Privacy Policy | Scientia Agri Institute

1. Introduction and Purpose

Scientia Agri Institute ("we", "us", "our", or "the Institute") is committed to protecting the privacy and personal information of all individuals with whom we interact, including students, staff, research partners, suppliers, and website visitors. This Privacy Policy sets out how we collect, use, store, share, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA" or "the Act") and any applicable regulations thereunder.

This Policy applies to all personal information processed by the Institute, whether collected online, in person, by telephone, or by any other means. By engaging with our services, submitting your information, or accessing our digital platforms, you acknowledge that you have read and understood this Policy.

2. Information Officer

The Institute has appointed an Information Officer responsible for ensuring compliance with POPIA and handling all data-related queries and complaints.

Name: Information Officer, Scientia Agri Institute
Address: 28 Station Street, Malelane, Mpumalanga, MP 1320
Email: privacy@scientia.edu.za
Tel: 010 312 5972

3. Personal Information We Collect

We collect personal information that is necessary for the legitimate purposes of the Institute. This may include, but is not limited to:

3.1 Students and Applicants

Full name, identity or passport number, date of birth, gender, and nationality
Contact details including email address, phone number, and residential address
Academic history, qualifications, transcripts, and supporting documents
Financial information for fee payments and bursary applications
Emergency contact details
Photographs or biometric data where required for identification purposes
Health and disability information where voluntarily provided or legally required

3.2 Website and Platform Users

IP address, browser type, and device information
Pages visited, time spent, and interaction data collected via cookies
Information submitted through contact or enquiry forms

3.3 Staff and Service Providers

Employment and contractual information as required by law or institutional policy

4. Purpose of Processing

We process personal information only for lawful, specific, and explicitly defined purposes, including:

Processing and evaluating applications for admission
Administering student enrolment, academic records, and results
Communicating important academic, administrative, and institutional information
Processing payments, issuing invoices, and managing financial accounts
Complying with legal, regulatory, and accreditation obligations
Conducting research, improving our programmes, and reporting on institutional performance
Verifying identity and preventing fraud or unauthorised access
Sending marketing or promotional communications where you have opted in

5. Lawful Basis for Processing

We process personal information on the following grounds:

Consent: Where you have given explicit consent for a specific purpose
Contractual necessity: Where processing is required to fulfil our obligations to you as a student or partner
Legal obligation: Where we are required by law to process your information
Legitimate interest: Where processing is in the Institute's legitimate interests and does not override your rights

6. Sharing of Personal Information

We do not sell, rent, or trade your personal information to third parties. We may share your information with:

Accreditation bodies, the South African Qualifications Authority (SAQA), and regulatory authorities
Third-party service providers engaged to deliver services on our behalf (e.g., payment processors, IT providers, communication platforms), subject to data processing agreements
Government or law enforcement authorities where legally required
Educational institutions for verification or articulation purposes, with your consent

All third parties are required to handle your information in accordance with POPIA and applicable data protection laws.

7. Cross-Border Transfers

Where your personal information is transferred to a country outside South Africa, we ensure that adequate safeguards are in place to protect your information in accordance with POPIA Section 72, including ensuring the recipient is subject to a law, binding agreement, or binding corporate rules that provide an adequate level of protection.

8. Retention of Personal Information

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Student academic records are retained in perpetuity for certification and transcript purposes. Other records are retained in accordance with our Records Retention Schedule.

9. Security Measures

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, loss, destruction, or alteration. These include:

Encrypted storage and transmission of sensitive data
Access control and role-based permissions
Regular security audits and vulnerability assessments
Staff training on data protection obligations

In the event of a data breach that poses a risk to your rights and freedoms, we will notify the Information Regulator and affected data subjects in accordance with POPIA.

10. Cookies and Online Tracking

Our website uses cookies and similar technologies to enhance your browsing experience, analyse website usage, and deliver relevant content. You may adjust your cookie preferences through your browser settings. Disabling cookies may affect some features of our website.

11. Your Rights Under POPIA

As a data subject, you have the following rights:

Right to access: Request a copy of the personal information we hold about you
Right to correction: Request that inaccurate or incomplete information be corrected
Right to deletion: Request the deletion of your personal information, subject to legal retention requirements
Right to object: Object to the processing of your information, particularly for direct marketing
Right to withdraw consent: Withdraw your consent at any time where processing is based on consent
Right to lodge a complaint: Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please submit a written request to privacy@scientia.edu.za. We will respond within a reasonable timeframe as prescribed by POPIA.

12. Information Regulator

If you are dissatisfied with our handling of your personal information, you have the right to lodge a complaint with the Information Regulator of South Africa:

Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, our operations, or best practices. The updated policy will be published on our website with a revised effective date. We encourage you to review this policy periodically.

14. Contact Us

For any privacy-related queries, requests, or concerns, please contact:

Scientia Agri Institute — Information Officer
28 Station Street, Malelane, Mpumalanga, MP 1320, South Africa
Email: privacy@scientia.edu.za
Tel: 010 312 5972