Data governance and rights

Privacy and consent

This version: 2026-09-24

We collect what the programme needs to teach you, mark your work and give you a certificate that can be checked. We do not sell it. This page says exactly what is taken, where it sits, how long it stays and who can open it.

Data audit and collection

What we collect and why

Each item collected, what it is used for, and whether it is required
What	Why	Required
Your name	Knowing who you are, and printing the certificate.	Yes
Email address	Signing in, confirming the account and resetting a password.	Yes
Mobile number	Reminders and check-ins on WhatsApp or SMS, and signing in with a code.	Yes
District, and village or town	Reporting to UNDP how participation is spread across the country.	Optional
Year of birth, gender, what you are doing now, education	Grouped reporting on who the programme reaches. Never published about one person.	Optional
What you do on the course	Lessons opened, quiz answers, marks, work submitted — marking it and issuing the certificate.	Yes
Messages you send and we send	Answering your questions, and proving what was sent if a delivery is ever disputed.	Yes
If you apply for a bootcamp: your application answers	Administering your application, selecting participants and monitoring and evaluating the programme. This covers eligibility (age, residency, availability, smartphone access), your written answers, which reviewers score, and your background, which is used only for grouped reporting and never scored.	Yes
If you apply: disability and accessibility support	Arranging support so you can take part. Never used to score or select you.	Optional
If you apply: your three separate choices	Contact about this application (always, so we can tell you the outcome); future opportunities (optional, off unless you tick it, and you can withdraw); photos and stories (optional, never affects selection or learning). Each is stored with its wording and date.	Optional

The optional answers are the ones the programme reports on in groups — how many young women, how many people out of work. Leaving one blank does not change your course.

Storage

Where your information is held

Not in Botswana yet, and we will not say otherwise. In-country hosting is where this is going; until it is provisioned the platform runs in an approved location inside the European Economic Area, and everything moves at migration. When that happens this page changes and says so.

Backups are encrypted before they leave the server, so whoever holds the storage holds only unreadable data.

Retention lifecycle

How long we keep it

Your profile and course work: Two years after the programme ends, then made anonymous. That window is what the follow-up survey and the funder’s reporting need.
Certificates and the record behind them: Seven years, cut down to the name, the credential, the date and the verification code. Everything else about the award is removed.
Consent records: As long as the data they authorise, plus seven years. A consent record has to outlive what it permitted or it cannot be proved.
Messages and support tickets: Message delivery records twelve months; support conversations two years.
If you ask to be deleted: Your profile and progress go from the live system when the request is carried out, and you are told exactly what was removed and what had to be kept.

What deletion cannot reach

Deleting your information removes it from the live system straight away. It does not reach the backups, which are kept for up to twelve months so the programme can recover from a disaster. Your deletion is written down, and if a backup ever has to be restored it is applied again before anybody can use the restored system. We would rather tell you that than let you believe a copy cannot exist.

The longer periods above are set by what the funder and an audit require rather than by the Act, and are still being confirmed with UNDP. This page will carry the confirmed periods once they are.

Access tiers

Who can see it

Programme administrators and site administratorsEverything about a learner, because somebody has to be able to fix an account. Every look is logged.
FacilitatorsThe learners on their own course: work submitted, marks, attendance and support messages. Not learners on courses they do not run.
M&E officersFigures and groups, never a named record. The screens they use are read-only by design.
Employers and anybody checking a certificateOne certificate at a time, by its code: the name on it, the credential and the date. Nothing else about you.

A staff member who opens a learner record while acting as that learner is recorded as themselves, not as the learner, and every such action is kept in an audit log.

Communication policy

What we send you

WhatsApp, SMS and email, and you choose each one separately when you register and can change any of them at any time in your settings. Turning them off stops reminders, announcements and surveys. We will still write to you about something your own course depends on — a change of date, a password reset you asked for — because that is not a message you can be asked to do without.

You can also reply STOP to any SMS or WhatsApp message. That stops messages to that number immediately, and it is recorded against the number rather than the account, so it holds even if the account changes.

Messages cost you whatever your network charges. No arrangement exists with any operator to make them free, and this page will not pretend otherwise.

Statutory compliance

Your rights

You can ask for a copy of everything held about you, ask for a correction, or ask for it to be deleted. Every request is recorded with a date by which it has to be answered.

Ask for a copy of my data Ask for my account to be deleted

Both are on your own settings screen, which asks you to sign in first — the programme has to know whose data it is being asked about. If you cannot sign in, ask on the help screen and a person will take the request.

A certificate you have already earned stays verifiable after deletion. What is kept is the name on it, the credential, the date and the code that proves it — because a certificate nobody can check is worth nothing to you.

Accountability

Who is accountable

The programme is run by UNDP Botswana with the Ministry of Youth Empowerment, Sport and Culture Development. A named data protection officer has not been appointed yet, and this page will not print an address that nobody is reading.

Until one is named, anything about your data goes through the help desk, where it is recorded and answered: ask the support team.