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NPI

Deleting your account and data

Collegene, at collegene.app and cic.collegene.app

1. Your right to ask

You can ask for your Collegene account and the personal data linked to it to be deleted at any time. This applies whichever way you signed in: Google, Microsoft, Apple, Facebook, a passkey or your email address.

Botswana's Data Protection Act, 2024 gives you the right to have your personal data erased in certain circumstances, for example where it is no longer needed or you withdraw your consent (section 44).

2. How to ask for deletion

If you are a CIC applicant, student or member of staff

Email admissions@cic.ac.bw with the subject line "Delete my data". Please include:

  • your full name;
  • the email address you use to sign in to Collegene; and
  • the sign-in method you use, for example Google or Facebook.

CIC is responsible for your data and will handle the request. Collegene carries out the deletion on CIC's instructions. Requests are handled by staff, so deletion is not immediate or automatic.

If you use collegene.app outside a CIC context

Email admissions@cic.ac.bw with the same details. These requests are also handled by staff.

We may ask you to confirm your identity before deleting anything, so that nobody can delete another person's account.

3. What is deleted

When your request is accepted, we delete:

  • your Collegene account;
  • the details received from your sign-in provider (your name, email address and basic profile details);
  • your assistant conversations, if the assistant has been switched on; and
  • other personal data linked to your account, unless it must be kept (see section 4).

4. What may be kept, and why

Some records may need to be kept even after you ask, for example where the law requires a college to keep them, such as audit records, or where they are needed for a legal claim. The Act allows this (section 44(3)).

If anything is kept, we will tell you what and why. Data kept for these reasons is not used for anything else.

5. How long it takes

The Act requires a response within one month of your request. This can be extended by up to two months for complex or numerous requests, with the approval of the Information and Data Protection Commission. If that happens, you will be told within the first month, with the reasons (section 38).

6. Data received through Facebook, Google, Microsoft or Apple sign-in

When you sign in with one of these providers, Collegene receives only your name, your email address and basic profile details. When your request under section 2 is handled, that data is deleted along with your account.

If you used Facebook to sign in, Facebook may also let you ask for deletion from its own settings (see section 7).

7. Removing Collegene's access in your provider's settings

You can stop Collegene from using your account with a sign-in provider at any time. Menu names change from time to time, so the steps below are general.

  • Facebook: in Facebook, go to Settings & Privacy, then Settings, then Apps and Websites. Find Collegene and remove it.
  • Google: in your Google Account, open the security settings and find the list of third-party apps and services connected to your account. Select Collegene and remove its access.
  • Microsoft: for a personal Microsoft account, sign in to your account online, open the privacy or security settings and find the apps and services that can access your account. Remove Collegene. For a work or school account, your organisation's administrator may manage this.
  • Apple: on an iPhone, iPad or Mac, open Settings, select your name, then Sign-In & Security, then Sign in with Apple. Select Collegene and stop using Sign in with Apple with it. You can also do this from your Apple Account online.

Removing access stops new information coming from that provider and stops you signing in that way. It does not, on its own, delete the data Collegene already holds. To delete that, please also ask us as described in section 2.

8. Questions and complaints

For questions about deletion, contact admissions@cic.ac.bw.

If you are not satisfied with how your request was handled, you have the right to complain to the Information and Data Protection Commission (section 80).

For more about how your data is used, see the Privacy notice.