Privacy Policy for DigiLog

At DigiLog, we are committed to protecting the privacy and security of our users, which include students, industry supervisors, and administrative personnel from institutions and the Industrial Training Fund (ITF). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access our mobile and web applications designed to digitize the Student Industrial Work Experience Scheme (SIWES).

We strictly adhere to the Nigerian Data Protection Regulation (NDPR) and other relevant institutional data privacy laws.

1. Information We Collect

To facilitate a seamless, electronic SIWES process, we collect specific personal, academic, and financial information.

• Basic Personal Information: When you register, we collect your full name, official institutional email address, phone number, and National Identification Number (NIN).
• Authentication Data: We collect login credentials, which may include data from Single Sign-On (SSO) providers like Google and Microsoft. For enhanced security on supported mobile devices, we process biometric data (fingerprint and facial recognition references). Note: Raw biometric data is stored securely on your device, not on our servers.
• Academic and Placement Data: We collect details regarding your institution, course of study, assigned industry supervisor, and the company where you are placed via the digital SCAF and Form 8 submissions.
• Performance Data: Throughout the 24-week internship, we collect your daily logbook entries, attached media (e.g., photos of fieldwork), weekly supervisor feedback, and your final SIWES report.
• Financial Information: To enable the secure disbursement of ITF stipends, we collect your Bank Account Number, Bank Name, and Sort Code.
• Device and Usage Data: We collect system logs and offline-sync data to ensure the application functions correctly, especially when you are using the app in environments with limited internet access.

2. How We Use Your Information

We use the information we collect to operate, maintain, and improve the digital SIWES ecosystem. Specifically, your data is used to:

• Automate logbook management and track your daily and weekly internship progress.
• Process and electronically verify statutory documents like SCAF and Form 8.
• Calculate and collate average scores from your assigned supervisors (Industry, Institution, and ITF).
• Facilitate the accurate and timely disbursement of your training payments.
• Send you essential system notifications, submission reminders, and grading updates via Email, SMS, and WhatsApp.
• Connect you with relevant internship opportunities and free supplementary educational courses.

3. How We Share Your Information

Your data is highly restricted and only shared with authorized stakeholders necessary for the administration of the SIWES program.

• Supervisors and Institutional Coordinators: Your logbook entries, reports, and placement details are shared with your assigned industry and university supervisors for grading and continuous assessment.
• The Industrial Training Fund (ITF): Verified records, final scores, and completion statuses are securely transmitted to the ITF to authorize payment disbursements and issue certificates of participation.
• Service Providers: We may share minimal necessary data with trusted third-party providers who facilitate our SMS/WhatsApp notification gateways, email delivery, and secure payment processing.

4. Data Security

Securing your personal and financial data is our highest priority. We implement robust, enterprise-grade security measures, including:

• Encryption: All sensitive data, particularly financial details and official emails, is protected using end-to-end encryption (TLS/SSL) during transmission and at-rest encryption while stored in our databases.
• Role-Based Access Control (RBAC): We enforce strict access limits. Students can only edit their own logs, and supervisors can only access the data of students directly assigned to them.
• Audit Trails: Every critical action, such as editing an account number or submitting a final grade, is logged and traceable by location and timestamp to prevent fraud and unauthorized alterations.

5. Data Retention

To meet the historical data retention and reporting needs of the ITF, we securely store all student data, including logbook entries and SIWES Report PDF files, for a minimum period of 5 years.

6. Your Privacy Rights

Depending on your user role and subject to ITF regulations, you have the right to:

• Access the personal and academic data held in your DigiLog portal.
• Correct or update inaccurate information (e.g., editing your bank details, which is permitted only during the active internship period).
• Request technical support if you believe your account has been compromised.

7. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how your data is handled within the DigiLog platform, please contact our Data Protection Officer at:

Email: privacy@digilog.com
Address: Amuwo Odofin, Lagos