OFFICE OF THE DEPUTY VICE CHANCELLOR (ARSA)
STUDENT PERSONAL DATA COLLECTION AND PROCESSING CONSENT FORM
1. Introduction
Tom Mboya University is committed to protecting your personal data and handling it in accordance with
the Data Protection Act, 2019 and the Data Protection (General) Regulations, 2021. The personal data
we collect from you will be processed solely for legitimate and official university functions as detailed
in this Consent Form and in line with the university's Data Protection Policy.
2. Categories of Personal Data Collected
Tom Mboya University collects the following categories of personal data for legitimate and official
purposes:
i. Identification Details – such as your full name, National ID/Passport Number, Birth Certificate
Number, and photographs/videos.
ii. Contact Information – including your phone number, postal address, and email address.
iii. Academic Qualifications – information from your academic certificates and transcripts.
3. Purpose of Data Collection and Processing
The personal data is collected and processed for the following specific purposes:
i. To verify and authenticate your identity for security and controlled access to university services.
ii. To manage core university functions such as admissions, teaching, assessment, and co-curricular
activities.
iii. To compile statistics to inform institutional planning, decision-making, and policy formulation.
iv. To fulfill mandatory reporting obligations to authorized government bodies and agencies such as
the Ministry of Education (MoE), KUCCPS, CUE, HEF, and KNBS.
4. Data Processing Principles
Your personal data will be processed:
i. Fairly, lawfully, and transparently
ii. For specified, explicit, and legitimate purposes
iii. Accurately and kept up to date
iv. Only for the period necessary for processing
v. In a secure and confidential manner
vi. In line with applicable laws and policies
5. Collection and Processing of Sensitive Data
Tom Mboya University may also request and process certain types of sensitive personal data,
including but not limited to:
i. Race, ethnicity, and social origin
ii. Health status and medical history
iii. Marital status and family details
iv. Religious or philosophical beliefs
v. Biometric and genetic data
vi. Sex and sexual orientation
vii. Criminal records and legal proceedings
Providing this information is voluntary, except where it is required by law or for compliance with
institutional policy. By signing this consent form, you authorize the university to process such
sensitive data for the purposes outlined.
6. Purposes for Processing Sensitive Data
Sensitive data may be processed for the following purposes, subject to appropriate safeguards:
i. Recruitment, admission, and participation in university programs
ii. Execution of a contract or request made by the student
iii. Compliance with legal and regulatory obligations
iv. Protection of vital interests of the student or others
v. Fulfillment of tasks carried out in the public interest
vi. Enforcement of university regulations and student code of conduct
vii. Management of employment, health, social welfare, or disciplinary matters
viii. Medical diagnosis, treatment, and health management
ix. Protection of public health and disease prevention
x. Archiving, research, or statistical purposes
7. Data Access and Storage
Data will be accessed only by authorized personnel at Tom Mboya University or third-party service
providers under contract, solely for purposes stated in this form. All data is stored securely in
compliance with institutional and legal requirements.
8. Withdrawal of Consent
You may withdraw your consent at any time by notifying the Office of the Vice-Chancellor in writing.
However, withdrawal will not affect any data processing already carried out prior to the date of
withdrawal. Sensitive data will be securely destroyed after the expiration of legally mandated retention
periods.
9. Your Data Protection Rights
As a data subject, you are entitled to the following rights under the Data Protection Act:
i. Right to access your personal data
ii. Right to rectification of incorrect data
iii. Right to erasure (the "right to be forgotten")
iv. Right to restrict processing
v. Right to data portability
vi. Right to object to data processing
STUDENT’S DECLARATION
I hereby consent to Tom Mboya University, its legal representatives, and successors, collecting and
processing my personal and sensitive data as described above for official university purposes. I release
Tom Mboya University from any liability associated with the lawful use of this data.
IF THE STUDENT IS UNDER 18, CONSENT MUST BE PROVIDED BY A PARENT/GUARDIAN
Please tick as appropriate:
☐ Give Consent
☐ Do Not Give Consent
Name of Individual Providing Consent (Indicate if you are the Student, Parent, or Guardian):
_____________________________
Address of Individual Providing Consent:
_________________________________________________________________________
Signature: ___________________________
Date: _______________________________
