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Scholarship

Privacy Policy

Your Privacy Matters

At Africa International University (AIU), we are committed to upholding the privacy and data protection rights of all individuals whose personal data we collect and process. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in compliance with the Data Protection Act, 2019 (Kenya) and its associated regulations.

  1. Scope of this Policy

This policy applies to all personal data collected by AIU through its official website, digital platforms, forms, applications, events, and other institutional channels. It covers students, applicants, staff, alumni, visitors, and other stakeholders interacting with the university.

  1. Information We Collect

We may collect and process various types of personal data depending on the nature of your interaction with us. This may include:

  • Full name
  • Email address
  • Telephone number
  • Identification number or student registration number
  • Programme details or application data
  • Preferences and feedback
  • Any other data voluntarily submitted through forms, surveys, or contact interfaces.

We do not intentionally collect personal data from children under the age of 16 unless provided through a parent or legal guardian in the context of educational admission.

  1. Purpose and Use of Data

We process your data only for specified, explicit, and legitimate purposes, which may include:

  • Responding to your inquiries or requests
  • Processing applications (e.g., admissions, scholarships, bursaries)
  • Managing academic records and communications
  • Improving our services, websites, and platforms
  • Conducting research, institutional reporting, or internal audits
  • Sending updates, notices, or newsletters (only with your consent)
  1. Legal Basis for Processing

Our collection and processing of personal data are based on the following legal grounds:

  • Your explicit consent, which will be obtained prior to collecting or using your data for specific purposes;
  • Performance of a contract, such as enrolment or employment;
  • Legal obligation, where data processing is required to comply with regulatory or statutory requirements;
  • Legitimate interests, such as service delivery improvement or institutional administration.

For each instance of data collection, we shall clearly communicate the purpose and invoke the appropriate legal basis and consent mechanism.

  1. Consent Mechanism

Where processing is based on your consent, we will ensure that:

  • Consent is freely given, informed, specific, and unambiguous;
  • You may withdraw your consent at any time without affecting previous lawful processing;
  • Separate consents will be obtained for different processing activities (e.g., marketing, event photos).
  1. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with applicable legal, regulatory, academic, or archival obligations.

Where retention is required by law (e.g., financial records, student data, employment records), the data will be retained for the legally prescribed duration and securely deleted thereafter.

  1. Information Sharing and Third Parties

AIU does not sell or lease your personal data to third parties. However, data may be disclosed:

  • To approved third-party service providers strictly for institutional purposes such as email hosting (e.g., Office 365), cloud infrastructure, or communication platforms;
  • To external regulatory authorities, when required by law;
  • In anonymised format, for instance, scholarship data shared with sponsors for accountability, which does not identify any individual.

All third-party processors are contractually bound to comply with data protection standards and confidentiality.

  1. Cross-Border Data Transfers

As of now, AIU does not transfer personal data outside Kenya. In rare cases, anonymised data may be shared with external scholarship sponsors based abroad, but such data contains no personally identifiable information.

  1. Data Security

We implement technical and organizational security measures to protect your data against loss, misuse, unauthorized access, alteration, or disclosure. These include:

  • Secure servers and firewall protections
  • Restricted access and authentication controls
  • Regular security audits and system reviews

However, no transmission of data over the internet is completely secure. You are encouraged to take precautions when transmitting data to us electronically.

  1. Your Data Protection Rights

As a data subject under the Data Protection Act, you have the following rights:

  • Right to be informed – to know why and how your data is being collected;
  • Right of access – to request and receive a copy of your personal data held by AIU;
  • Right to rectification – to correct any inaccurate or incomplete information;
  • Right to erasure – to request deletion of your data under certain conditions;
  • Right to object – to oppose processing for direct marketing or other legitimate grounds;
  • Right to data portability – to request transfer of your data in a structured format;
  • Right to restriction of processing – to limit how your data is processed in specific circumstances;
  • Right not to be subject to automated decision-making, including profiling;
  • Right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) if you believe your data rights have been violated.

To exercise any of these rights, please contact our Data Protection and Privacy Officer using the details below.

  1. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to improve your user experience, analyze traffic, and serve content relevant to your interests. You may manage or disable cookies through your browser settings at any time.

  1. Updates to This Privacy Policy

We may update this policy from time to time to reflect legal, regulatory, or operational changes. The most current version will always be posted on our website. You are encouraged to review it periodically.

Effective date: [Insert current date]

Last updated: 30.06.2025

  1. Contact Us

For any inquiries, data requests, complaints, or clarifications regarding this policy or your personal data, please contact:

Data Protection and Privacy Officer
Africa International University
Email: dpo@aiu.ac.ke
Office Hours: Monday to Friday, 8:00 AM – 5:00 PM (EAT)

 

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