1. Introduction

The Department Student Council ("we", "our", or "the department") is committed to protecting the personal information of all students who use this portal. This Privacy Policy explains what data we collect, how we use it, and the rights you have over your information.

By registering and using this portal, you agree to the collection and use of your information as described in this policy. If you do not agree, please refrain from using the portal.

2. Information We Collect

We collect the following categories of personal information:

• Identity Information — full name, matriculation number, date of birth, and gender.
• Contact Information — email address and phone number.
• Academic Information — current level, enrollment status, and academic session.
• Financial Information — enrollment fee payment records and transaction references. We do not store card details; payments are processed by Paystack.
• Activity Data — election votes, event nominee votes, candidacy applications, and login history.
• Profile Media — profile photographs uploaded voluntarily.

3. How We Use Your Information

Your personal information is used solely for the following purposes:

• Verifying your identity and managing your student account.
• Processing session enrollment and confirming fee payments.
• Administering departmental elections, voting, and event nominations.
• Communicating important departmental notices and announcements.
• Generating anonymised statistical reports for the department's internal use.
• Ensuring the security and integrity of the portal.

4. Data Sharing

We do not sell, rent, or trade your personal data to third parties. Your information may be shared only in the following limited circumstances:

• Payment Processor — Paystack processes payments on our behalf and is bound by its own privacy policy.
• Department Administration — authorised faculty administrators may access enrollment and payment records for administrative purposes.
• Legal Obligations — we may disclose information where required by law or institutional policy.

5. Voting Confidentiality

All election and event votes are anonymous. Your specific voting choices are never disclosed to other students, candidates, or the public. Only aggregate vote counts per candidate or nominee are displayed on the portal.

6. Data Retention

We retain your personal data for as long as you remain a registered student in the department and for a reasonable period thereafter to meet our administrative and legal obligations. Graduated or deactivated student accounts are archived and not actively accessible.

7. Data Security

We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, or misuse. Passwords are encrypted and never stored in plain text. Payment transactions are handled entirely by our certified payment provider.

8. Your Rights

You have the right to:

• Access the personal information we hold about you via your profile page.
• Request correction of inaccurate or outdated information.
• Request deletion of your account by contacting the department office.
• Object to specific uses of your data where applicable.

9. Contact

If you have questions or concerns about this Privacy Policy or the data we hold about you, please contact the department office directly or send an email to dept@example.edu.