Privacy Policy

1. Operational Overview

SUWKLog provides digital logbook and program management infrastructure for practical learning initiatives across formal academic institutions, vocational academies, corporate organizations, and government programs. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our platform.

2. What We Collect

We collect personal information necessary to deliver, operate, and maintain our services:

Account Information: Full name, work or institutional email address, phone number, and account credentials. Every user is assigned an immutable SUWKLog User ID.

Program and Placement Data: Details about the organizations, projects, host companies, field locations, and assigned supervisors linked to your account.

Submissions and Evidence: Activity entries, work logs, project notes, uploaded photos, documents, PDFs, and timestamps submitted by participants.

Technical and Session Data: IP addresses, device browser types, session tokens, and system logs required for security monitoring and account authentication.

3. Legal Basis and Purpose of Processing

We process personal and program data under the following grounds:

Contractual Necessity: To fulfill our agreement with your administrative organization, grant access to the platform, and deliver our logbook features.

Legitimate Interest: To maintain platform integrity, ensure accurate program reporting, prevent fraud, and facilitate institutional audits.

Legal and Regulatory Compliance: To meet obligations set by education boards, government initiatives, and data protection authorities including the Nigeria Data Protection Act.

4. How We Use Your Information

Your data is used exclusively to operate and optimize the platform experience. We use submitted entries to display daily project progress, notify supervisors of activity updates, generate custom institutional reports, and maintain an accurate digital audit trail. We do not sell, rent, or monetize your personal data or uploaded evidence to third parties.

5. Evidence, Files, and Data Security

All uploaded evidence, documentation, and generated reports are encrypted both in transit using TLS encryption and at rest on secure cloud infrastructure. Access to uploaded content is strictly restricted to:

The participant who owns the record.

Authorized supervisors, program leads, and managers within the enrolled organization.

Platform support administrators performing system maintenance upon explicit request.

6. Data Retention and Institutional Auditing

Because practical learning records must remain fully verifiable for academic credit, grant reporting, and institutional compliance, enrollments and submitted logs are preserved as part of the permanent program record. Organizations suspend or archive completed projects rather than permanently erase records, ensuring long term auditability and verification.

7. Data Sharing and Third Party Subprocessors

We do not share your information except with reliable cloud infrastructure providers and data subprocessors essential to operating our services (such as secure cloud hosting and database management systems). All subprocessors are bound by strict confidentiality and data protection agreements.

8. Cookies and Technical Storage

SUWKLog uses essential session cookies and browser local storage strictly required for user authentication, security verification, and platform navigation. We do not use third party advertising cookies or cross site tracking tools.

9. Minors and Youth Data

Where SUWKLog is deployed by secondary schools, vocational institutes, or government youth initiatives involving participants under 18 years of age, the contracting institution or organization acts as the primary data controller responsible for obtaining appropriate parental or legal guardian consent.

10. Platform Support Access

Authorized system administrators may access organization, project, or participant data strictly through read only Support Views to diagnose and resolve technical issues. Every support access action is automatically logged in a permanent, immutable audit trail.

11. Your Rights and Data Controls

Participants can review their complete activity history, export personal log entries, and view assigned progress metrics at any time. Depending on your jurisdiction, you may also have rights to request data access, seek correction of inaccurate personal details, or submit privacy inquiries. For any privacy inquiries or to exercise your rights, contact our Data Protection Officer at privacy@suwkafrica.com.