Agrolyst Integrated Farms and Services (“Agrolyst”, “we”, “us” or “our”) respects the privacy of students and other people who use the SIWES applicant portal. This notice describes the information we may collect, why we use it, and the choices available to you.
1. Information we collect
Depending on the application process and the features you use, we may collect:
- Identity and contact details, such as your full name, email address, telephone number and contact information you choose to provide.
- School and placement information, such as your institution, course of study, department, SIWES dates and relevant application details.
- Application documents and information you submit, including supporting documents and correspondence relating to your placement.
- Account and technical information, such as authentication status, basic log information, and information needed to keep the portal secure.
If you choose Google sign-in, Google and our authentication provider process the information needed to authenticate your account. We receive account details made available through that sign-in process.
2. How we use your information
We use the information to create and maintain your account, assess and administer SIWES applications, communicate about your application, prepare relevant placement or acceptance documents, provide support, prevent misuse, protect the portal, and meet applicable legal or administrative obligations.
3. Legal basis and consent
Where applicable law requires a legal basis for processing, we process information on a basis appropriate to the purpose, such as taking steps at your request, administering a placement, complying with a legal obligation, protecting legitimate operational interests, or obtaining your consent where consent is required. You may withdraw consent where processing relies on consent, although this does not affect processing already carried out lawfully.
4. Sharing and service providers
We do not sell your personal information. We may share relevant information with authorised Agrolyst personnel, your institution or placement contacts where necessary for SIWES administration, and service providers supporting hosting, authentication, communications, security or document handling. These providers should process information only for their assigned purposes and subject to appropriate safeguards. We may also disclose information when required by law or to protect people, rights and the security of the service.
5. Storage and security
We use reasonable administrative and technical measures designed to protect information against unauthorised access, loss, alteration or disclosure. No online service or transmission method can be guaranteed to be completely secure. Keep your password confidential and contact us promptly if you suspect unauthorised use of your account.
6. Retention
We retain information for as long as reasonably necessary to manage your account and placement, maintain relevant administrative records, resolve disputes, enforce applicable agreements and comply with legal requirements. Retention periods may vary depending on the type of record and the circumstances.
7. Your choices and rights
Subject to applicable law, you may request access to, correction of, or deletion of personal information, object to or request restriction of certain processing, or ask about how your information is used. Some records may need to be retained for legitimate administrative or legal reasons. We may need to verify your identity before acting on a request.
8. Cookies and account security
The portal and its authentication services may use essential browser storage or similar technologies to maintain a signed-in session, protect accounts and support core functions. Blocking these technologies may prevent some features from working properly.
9. Children and student information
The portal is intended for people applying for or participating in SIWES and related placements. If you submit information on behalf of another person, make sure you are authorised to do so. If you believe information has been submitted improperly, contact us so we can review it.
10. Changes to this notice
We may update this notice as the portal, our practices or applicable requirements change. The effective date above indicates when this version was published. Please review this page periodically.
11. Contact us
For privacy questions or requests relating to your information, contact Agrolyst Integrated Farms and Services through the official contact channel provided by the SIWES programme or on the portal home page. Include enough detail for us to understand your request, but do not send passwords or other authentication secrets.