Staff Privacy Statement

Machakos University acknowledges its responsibilities under the Kenya Data Protection Act (2019) and is dedicated to handling your data securely and transparently. This privacy notice outlines, in compliance with the Data Protection Act 2019, the categories of data held on you as a University employee. It also clarifies how the University will utilize this information, its retention period, and other relevant details regarding your data.

This notice applies to both current and former employees, workers, and contractors.

Details of the Data Controller

Machakos University serves as the data controller, responsible for determining the processes involved in handling your data. Our contact details are: [Machakos University, P.O. BOX 136-90100, Machakos, Kenya; Tel: +254 735 247 939]

Data Protection Principles

In managing your Personal data, the University will:

Process it fairly, lawfully, and transparently.
Collect your data for legitimate purposes related to your employment, explaining these reasons to you beforehand.
Collect your data following applicable laws, providing explanations before data collection.
Utilize it solely for the purposes explicitly communicated to you.
Ensure its accuracy
Retain your data only for as long as necessary.
Process it in a manner that prevents unauthorized usage, except as permitted by law.

Types of Data Processed by the University

The University may hold the following data about you:

Personal details: name, address, date of birth, contact information.
Demographic information: gender, marital status.
Signatures and biometric identifiers.
Images and personal data related to dependents and next of kin.
Medical or health information, including disability status.
Equal opportunities monitoring data: religion, ethnicity.
Employment-related details: job history, salary, performance records.
Financial information: bank details, tax identification numbers.
Documentation verifying your right to work in Kenya.

How Data is Collected

Your data will be collected through various channels, including:

Direct input during recruitment.
Forms completed at the beginning of employment.
Official documents provided by the employee.
Third-party sources, such as former employers or credit reference bureaus.
Personal data may be stored physically or electronically within the University’s human resource systems.

Use of Cookies

The University may use cookies to collect information for security, navigation facilitation, and personalized browsing experiences.

Purpose of Data Processing

The Data Protection Act, 2019 permits data processing for specific reasons, including:

Fulfilling employment contracts.
Legal obligations.
Legitimate interests.
Protecting individuals’ interests.
Public interest purposes.
Your data may be processed to ensure compliance with legal requirements, manage employment-related matters, and for other legitimate reasons outlined in the Act.

Special Categories of Data

The University will process special categories of data (e.g., health or ethnicity) under stricter guidelines, including explicit consent, legal obligations, or reasons of substantial public interest.

Your Rights Regarding Your Data

Your rights regarding your data, under the Data Protection Act 2019, include:

Right to information.
Right to access.
Right to rectification.
Right to erasure.
Right to restriction of processing.
Right to data portability.
Right to object.
Right to withdraw consent.

To exercise these rights, please contact the VC’s Office via: [Machakos University, P.O. Box 136 – 90100, Machakos, Kenya; Tel: ‎+254 708 390252]

Making a Complaint

If you believe your data protection rights have been violated, you can lodge a complaint with the Data Commissioner’s office, the supervisory authority for data protection matters in Kenya.

Contact Us

For inquiries about this Privacy Statement or personal data, please contact us at dataprotection@mksu.ac.ke