Privacy

Privacy Policy for NIHSS Virtual Doctoral School and App

Effective Date: August 31, 2025

The National Institute for the Humanities and Social Sciences (NIHSS) is committed to protecting the privacy and personal information of users of the Virtual Doctoral School portal and its accompanying mobile application ("the App"). This Privacy Policy outlines how we collect, use, store, and protect your personal information in compliance with applicable South African laws, including the Protection of Personal Information Act (POPIA), No. 4 of 2013, and other relevant regulations. By using the Virtual Doctoral School portal or App, you consent to the practices described in this policy.

1. Information We Collect

We collect information to facilitate collaboration, mentorship, and scholarly activities among doctoral candidates, postdoctoral candidates, mentors, and other stakeholders. The types of information we may collect include:

1.1 Personal Information

  • Identifiers: Full name, email address, phone number, institutional affiliation, and student or mentor ID.
  • Demographic Information: Age, gender, and nationality (where required for scholarship or program eligibility).
  • Academic Information: Details related to your academic status, research focus, university enrollment, and program participation.

1.2 Usage Data

  • Internet Activity: IP address, browser type, device information, operating system, and interaction logs (e.g., pages visited, features used).
  • App-Specific Data: Group interactions, posts, messages, and other collaborative activities within the Virtual Doctoral School platform.

1.3 Sensitive Information

  • Where necessary, we may collect limited sensitive personal information, such as race or ethnicity, solely for the purpose of addressing inequities and supporting designated groups as per the NIHSS mandate. This is done in compliance with POPIA’s conditions for lawful processing.

2. How We Collect Information

  • Directly from You: When you register for the Virtual Doctoral School, complete forms, participate in discussions, or interact with mentors and peers.
  • Automatically: Through cookies, analytics tools, and device information when you access the portal or App.
  • From Third Parties: From participating universities or partners (e.g., SAHUDA, CODESRIA) for program administration, such as scholarship eligibility or mentorship coordination.

3. How We Use Your Information

We use your information to:

  • Facilitate collaboration and communication among doctoral candidates, mentors, and stakeholders.
  • Administer the Virtual Doctoral School program, including mentorship, scholarship applications, and academic activities.
  • Improve the functionality and user experience of the portal and App.
  • Monitor and analyze platform usage to enhance performance and security.
  • Comply with legal obligations, such as reporting to the Department of Higher Education and Training (DHET) or other regulatory bodies.
  • Provide updates, notifications, and relevant information about NIHSS programs and events.

4. Legal Basis for Processing

We process personal information under the following lawful bases as per POPIA:

  • Consent: Where you have provided explicit consent for specific processing activities (e.g., registration for the Virtual Doctoral School).
  • Legitimate Interest: To fulfill the NIHSS mandate of advancing scholarship and fostering collaboration in the humanities and social sciences.
  • Legal Obligation: To comply with statutory requirements or funding agreements.
  • Contractual Necessity: To fulfill obligations related to your participation in NIHSS programs.

5. Sharing Your Information

We may share your information with:

  • Participating Universities: To coordinate academic programs, mentorship, and scholarships.
  • Service Providers: Third-party providers who assist with platform hosting, analytics, or technical support, subject to strict data protection agreements.
  • Government or Regulatory Bodies: Where required by law or to fulfill reporting obligations (e.g., DHET, SAHUDA).
  • Mentors and Peers: Limited information (e.g., name, research focus) may be shared within the Virtual Doctoral School to enable collaboration.

We do not sell, rent, or share your personal information for commercial purposes unrelated to the NIHSS mandate.

6. Data Security

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

  • Encryption of data in transit and at rest.
  • Access controls to ensure only authorized personnel can access your information.
  • Regular security audits and updates to the portal and App.
  • Staff training on data protection and privacy compliance.

Despite these measures, no system is entirely secure. In the event of a data breach, we will notify affected users and relevant authorities as required by POPIA.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example:

  • Academic and personal information is retained for the duration of your participation in the Virtual Doctoral School and up to 5 years thereafter for reporting and audit purposes.
  • Usage data may be retained for up to 2 years for analytics and platform improvement.

After the retention period, your information will be securely deleted or anonymized.

8. Your Rights

Under POPIA, you have the following rights regarding your personal information:

  • Access: Request access to the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your information, subject to legal or contractual obligations.
  • Objection: Object to the processing of your information for specific purposes.
  • Restriction: Request restriction of processing in certain circumstances.
  • Data Portability: Request a copy of your information in a structured, commonly used format.

To exercise these rights, contact us at info@nihss.ac.za or +27 11 480 2300. We will respond within a reasonable timeframe, typically within 30 days.

9. Cookies and Tracking Technologies

The Virtual Doctoral School portal and App use cookies and similar technologies to enhance user experience and analyze usage. You can manage cookie preferences through your browser settings or the App’s privacy settings. Essential cookies required for platform functionality cannot be disabled.

10. International Data Transfers

As the NIHSS collaborates with international partners (e.g., CODESRIA, BRICS initiatives), your information may be transferred to countries outside South Africa. We ensure such transfers comply with POPIA and are subject to appropriate safeguards, such as data protection agreements.

11. Third-Party Links

The portal or App may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or through the portal/App. The updated policy will be effective from the date posted.

13. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact:

National Institute for the Humanities and Social Sciences
2nd Floor, 24 St Andrews, Parktown, Johannesburg
Email: info@nihss.ac.za
Tel: +27 11 480 2300

For complaints, you may also contact the Information Regulator of South Africa at inforeg@justice.gov.za.