Privacy Policy

The Polytechnic University of the Philippines ("PUP" or "University") provides you access to the InternLink internship management system, including its web application, document management features, communication tools, evaluation systems, and associated services (collectively referred to as "Services"). The Services, its updates, enhancements, new features, and/or the addition of any new functionality are subject to this privacy policy.

PUP is very much aware of protecting your privacy and personal information. This privacy policy discloses the data we collect from you through InternLink and how we use it.

This privacy policy only applies to the InternLink system. Other sites or applications that have links from InternLink may have separate privacy policies.

Collection of Personal Data

PUP collects data to operate the InternLink system effectively and provide you the best internship management experience. You provide some of this data directly, such as when you register for an InternLink account, submit internship applications, upload documents and evaluations, participate in communication features, or contact us for technical support. We get some of it by recording how you interact with our Services by using technologies like cookies, and receiving error reports or usage data from the InternLink system running on your device.

The data we collect depends on how you use InternLink, and can include the following:

Name and Contact Information

We collect your first, middle and last name, email address, postal and mailing address, phone and mobile numbers, and other similar contact information as required for internship program participation.

Academic and Professional Information

We collect your student number, course information, academic year level, GPA, skills, resume details, and other academic credentials necessary for internship placement and evaluation.

Credentials and Authentication Data

We collect student numbers, passwords, password hints, and similar security information used for authentication and account access to the InternLink system.

Internship-Related Data

We collect information about your internship applications, job preferences, host training establishment details, supervisor information, evaluation responses, daily time records, and progress reports.

Documents and Files

We collect documents you upload such as resumes, cover letters, academic transcripts, evaluation forms, reports, and other files necessary for internship program administration.

Device and Usage Data

We collect data about your device and how you interact with InternLink, including:

• Service use data: Features you use, pages you visit, search queries, and interactions within InternLink
• Device and connectivity data: Information about your device, operating system, browser, IP address, and network settings
• Performance data: System performance, error reports, and diagnostic information to improve InternLink functionality

Communication Data

We collect the content of messages you send through InternLink's communication features, including messages between students, supervisors, coordinators, and faculty advisors, as well as feedback and technical support communications.

Use of Personal Data

PUP uses the data we collect for three fundamental purposes:

• To operate the internship program and provide InternLink services
• To send communications related to your internship activities
• To improve and enhance the InternLink system

Providing and Improving InternLink Services

We use data to provide and improve the InternLink system and perform essential internship program operations, including:

• Internship Management: Processing internship applications, matching students with host training establishments, and managing internship placements
• Evaluation and Assessment: Facilitating evaluations between students, supervisors, and faculty advisors
• Academic Tracking: Monitoring internship progress, attendance, and academic requirements
• Technical Support: Diagnosing system problems and providing user support
• System Improvement: Analyzing usage patterns to enhance InternLink features and performance

Communications

We use your contact information to deliver important communications related to your internship, including:

• Internship placement notifications and updates
• Evaluation reminders and deadlines
• System announcements and maintenance notifications
• Academic requirements and compliance updates
• Technical support and troubleshooting assistance

Sharing of Personal Data

We share your personal data when necessary to provide InternLink services and fulfill internship program requirements:

Within the University

Your data may be shared with authorized university personnel including:

• OJT Coordinators and academic staff
• Faculty advisors and instructors
• University administrators involved in internship programs
• IT support staff for technical assistance

Host Training Establishments

Relevant information is shared with partner companies and organizations where you are placed for internship, including your academic information, contact details, and evaluation data necessary for internship supervision.

Legal and Safety Requirements

We may share personal data when required by law, court orders, or to protect the safety and security of students, university personnel, or the InternLink system.

Data Security

PUP is committed to protecting the security of your personal data. We use various security technologies and procedures to help protect your personal data from unauthorized access, use, or disclosure:

• Secure data storage on protected university servers
• Encryption of sensitive data during transmission
• Access controls and authentication systems
• Regular security monitoring and updates
• Staff training on data protection practices

Data Retention

The University retains personal data for as long as necessary to:

• Provide InternLink services and support your internship program
• Maintain academic records as required by university policies
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements

Academic and internship records are typically retained according to university record-keeping policies and applicable educational regulations.

Your Rights and Controls

You have several rights regarding your personal data in InternLink:

• Access: You can view and update your profile information within the InternLink system
• Correction: You can request corrections to inaccurate personal information
• Data Portability: You can request copies of your data in a commonly used format
• Restriction: You can request limitations on how your data is processed (subject to academic requirements)

Cookies and Tracking Technologies

InternLink uses cookies and similar technologies to:

• Maintain your login session and preferences
• Improve system performance and user experience
• Collect usage statistics for system improvement
• Ensure system security and prevent unauthorized access

You can control cookie settings through your browser, but disabling cookies may affect InternLink functionality.

Third-Party Services

InternLink may integrate with third-party services for enhanced functionality. When you use these integrated services, their privacy policies also apply. We ensure that third-party providers meet our data protection standards.

Data Processing Location

Personal data collected through InternLink is primarily stored and processed at PUP's data facilities in the Philippines. We ensure that all data processing complies with applicable Philippine data protection laws and university policies.

Updates to This Privacy Policy

We may update this privacy policy periodically to reflect changes in InternLink features, legal requirements, or university policies. When we make significant changes, we will notify users through the InternLink system and update the "Last Updated" date.

Contact Information