privacy policy

Effective Date: July 1st 2025

Last Updated: July 1st 2025

Platform Name: MyUniversity

Operator: ERP Tohama Co., Ltd (Kenya)

1. Introduction

This Privacy Policy explains how ERP Tohama Co., Ltd ("we," "us," or "our") collects, uses, and protects your personal data when you use the MyUniversity platform.

By using the platform, you consent to the practices described in this policy. If you do not agree, please do not use the platform.

2. Information We Collect

We may collect the following types of personal data:

- Full name, email address, phone number

- University affiliation and program of study

- Resume/CV and job application history

- Interview schedules and consultation logs

- Chat messages and calendar appointments

- Employer listings and preferences

- Device information and usage logs (IP address, browser type, device ID)

- Responses to surveys, feedback forms, and event registrations

We may also collect non-personal technical data such as cookies, site usage statistics, and anonymized behavioral data.

3. How We Use Your Information

We use collected data for the following purposes:

- To facilitate job and internship placements

- To enable communication between students, universities, and employers

- To generate employment outcome reports and tracer studies

- To process scholarship or donation applications

- To support university career services

- To improve the functionality and security of the platform

- To personalize the user experience and provide relevant content

- To send important notifications about scheduled interviews, application status, or new opportunities

4. Legal Basis for Processing

We process your data based on the following legal grounds:

- Consent given by the user

- Performance of a contract with the institution

- Compliance with legal obligations

- Legitimate interests in improving platform services and outcomes

5. Data Sharing

We may share information with:

- Partner universities to provide career services

- Verified employers for recruitment purposes

- Government bodies or accreditation agencies to comply with legal obligations

- Third-party service providers who assist in hosting, communication, or analytics

All third parties are required to comply with confidentiality and data protection agreements.

We do not sell or lease your personal data to third parties.

6. Data Retention

We retain your personal data:

- As long as your user account remains active

- As required by law or university data reporting cycles

- For audit, alumni engagement, and platform improvement purposes

Anonymized data may be stored indefinitely for analytical purposes.

7. Data Security

We implement technical, administrative, and physical safeguards to protect your information, including:

- Encrypted data transmission and storage

- Role-based access control

- Regular system updates and penetration testing

- Staff training on data handling and protection

8. User Rights

As a data subject under the Kenya Data Protection Act (2019), you have the right to:

- Request access to your personal data

- Request correction or deletion of inaccurate or outdated data

- Object to certain forms of data processing

- Withdraw consent at any time

- Lodge a complaint with the Data Commissioner of Kenya

To exercise your rights, please contact us using the information below.

9. Cookies and Tracking Technologies

We may use cookies and similar technologies to:

- Authenticate user sessions

- Track performance and usage analytics

- Enhance navigation and user experience

You can manage cookie preferences through your browser settings.

10. International Data Transfers

If we transfer data to servers or service providers outside Kenya, such transfers will comply with applicable data protection regulations, and safeguards will be applied to ensure adequate protection.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the platform or email notifications.

12. Contact

If you have any questions or requests regarding your data:

ERP Tohama Co., Ltd - Kenya Office

T-Plaza, 2nd Floor, Thika West, Kiambu

Phone: +254 745 990 770

Email: info@myuniversity.co.ke

Website: https://myuniversity.co.ke