1. Introduction

This Privacy Policy explains how the Graduate School Student Information System (GSStudentIS) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly.

2. Information We Collect

We collect the following types of information:

• Personal Information: Name, date of birth, gender, National Registration Card (NRC) number, passport number, contact details.
• Educational Information: Academic history, qualifications, grades, and certificates.
• Contact Information: Email address, phone numbers, physical address.
• Next of Kin Information: Emergency contact details.
• Documents: Identification documents, academic certificates, photographs.
• Financial Information: Payment records and receipts.
• Usage Data: Login times, pages visited, and system interactions.

3. How We Use Your Information

Your information is used to:

• Process admission applications and enrolment.
• Verify your identity and academic credentials.
• Communicate with you regarding your application status.
• Generate official documents such as admission letters.
• Process payments and maintain financial records.
• Improve our services and system functionality.
• Comply with legal and regulatory requirements.

4. Data Sharing

We may share your information with:

• Academic departments for application review.
• Examination bodies for credential verification.
• Government agencies when required by law.
• Accreditation bodies for quality assurance purposes.

We do not sell or rent your personal information to third parties.

5. Data Security

We implement appropriate security measures to protect your data, including:

• Encryption of data in transit and at rest.
• Secure authentication and access controls.
• Regular security audits and monitoring.
• Staff training on data protection.

6. Data Retention

We retain your data for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. Application records are typically retained for a minimum of 7 years.

7. Your Rights

You have the right to:

• Access your personal data held by us.
• Request correction of inaccurate information.
• Request deletion of your data (subject to legal requirements).
• Export your data in a portable format.
• Withdraw consent where processing is based on consent.

To exercise these rights, contact the Data Protection Officer.

8. Cookies and Tracking

This system uses essential cookies for authentication and session management. These cookies are necessary for the system to function and cannot be disabled.

9. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated through the system. Your continued use after changes constitutes acceptance of the updated policy.

10. Contact Information

For privacy-related inquiries, contact:
Data Protection Officer
Graduate School Administration
Email: dpo@graduateschool.edu.zm