Privacy Policy

Effective Date: 6th November 2025

This Privacy Policy explains how Admissions.UG collects, uses, discloses and protects personal data of parents/guardians and applicants in accordance with Uganda's Data Protection and Privacy Act, 2019 (the "DPPA").

For the purposes of the DPPA, Admissions.UG acts as a data controller for your account and platform data and as a data processor on behalf of schools for applicant data the school instructs us to process. Where a school determines the purposes and means of processing, the school is a data controller.

1. Information We Collect

When you use Admissions.UG as a parent or applicant, we collect:

• Personal Information: Name, email address, phone number, physical address
• Student Information: Student name, date of birth, previous schools, academic records
• Application Data: Schools applied to, application status, admission decisions
• Payment Information: Transaction details (we currently only support Mobile Money payments)
• Usage Data: How you interact with our platform

We only collect data that is adequate, relevant and not excessive for the purposes explained below (data minimisation) as specifically configured by the target school.

2. How We Use Your Information

We use your information to:

• Process and submit school applications
• Facilitate communication with schools
• Process payments for application fees
• Send notifications about application status
• Provide customer support
• Improve our services

We will not use your personal data for purposes that are incompatible with these specified purposes without notifying you and, where required, obtaining your consent.

3. Lawful Basis & Consent

We process personal data only where we have a lawful basis under the DPPA, including: (a) your consent (e.g., creating an account, submitting an application); (b) performance of a contract with you; (c) compliance with a legal obligation (e.g., financial record-keeping); and (d) our legitimate interests in operating and securing the platform, provided these do not override your rights and freedoms.

Where we rely on consent, you may withdraw it at any time via your account settings or by contacting us. Withdrawal will not affect prior lawful processing but may limit available services (e.g., inability to submit applications).

4. Information Sharing

We share your information with:

• Schools: Only with schools you apply to
• Payment Processors: To process application fees
• Service Providers: Who help us operate the platform
• Legal Requirements: When required by law

We do not and will never sell your personal information to third parties.

5. Data Security

We implement industry-standard security measures including:

• Encryption of data in transit and at rest
• Secure authentication systems
• Regular security audits
• Limited access to personal information

Access is role-based and logged; security controls are reviewed periodically and updated as necessary.

6. Data Breach Notification

If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Personal Data Protection Office (PDPO) and, where required, affected individuals as soon as reasonably practicable, including details of the breach and steps taken to mitigate harm.

7. Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your account
• Opt-out of marketing communications
• Export your data

You also have the right to object to processing for direct marketing, to prevent processing likely to cause unwarranted damage or distress, and to obtain human review of any automated decision that significantly affects you.

To exercise your rights, contact our Data Protection Officer (details below). We will respond within 30 days. If you are unsatisfied with our response, you may lodge a complaint with the PDPO (National Information Technology Authority�Uganda).

8. Children's Privacy

Our services are intended for use by parents and guardians. We do not knowingly collect information directly from children under 18 without parental consent.

Where applicant data relates to a child, the parent/guardian must provide consent. We may implement reasonable age/authority checks (e.g., confirmation prompts or document requests) to verify parental authority.

9. Data Retention

We retain your information for:

• Active applications: Until the admission process is complete
• Account information: As long as your account is active
• Legal compliance: As required by law

Application records are generally retained for 5 years after the relevant admission cycle; financial records for 10 years to meet legal obligations. When retention periods expire and there is no further legal or business need, we will securely delete or anonymise data so it cannot reasonably be re-associated with you. Where deletion must be delayed due to legal holds, we will isolate the data from routine use.

10. Cookies and Tracking

We use cookies to:

• Keep you logged in
• Remember your preferences
• Analyze platform usage
• Improve user experience

You can manage cookies via your browser settings. Essential cookies are required for core functionality (e.g., authentication) and cannot be disabled on the service.

11. International Data Transfers

If personal data is transferred, stored or accessed outside Uganda (for example, within cloud service provider infrastructure), we will ensure adequate safeguards consistent with the DPPA, such as processing in jurisdictions with comparable protection or obtaining your explicit consent.

12. Automated Decision-Making

We do not engage in automated decision-making (including profiling) that produces legal or similarly significant effects about you without appropriate safeguards. If we introduce such features, we will notify you and provide mechanisms to obtain human review and to contest decisions.

13. Updates to Privacy Policy

We may update this policy periodically. We will notify you of significant changes via email or platform notification.

Material changes will take effect no sooner than 30 days after notice, unless a shorter period is required by law or necessary for security/legal compliance.

14. Contact Us

For privacy-related questions or concerns:

Email: privacy@admissions.ug
Phone: +256 (0) 39 3612767
Data Protection Officer: dpo@admissions.ug

You may also contact the Personal Data Protection Office (PDPO) of Uganda for guidance or complaints.

Admissions.UG is registered with, or will register with, the Data Protection Register maintained by the PDPO as required by law; the registration number will be published here once available.