Privacy policy

What this covers

This policy covers the RMS platform and the requests you send through it. Research data you gather in the field is covered by the ethical clearance for that study, not by this page.

What we collect

• Your name, registration or staff number, school and department
• University email and phone number
• Forms, proposals, budgets and files you upload
• A record of each request, its stage and the officer who acted on it
• Sign in times, browser type and address, kept for security

We do not ask for your national identity number, bank details or health information on this platform.

Why we hold it

To receive your request, route it to the right desk, reach you with updates, keep a record of decisions, and report on research activity in numbers that name nobody.

Our legal basis

We process your data to carry out a public task and to meet legal duties placed on the university, including reporting to NACOSTI. Where we go beyond that, we ask for your consent first, and you may take it back.

Who sees it

• Officers in the directorate handling your request
• Reviewers on the ethics committee, for proposals only
• ICT staff maintaining the platform
• Regulators and funders, where a law or a grant requires it

We do not sell your data and we do not pass it to anyone for marketing.

How long we keep it

Request records are kept for the period set in the university records schedule, since approvals may be checked years later. Sign in logs are kept for a short period and then cleared.

How we protect it

Data sits on university systems behind sign in. Access is given by role, so an officer sees only what the job needs. Files move over an encrypted connection and backups are taken on a schedule.

Cookies

We use one cookie to hold your session so you stay signed in while you work. Clearing it signs you out. We do not run advertising trackers on RMS.

Your rights

• Ask for a copy of what we hold about you
• Have wrong details corrected
• Object to a use you did not expect
• Ask for deletion, where no law or record rule requires us to keep it

Write to dvc-rio@ku.ac.ke and we will reply within the period the Act allows.

Complaints

Start with the directorate so we can put it right. If you are still unhappy, you may take the matter to the Office of the Data Protection Commissioner.

Directorate of Research, Innovation and Outreach, Kenyatta University, Main Campus. Telephone +254 20 8703026.