SAJILI - Zetech University Online Application

Personal data privacy statement for Zetech University prospective students.

1. What is the purpose of this document?
Zetech University is committed to protecting the privacy and security of your personal information (‘personal data’). This privacy statement describes how we collect and use your personal data during the application process of joining Zetech University in accordance with the Data Protection Act 2019.
This privacy statement applies to all prospective students applying to join Zetech University at any level of study.
2. What is personal data (also known as personal information)?
"Personal data" means any information relating to an identified or identifiable natural person.

3. How does this privacy statement relate to other information about data protection?
This privacy statement covers the period before you become a registered student of Zetech University from the time you make an enquiry about possible study at the University, through the application and admission offer process. We have a separate student privacy statement which provides information about how we use your personal information when you are a student.

4. What information does the University collect?
Zetech University Office of Recruitment and Admissions collects personal information about you called Personal Data. Your Personal Data is collected when you register or fill in a form through the University online application portal – www.sajili.zetech.ac.ke or Enquiries on the University website.
We also collect personal data when you; interact with the Zetech University Admissions staff at a variety of locations around the country and outside the country, write to us via email, or if you visit our campuses, attend a Zetech University marketing presentation or activation.
Depending upon the specific Office of Admissions service or online platform you use, the information you give us includes:

6. Why are we processing your personal data?
We will only use your personal information when the law allows us to do so by providing us with a legal basis or valid condition.  In the case of those making an enquiry to study at Zetech University, prior to submitting an application or receiving an offer, we will process your personal information on the basis of your consent.

Following the submission of an application to study we will use your personal information in the following circumstances where it is necessary for:

• Responding to your enquiries.

• Performance of our contractual obligations with you including preparing for a future contract (for example to manage your student experience, accommodation services and general welfare while you study at Zetech University.
• Sending you the course or study related information you requested and tracking your application status.
• Processing your application to study at Zetech University including any related applications for accommodation services and communicating the outcome.
• Assessing your skills, qualifications, and suitability for the study programme.
• Carrying out reference checks, where applicable.
• Communicating with you about the application process and to share information directly related to your application journey.
• Inviting you to take part in applicant surveys or enabling third parties to conduct applicant surveys on our behalf.
• Asking you to provide additional information on your application; and
• Notifying you of changes to course information.
• Sending you other information by both mail and electronically relevant to an enquiry about studying at Zetech University and/or making a choice to study at the University. In certain circumstances where this information is not necessary for the processing of your application/offer you will be provided with the opportunity to opt-out of receiving some of this information.
• Processing payments to and from you or made on your behalf.
• Complying with immigration compliance checks applicable to international students.
• Evaluating and reporting on the University recruitment and admissions activities and improve the applicant experience.
• Monitoring and promoting equality and diversity within the University.
• Processing your personal data for the purposes of direct marketing where you have given your consent for us to do so.
• Keeping records related to our applicant processes.
• Complying with legal or regulatory requirements.
• Conducting market research activities about our services.
• Conducting risk assessments of applicants under 18 years of age.

• Preventing or detecting fraud
• Enabling us to investigate, consider, respond to and monitor; reasonable adjustments, appeals, complaints, application misconduct.
• Among others not listed here.

7. How do we process your personal sensitive data?
"Sensitive personal data" means data revealing the natural person's race, health status, ethnic social origin, conscience, belief, genetic data, biometric data, property details, marital status, family details including names of the person's children, parents, spouse or spouses, sex or the sexual orientation of the data subject.

It may sometimes be necessary to process this sort of information for exceptional reasons, for example, because it is necessary to protect your vital interests or those of another person.  We may also process your sensitive data to identify your eligibility for certain scholarships and University student funding options.

We will process data about any disability in order to make any arrangements or adjustments required in relation to your application.

Data about your racial and ethnic origin, religious belief or sexual orientation will only be processed where we need to process it in order to meet our statutory obligations.   

8. Who do we share your data with?
You should be aware that in order to provide our services we may need to share your personal or sensitive personal data within the organisation or outside Zetech University. The privacy of your personal data is supreme and will not be disclosed unless there is a justified purpose for doing so.  
Your data may be shared with:

• University staff who need the information for administrative and student support purposes.
• Students’ Union to enable the Union to enroll members, contact members, plan and promote its services.
• Accommodation providers for the administration of student accommodation and to provide support during the tenancy
• Parents, guardians and other family members only where you have given your consent or in the event of an emergency where the disclosure of personal data is considered in your best interests.
• Contractors and suppliers, where the University uses external services or has outsourced work which involves the use of your personal data on our behalf. The University will ensure that appropriate safeguards are in place to protect your personal data.
• Government bodies and departments responsible for; public funding, sponsorship, statistical analysis, monitoring and auditing regulatory matters.
• Student funding organisations in connection with grants, fees, loans and bursaries.
• Employers, other education providers or others sponsoring students to provide references, and updates on attendance, progress, conduct and matters relating to fees and funding.
• International recruitment consultants and agents in relation to the students that they recruit
• Occupational health provider to assess fitness to study.
• 3rd party organisations who collate data with regards to national student activity and attainment for the purposes of statistical analysis and use by member organisations to inform recruitment and other activities.
• The University's insurers, legal advisers and auditors.
• To assist with their public tasks for example the police and/or other organisations responsible for safeguarding or investigating a crime where an applicant may be involved.
• Your school, institution, college or training organization.
• Your examination or awarding bodies.
• Among others.

9. How long we keep your information?
We will retain your data only for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.  

If your application is unsuccessful, your application record is retained indefinitely to carry out statistical analysis in relation to applicant groups and student population or for historical or research purposes or to meet such reporting obligations as may be imposed on the University by relevant authorities. Information held for these purposes will not be used to make decisions about you or to contact you with any marketing or other materials.

10. Access to your personal information.
Zetech University will also uphold your personal rights under the Data Protection Act 2019 which include:

• To be informed of the use to which your personal data is to be put;
• To access your personal data in custody of data controller or data processor;
• To object to the processing of all or part of your personal data;
• To request corrections be made to the data we hold about you and
• To deletion of false or misleading data about you.

Note: All of these rights are qualified in various ways.

11. Our Contacts.
Zetech University Main Campus.
Off Thika Road - Ruiru.
P.O.Box 2768 - 00200 Nairobi.
Mobile: +254 719 034500

12. Data Protection Officer (DPO) Contacts
Please contact us at dpo@Zetech.ac.ke
Mobile: +254 719 034500

13. Data Controller.
Zetech University is the Data Controller and is registered by the Office of the Data Protection Commissioner identification 338-631A-5B45; To collect, store and process data in accordance with the legal obligations under the Data Protection Act 2019.

14. Changes to this statement.
The data privacy statement is reviewed annually and updated if necessary. We will publish any changes we make and notify you by other communication channels where appropriate.  This data privacy statement takes effect from May 2023.