1. Introduction

This Privacy Policy describes how University of Blantyre Synod (“UBS,” “we,” “us,” or “our”) collects, uses, and protects your personal information when you visit our website at https://ubs-ac.com/ or interact with our services.

We are committed to protecting your privacy and ensuring the security of your personal data in accordance with applicable data protection laws, including Malawi’s data protection regulations and international standards.

2. Who We Are

Institution Name: University of Blantyre Synod

Website: https://ubs-ac.com/

Tagline: Inspiring Holistic Transformation

Physical Address: University of Blantyre Synod, P.O. Box 413, Blantyre, Malawi

Phone: +265 893 207 456

Email: info@ubs-ac.com

Registrar: registrar@ubs-ac.com

3. Information We Collect

3.1 Personal Data from Students and Applicants

We collect personal information when you apply for admission, register as a student, or use our services:

Full name and contact information (email address, phone number, postal address)
Date of birth and identification information
Educational background and academic records
Application documents and supporting materials
Payment information and financial records
Student registration data
Account credentials for student portal access
Emergency contact information

3.2 Technical Data

We automatically collect certain technical information when you visit our website:

IP address and device information
Browser type and version
Operating system
Pages viewed and navigation patterns
Time spent on pages
Referring website

3.3 Information from Contact Forms and Inquiries

When you submit an inquiry through our contact form, we collect the information you provide, including your name, email address, phone number, inquiry type, and message content. This information is used solely to respond to your inquiry.

3.4 Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience and analyze site traffic. Cookies are small text files stored on your device. We use:

Essential cookies: Required for website functionality and student portal access
Analytics cookies: To understand how visitors use our site and improve our services
Preference cookies: To remember your settings and preferences

You can control cookie preferences through your browser settings.

4. How We Use Your Information

We use your personal information for the following purposes:

To process student applications and admissions
To maintain academic records and provide educational services
To communicate with students, applicants, and parents about academic matters
To process tuition payments and financial aid
To provide access to student services (library, IT support, student affairs)
To respond to inquiries and provide information about our programs
To send important updates about academic calendar, events, and news
To improve our website, programs, and services
To ensure campus security and safety
To comply with legal and regulatory obligations

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

Consent: When you apply for admission or submit inquiry forms
Contract performance: To fulfill our obligations as an educational institution
Legal obligations: To comply with educational regulations and laws in Malawi
Legitimate interests: To operate effectively as a university while respecting your rights

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your data with the following parties:

Accreditation bodies and regulatory authorities for educational compliance
Partner institutions for academic collaborations
Service providers for IT, cloud hosting, payment processing, and email services
Government authorities when required by Malawi law
Prospective employers or institutions (with student consent) for reference verification

All third-party service providers are contractually obligated to protect your data and use it only for specified purposes.

7. Data Retention

We retain your personal information as follows:

Application records: 2 years after application decision
Student academic records: Permanently (as required for transcripts and alumni services)
Financial records: 7 years (for accounting and audit purposes)
Contact form inquiries: 6 months
Website analytics data: 12 months
Employment records (for staff): Duration of employment plus 5 years

8. Your Rights

You have the following rights regarding your personal data:

Right of access: Request a copy of your personal data we hold
Right to rectification: Request correction of inaccurate or incomplete data
Right to erasure: Request deletion of your data (subject to legal retention requirements)
Right to restrict processing: Request limitation on how we use your data
Right to data portability: Receive your data in a structured, commonly used format
Right to object: Object to certain types of processing
Right to withdraw consent: Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact the Registrar’s Office at registrar@ubs-ac.com or +265 893 207 456.

9. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

Encryption: SSL/TLS encryption for data transmission on our website
Access controls: Restricted access to personal data based on role and need
Secure student portal: Password-protected login system
Regular security audits: Periodic assessment of security measures
Staff training: Regular data protection training for all staff members
Physical security: Secure storage of paper records on campus
Backup systems: Regular encrypted backups of critical data

While we implement robust security measures, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but are committed to protecting your information.

10. Data Breach Procedures

In the event of a data breach that may compromise your personal information, we will:

Immediately investigate and contain the breach
Notify affected individuals without undue delay
Report to relevant authorities as required by law
Implement corrective measures to prevent future breaches
Provide guidance on steps you can take to protect yourself

11. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

General Inquiries: info@ubs-ac.com | +265 893 207 456

Registrar’s Office: registrar@ubs-ac.com | +265 893 207 456

Student Affairs: su@ubs-ac.com | +265 893 207 456

Physical Address: University of Blantyre Synod, P.O. Box 413, Blantyre, Malawi

Office Hours: Monday-Friday: 8:00 AM – 5:00 PM | Saturday: 9:00 AM – 1:00 PM

12. Student Records (FERPA Compliance)

University of Blantyre Synod respects student privacy rights. Student educational records are maintained confidentially and disclosed only with student consent or as permitted by applicable education privacy laws. Students have the right to inspect and review their educational records.

13. Children’s Privacy

Our website and services are intended for individuals 18 years of age and older. We do not knowingly collect personal information from children under 18 without parental consent. Prospective students under 18 should have a parent or guardian assist with the application process.

14. Third-Party Links

Our website may contain links to third-party websites, including partner institutions and educational resources. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically. Continued use of our website and services after changes constitutes acceptance of the updated policy.

16. International Students

For international students applying through our International Application form, we may transfer your personal data internationally as necessary to process your application and provide educational services. We ensure appropriate safeguards are in place for such transfers.

University of Blantyre Synod

Inspiring Holistic Transformation

Last Updated: December 15, 2025

Privacy Policy