediately.
• Right to Erasure or Blocking: To order the removal or destruction of your data from our systems, subject to legal obligations.
• Right to Object: To withhold consent for processing, such as for direct marketing.

How We Protect Your Data

CSPC implements reasonable and appropriate organizational, physical, and technical security measures to protect your personal data, including the use of industry-standard firewall systems and Secure Socket Layer (SSL) certificates to ensure the security and integrity of data transmitted over the internet. Physical records are stored in secure locations with restricted access.

Full Privacy Policy Access

To view the full privacy policy and Data Privacy Manual of CSPC, you may visit:

• https://cspc.edu.ph/governance/privacy-policy/
• https://cspc.edu.ph/privacy/data-privacy-manual/

Changes to This Privacy Notice

The Research and Development Services Office (RDSO) and CSPC reserve the right to update or amend this Privacy Notice from time to time to ensure that it remains current, accurate, and compliant with applicable laws, rules, regulations, and institutional policies. Any changes or modifications will be posted directly on this page, and the “Effective Date” at the top of the notice will be updated accordingly.

We encourage visitors and participants to review this Notice periodically to stay informed about how we protect your personal data. If any law or regulation mentioned in this Notice, including the Data Privacy Act of 2012, is amended or superseded, this Notice shall be interpreted in referring to the amended or superseding law, without prejudice to rights against retroactivity. If any part of this policy is deemed null or void, the remaining portions will continue to be in full force and effect.

Contact Information

For specific RDSO concerns or event-related inquiries:

• Address: 2nd Floor, Center for Innovation and Technology Development Building, Research and Development Services Office
• Phone: (054) 288-4421 to 23 loc. 152
• Email: [email protected]

For privacy-specific concerns or to exercise your rights, please contact the CSPC Data Protection Officer:

• Address: 2nd Floor, Multi-Purpose Building II, Legal Affairs Unit
• Phone: (054) 288-4421 to 23 loc. 217
• Email: [email protected].