1. Purpose and Scope
This Privacy Policy explains how FEU Roosevelt (“we”, “our”, “us”) collects, uses, stores, and protects personal information processed through the Digital Student Wellness Portal (the “Portal”). By accessing or using the Portal, you agree to the practices described here and in our Terms of Use. This Policy complies with Republic Act No. 10173 or the Data Privacy Act of 2012 and its Implementing Rules and Regulations.
This Policy forms part of the Terms of Use of the FEU Roosevelt Digital Student Wellness Portal.
2. Information We Collect
Depending on your role and the services you access, we may collect:
- Identity & Contact Information – Student ID, name, FEU email address, mobile number, year level, program;
- Wellness & Counseling Data – Appointment details, counseling notes, self-assessment responses, mood updates, uploaded documents relevant to your case;
- System Usage Data – Login timestamps, device/browser details, page interactions, and other analytics to improve service delivery;
- Communications – Messages exchanged with counselors and notifications sent through the Portal.
3. How We Use Your Information
We process personal data to:
- Authenticate user accounts and manage session security;
- Schedule, track, and document counseling and wellness services;
- Respond to urgent wellness concerns and coordinate support;
- Conduct anonymized analytics to improve programs, ensure service availability, and maintain secure and auditable records;
- Comply with institutional policies and applicable laws on student welfare and data protection.
4. Legal Basis for Processing
We process information under the following bases:
- Consent – You voluntarily provide data by creating an account, booking sessions, or completing forms;
- Legitimate Interest – To deliver wellness support, safeguard the campus community, and improve student services;
- Legal Obligations – To comply with regulatory and university requirements, including incident reporting and record keeping.
5. Data Sharing and Disclosure
Access to personal data is restricted to authorized FEU Roosevelt guidance counselors, psychologists, and administrators who require the information to support you. We do not sell or rent your personal data. Information may be disclosed when:
- We coordinate, with your consent, with external professionals or service providers under strict confidentiality agreements;
- There is an imminent risk to your safety or that of others, and disclosure is necessary to prevent harm;
- Required by law, court order, or legitimate government request.
6. Data Security
We implement administrative, technical, and physical safeguards to protect your data, including encrypted connections, access controls, regular system backups, and security monitoring. Despite these measures, no system is entirely risk-free; please notify us immediately if you suspect unauthorized access. Users are also encouraged to maintain secure passwords and log out after each session to reduce security risks.
7. Data Retention
Personal data is retained while you maintain an active relationship with FEU Roosevelt and for a period necessary to meet counseling, audit, and legal requirements. Records that are no longer needed are archived securely or anonymized based on university retention schedules.
8. Your Rights
You have the right to:
- Request access to the personal data we hold about you;
- Ask for correction of inaccurate or outdated information;
- Request deletion, restriction, or withdrawal of consent where applicable;
- Receive an explanation of automated decisions that significantly affect you.
To exercise these rights, contact the FEU Roosevelt Data Protection Officer using the details below.
9. Cookies and Analytics
The Portal uses session cookies for authentication and may employ analytics tools to monitor service quality. These cookies are essential for system performance and security. You may adjust browser settings to block cookies, but doing so may limit Portal functionality.
10. International Data Transfers
Portal data is hosted on secure servers managed by FEU Roosevelt or contracted Philippine-based providers. Any transfer outside the Philippines will follow applicable data protection regulations and contractual safeguards.
11. Updates to This Policy
We may update this Privacy Policy to reflect operational, legal, or regulatory changes. The “Last updated” date indicates the latest revision. When material changes occur, we will issue a notice through campus communication channels or within the Portal.
12. Contact Information
For privacy inquiries, data requests, or incident reports, please contact our Data Protection Officer:
Data Protection Officer
FEU Roosevelt Guidance & Counseling Office
Email: dpo@feuroosevelt.edu.ph
Phone: (+63) 2 8911 1234 loc. 205
13. Data Breach Notification
In the event of a data breach that compromises personal information, we will notify affected users and the National Privacy Commission (NPC) in accordance with the timelines and procedures prescribed by the Data Privacy Act of 2012 and its IRR. Notifications will be sent via your registered FEU Roosevelt email and may include recommended steps to secure your account.
14. Policy Ownership and Maintenance
This Privacy Policy is maintained by the FEU Roosevelt Guidance & Counseling Office in coordination with the University Data Protection Officer. Reviews and updates are conducted periodically to ensure continued compliance and effectiveness.