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Pursuant to the provisions of Regulation (EU) 2016/679 (“Regulation on the protection of natural persons with regard to the processing of personal data and on the free movement of such data”, hereinafter “the EU GDPR”), we wish to inform you of the following:
Hawai‘i Pacific University (“HPU”) will need to obtain and process certain personal data and information from you, in connection with your application for admission to HPU. Pursuant to Article 12 of the EU GDPR, HPU is required to provide you with the following information:
1. All personal data you have provided directly to HPU, or indirectly through another validly authorized agency, such as the College Board or another entrance examination provider, along with any further data that you may provide to facilitate the processing of your application for admission to HPU, shall be collected, processed and handled by HPU in accordance with university policies and all applicable laws, including the EU GDPR. Our Privacy Policy is available at: https://www.hpu.edu/about-us/privacy-policy.html and our EU GDPR policy is available at: https://hpuedu.service-now.com/sp?id=kb_article_view&sysparm_article=KB0010307.
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2. All personal data shall be processed exclusively for university purposes, including those activities connected or related to the university’s review of your application and other admissions materials, financial aid determinations and other university activities in furtherance of our admissions process. Your personal data will be processed for the following purposes:
a) in furtherance of the review of your application for admission to HPU or any of its academic, financial aid or other programs;
b) to execute all related tasks along with any legal, contractual or other obligations with reference to your application to HPU;
c) to assess, review and improve our admissions process by reviewing applicant data on an aggregated basis without any personal identification remaining; or
d) to fulfill the obligations established by any applicable law, including the EU GDPR.
Sensitive personal data as defined in the EU GDPR, will only be processed, in accordance with applicable law, for the following purposes: admission to HPU, eligibility for scholarships and financial aid in compliance with law, compliance with immigration law requirements, satisfaction of academic requirements, including course and program prerequisites, eligibility for other university programming, or protecting student health, welfare or safety or otherwise fulfilling the obligations established under applicable law, including the EU GDPR and its related regulations.
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3. Submittal and processing of your personal data is necessary in order to achieve the purposes specified above.
4. Any missing personal information or refusal to provide such information, may make it impossible for HPU to properly consider your application for admission and/or any related determinations.
5. All personal data, including sensitive data, will be collected and processed in compliance with the provisions of the EU GDPR and by adopting the appropriate data protection measures, all as set forth in more detail in HPU’s GDPR Policy. In accordance with the EU GDPR “sensitive data” includes personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or the person’s sexual orientation, identity or gender identification.
6. Any processing of your personal data will occur in accordance with HPU’s Privacy Policy and HPU’s GDPR policy (collectively, the “HPU Policies”) and the process and procedures set forth therein. Personal data will be handled only by the persons who are duly designated and responsible for the related activities. Sensitive personal data will be handled in accordance with HPU’s Policies and only on a need-to-know basis, by those duly designated individuals.
7. Any personal data you may have provided may be transferred overseas pursuant to the terms, conditions and limits specified by Chapter V of the EU GDPR.
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8. The Data Controller, as defined in the EU GDPR, and for the purposes as set forth therein, is deemed to be HPU and any questions or concerns may be directed to:
Office of Information Technology Services
1 Aloha Tower Drive
Honolulu, Hawaii 96813
(808) 566-2411
help@hpu.edu
9. You will be able to exercise any and all other rights, as applicable, under the EU GDPR, namely right of access, right to rectification, right to erasure or “to be forgotten”, right to restriction of processing, right to data portability, right to object, in accordance with EU GDPR, as set forth in the HPU Policies. The EU GDPR/Regulation (EU) 2016/679 is available at:
http://ec.europa.eu/justice/data-protection/reform/files/regulation_oj_en.pdf
10. Please be also informed that:
a) the period for which your personal data will be stored will be from now until 7 years following the date of your last application for admission, unless you are admitted and elect to enroll at HPU in which case your personal data shall be stored in accordance with the HPU Policies regarding admitted students;
b) you can withdraw your consent, if granted below, at any time and even if orally, but this will not affect the lawfulness of processing your personal data based on your consent before withdrawal; and
c) you have legal rights and remedies to protect you against any breach of your personal privacy according to articles from 77 to 84 of the EU GDPR.
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I have reviewed the above and hereby agree and consent as follows:
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For the use of my personal data (including sensitive data) for the purposes outlined in this notice, I hereby: *
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For my personal data (including sensitive data) to be transferred overseas pursuant to the provisions of Article 49 (1) (a) of the EU GDPR, and more specifically to the United States of America, even if this country were not considered a privacy safe harbor by the EU competent authorities due to the absence of appropriate safeguards, I hereby: *
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By checking this box, I represent that (i) I am age 13 or older and (ii) I have read, understood and agreed to the terms and condition above. If I am under the age of 18, my parent or legal guardian has also read, understood and agreed to the terms and conditions of this Notice and Consent. *
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