Privacy Policy & POPIA Notice

1. Who we are

The TUT SRC & SFC 2026 Elections are administered by the Institute of Election Management Services in Africa (IEMSA) on behalf of the Tshwane University of Technology (TUT). IEMSA is the responsible party for the processing of your personal information for purposes of the elections.

Contact: tutelections@iemsa.co.za

2. Information we collect

• Full name, student number and TUT campus / faculty
• Contact details (email address and mobile number)
• Identity information required to verify eligibility to vote or stand
• Authentication data (one-time PINs, sign-in timestamps and device information) to keep your account secure
• Election activity such as nominations submitted, endorsements and votes cast (votes are recorded anonymously and cannot be linked back to you)

3. Why we process your information

• To verify that you are a registered TUT student
• To administer the SRC and SFC nomination and voting processes
• To send you election-related notifications and one-time PINs
• To prevent fraud, double-voting and abuse of the platform
• To publish election results and comply with legal obligations

4. Legal basis (POPIA)

We process your personal information in line with the Protection of Personal Information Act, 4 of 2013 (POPIA), on the basis of your consent, the performance of the elections mandate given to IEMSA by TUT, and to comply with applicable law.

5. Sharing of information

We do not sell your personal information. Limited information may be shared with TUT, appointed election observers, our authentication and hosting service providers, and where required by law. All operators are bound to protect your information in line with POPIA.

6. Retention

Election data is retained for the period required to administer, audit and certify the elections, and thereafter only as required by law. Authentication logs are retained for security and audit purposes.

7. Your rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Object to processing, subject to POPIA
• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, email tutelections@iemsa.co.za.

8. Cookies

This website uses essential cookies and local storage to keep you signed in, remember your cookie preference and protect the integrity of the voting session. We do not use advertising or third-party tracking cookies.

9. Security

We apply reasonable technical and organisational measures — including encryption in transit, access controls and one-time PIN authentication — to safeguard your information against loss, unauthorised access or disclosure.

10. Changes

We may update this notice from time to time. Material changes will be communicated on this page and, where appropriate, by email.