Privacy Policy

1. Information We Collect

1.1 Application Information

When you apply to UAIT, we collect:

• Personal Details: Name, date of birth, gender, nationality
• Contact Information: Email address, phone number, mailing address
• Academic Information: Educational background, institution names, graduation dates
• Program Information: Preferred programs, motivation, relevant experience
• Emergency Contact: Emergency contact name, relationship, and phone number

1.2 Supporting Documents

We also collect supporting documents such as:

• Academic transcripts and certificates
• Identification documents (passport or national ID)
• Passport-sized photographs
• Proof of payment for application fees

1.3 Website Usage Information

When you visit our website, we may collect:

• IP address and browser information
• Pages visited and time spent on our website
• Referral sources and navigation patterns

2. How We Use Your Information

2.1 Primary Purposes

We use your information for:

• Application Processing: Evaluating your application and making admission decisions
• Communication: Sending updates about your application status and important notifications
• Enrollment Management: Managing your enrollment and academic records if accepted
• Student Services: Providing academic support and student services

2.2 Secondary Purposes

With your consent, we may also use your information for:

• Sending newsletters and program updates
• Inviting you to UAIT events and activities
• Alumni communications (for graduates)
• Marketing and promotional purposes

2.3 Legal Compliance

We may use your information to comply with legal obligations, respond to lawful requests, and protect our rights and interests.

3. Information Sharing and Disclosure

3.1 Internal Sharing

Your information is shared internally with:

• Admissions staff for application review
• Academic departments for program-specific evaluations
• Student services for enrollment and support
• Administrative staff for record-keeping and compliance

3.2 Third-Party Sharing

We may share your information with third parties only in these circumstances:

• Service Providers: Trusted vendors who assist with application processing or technology services
• Academic Partners: Partner institutions for transfer credit or collaborative programs
• Legal Requirements: When required by law or court order
• Emergency Situations: To protect your safety or the safety of others

3.3 No Sale of Information

UAIT does not sell, rent, or trade your personal information to third parties for marketing purposes.

4. Data Security

4.1 Security Measures

We implement appropriate security measures to protect your information:

• Secure servers and encrypted data transmission
• Access controls and authentication procedures
• Regular security assessments and updates
• Staff training on data protection practices

4.2 Data Retention

We retain your information for:

• Application Records: 7 years after application submission
• Student Records: Permanently for enrolled students (as required by educational regulations)
• Marketing Communications: Until you opt out or request removal

5. Your Rights and Choices

5.1 Access and Correction

You have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Update your contact preferences
• Request a copy of your application data

5.2 Communication Preferences

You can:

• Opt out of marketing communications at any time
• Update your communication preferences
• Choose which types of communications you receive

5.3 Data Deletion

You may request deletion of your information, subject to:

• Legal requirements for record retention
• Legitimate educational interests
• Ongoing application or enrollment processes

6. International Data Transfers

Your information is primarily processed in Rwanda. If we need to transfer information internationally, we ensure appropriate safeguards are in place to protect your data.

7. Children's Privacy

UAIT's programs are designed for individuals who have completed secondary education. We do not knowingly collect information from children under 16 without parental consent.

8. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending email notifications to current applicants and students
• Updating the "Last Updated" date at the top of this policy

9. Contact Information

If you have questions about this Privacy Policy or want to exercise your rights, contact us:

9.1 General Privacy Questions

• Email: uait@uait.ac.rw
• Phone: +250 788 23 7349
• Address: 2 KG28 Ave, Kimihurura, Gasabo, Kigali, Rwanda
• Office Hours: Monday-Friday, 9AM-5PM

9.2 Data Protection Officer

For specific data protection matters, you can contact our Data Protection Officer at:

• Email: uait@uait.ac.rw
• Subject Line: "Privacy Request - [Your Request Type]"

10. Complaints and Regulatory Authority

If you believe we have not handled your personal information properly, you have the right to lodge a complaint with the relevant data protection authority in Rwanda.