Privacy Policy

LUANAR collects only the personal data it needs to teach, research, admit, employ and serve the community, protects it, and does not sell it. You can ask to see, correct or delete your data at any time.

About this policy

This policy explains how Lilongwe University of Agriculture and Natural Resources (“LUANAR”, “we”, “us”) handles personal data. It applies to applicants, students, alumni, staff, researchers, partners, and visitors to www.luanar.ac.mw and our online systems, and to activity on our campuses.

LUANAR is the data controller for the personal data described here. We handle it in line with the Malawi Data Protection Act, 2024.

Information we collect

Applicants and students

• Identity and contact details: name, date of birth, national ID or passport number, photo, phone, email, address.
• Admission records: copies of school certificates,transcripts, references, application forms.
• Academic records: registration, courses, grades, attendance, theses, disciplinary and graduation records.
• Financial information: fee payments, bursaries, scholarships, loans and sponsor details.
• Health and welfare information you choose to share, such as for accommodation, disability support or clinic visits.

Staff, job applicants and contractors

• Identity, contact, CV, qualifications, referees, employment history and contracts.
• Payroll, tax, pension and bank details.
• Performance, leave and disciplinary records.

Everyone

• Website, student portal, e-learning and Wi-Fi usage data, such as IP address, device, browser and pages visited.
• Messages you send to us, including enquiries and complaints.
• CCTV images and access-card or visitor logs on campus.
• Photographs or video at university events.

How we use it

• Processing applications, admission, registration, teaching, assessment and graduation.
• Managing fees, scholarships, accommodation, library, ICT and student support services.
• Employing and paying staff and managing their records.
• Carrying out and reporting research, extension and outreach work.
• Keeping people, property, farms and campus facilities safe and secure.
• Communicating with students, staff, alumni and partners, including alumni and fundraising updates where you have agreed.
• Meeting reporting duties to government, the National Council for Higher Education and other regulators.
• Improving our websites and services using anonymised or aggregated statistics.

Why we may process it

We process personal data only where at least one of these applies:

• You have given consent, which you can withdraw at any time.
• It is needed for a contract with you, such as enrolment or employment.
• It is needed to comply with the law.
• It is needed for a task carried out in the public interest, such as education and research.
• It serves a legitimate interest of LUANAR that does not override your rights, such as campus security.

Sharing

We do not sell personal data. We share it only when necessary, with:

• Government bodies and regulators, such as the National Council for Higher Education, the Higher Education Students Loans and Grants Board, tax and immigration authorities, where required.
• Sponsors, scholarship providers and employers, when you ask us to or have agreed.
• Examining bodies, partner universities and professional councils for exchange, joint programmes and accreditation.
• Service providers such as IT hosting, email, payment and learning platforms, under agreements that limit how they use data.
• Police or courts when legally required, or to prevent serious harm.

Personal data is transferred outside Malawi only where the recipient country or organisation provides adequate protection, or other safeguards the law requires are in place.

Research data

Research involving people follows ethical approval and informed consent. Where possible we anonymise or pseudonymise data before analysis or publication. Researchers must tell participants what is collected, why, who will see it and how long it will be kept.

Cookies

Our websites and portals use cookies. You can block or delete them in your browser, though some services may stop working.

Retention

We keep personal data only as long as needed for the purpose it was collected, or as required by law.

Security

We use access controls, encryption in transit, secure storage and staff training to protect personal data. No system is completely secure. If a breach is likely to put your rights at risk, we will notify the Data Protection Authority and, where required, you, within the time the law sets.

Changes to this policy

We may update this policy as our services or the law change. The date at the top shows the latest version. For significant changes we will post a notice on our website and student and staff portals.

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