Privacy Policy

IDTM Privacy Notice

The Institute of Development and Technology Management (“IDTM,” “the Institute,” or “we”) is committed to protecting the privacy and security of personal information entrusted to us. As a graduate institution focused on development and technology, IDTM collects, uses, and shares personal data to support its academic mission, administrative operations, research activities, and to maintain a safe and secure environment for our community.

This Privacy Notice outlines how IDTM handles personal information including how it is collected, used, disclosed, retained, and protected. It applies to all activities conducted by the Institute. In some cases, specific IDTM programs or websites may publish supplementary privacy notices that expand upon this document.

By engaging with IDTM whether through our website, application processes, or other interactions you acknowledge the practices described in this notice. Your continued use of IDTM services constitutes your acceptance of this Privacy Notice, subject to applicable data protection laws.

1. Collection and Use of Personal Information

For the purposes of this notice, “personal information” refers to any data that relates to an identified or identifiable individual. This includes, but is not limited to: names, contact details, identification numbers, academic and employment histories, financial records, health-related information, and any other data that can be linked to a specific person. Information that has been anonymised or aggregated in a way that no longer identifies an individual is not considered personal information.

IDTM collects personal information through three primary channels:

• Information you provide directly to the Institute (e.g., through applications, registrations, or inquiries);
• Information obtained from third parties (e.g., academic referees, previous institutions, or professional bodies);
• Information collected automatically when you interact with IDTM digital platforms (e.g., websites and portals).

a. Information Provided by You or Third Parties

The personal information IDTM collects is used to deliver educational and administrative services, process requests, support research and institutional improvement, and comply with legal and regulatory obligations. Depending on your relationship with the Institute, your information may be used in the following ways:

i. Student Information

For graduate students, IDTM collects information such as academic records, contact details, enrollment history, financial and payment data, research interests, supervisory relationships, and any documentation related to accommodations or support services. This information is used to manage admissions, course registration, thesis supervision, academic advising, examinations, graduation, and student welfare. Where applicable, data may be combined with information from third parties (e.g., prior degree transcripts or professional certifications) to support these functions.

Students are also required to provide information for library access, institutional communication, and participation in institute events or programs.

International students must provide additional information including passport details, financial resources, and visa-related documents to support immigration and compliance with local laws. This data is shared only with authorised officials or bodies as required by the relevant regulatory framework.

ii. Prospective Student Information

IDTM collects personal data from individuals who express interest in our programs. This typically includes name, contact details, academic background, professional experience, recommendation letters, and other supporting materials needed to assess applications. If applying for scholarships or financial assistance, applicants may also be required to provide financial information.

This data is used solely for admission and scholarship evaluation purposes and is shared with authorised admissions committee members and relevant staff. Should an applicant be admitted, this information becomes part of their permanent student record and is managed in accordance with applicable data protection regulations.

iii. Human Resource and Employment Information

IDTM collects personal information from employees, faculty, and job applicants to manage recruitment, employment, payroll, performance evaluation, and staff development. This includes contact and demographic data, qualifications, employment history, banking and tax details, and performance-related information.

Where the Institute uses digital tools to support recruitment (e.g., screening or assessment platforms), such tools are used only to augment human decision-making and are subject to oversight by the Human Resources unit. Employment decisions are never based solely on automated processes.

International faculty and staff must provide information necessary to secure and maintain valid immigration status. This information is shared with authorised parties only as required by law.

The Institute’s Health and Wellness unit may collect health-related information from employees and students for occupational health, safety, and wellbeing purposes including workplace injury management, medical surveillance, and clearances for specific activities. Such information is kept confidential and accessed only by authorised personnel, except where disclosure is required by law or necessary to protect individual or community safety.

Employees with access to restricted facilities may be required to provide biometric data such as fingerprints or facial scans strictly for access control purposes. Biometric information is secured in accordance with high-risk data standards and is retained only as long as necessary, or as legally required.

iv. Research Data

As a graduate institute, IDTM engages in scholarly research that may involve the collection of personal information. Researchers collect data directly from participants through consent-based methods, such as interviews, surveys, or observational studies. In some cases, data may be drawn from existing sources with approval from the Institute’s ethics review board.

Commonly collected research data includes names, contact details, demographic information, responses to surveys or interviews, and sometimes health or behavioural data. All research involving personal information is subject to strict ethical standards, including minimisation of data collection, limited access, and secure storage.

Research data may be retained for extended periods for archival, historical, or statistical purposes. However, IDTM ensures that published findings do not identify individual participants without explicit consent.

v. Information Stored on IDTM Digital Systems

IDTM may collect usage data through its information technology systems to improve user experience, maintain security, and ensure operational efficiency. This may include automated logs of system access, content interaction, and navigation patterns. Where machine learning or analytics tools are used, they are deployed to identify errors, enhance usability, or support administrative functions always with due regard for privacy.

Access to personal information stored on IDTM systems is governed by the Institute’s ICT policies and applicable laws. The Institute does not access user systems or data without consent unless legally authorised to do so.

vi. Alumni and Donor Information

The Institute may maintain contact and giving records for alumni and supporters. This information is used to foster ongoing engagement, manage philanthropic relationships, and communicate opportunities relevant to the IDTM community.

b. Information Automatically Collected via Websites and Digital Platforms

IDTM uses standard web analytics tools to understand how visitors interact with our digital platforms. This may involve the use of cookies small text files stored on your device to track usage patterns, improve site functionality, and optimise content delivery. You may configure your browser to reject cookies, though this may limit some features of IDTM websites.

We may use third-party analytics services (e.g., Google Analytics) to help us evaluate platform usage. These services collect data such as IP addresses, browser types, and pages visited. Such third parties are contractually bound to protect this data and may transfer it to other parties only as required by law or as part of their service obligations.

IDTM also monitors its IT infrastructure for security purposes, employing standard practices to detect vulnerabilities, prevent unauthorised access, and protect institutional data assets.

2. Sharing of Personal Information

IDTM may share personal information with third-party service providers that assist in delivering institute services for example, IT hosting, payment processing, or student management systems. In all such cases, data sharing is limited to what is strictly necessary, and providers are bound by appropriate agreements to protect the privacy and security of the information.

IDTM may also disclose personal information when required to comply with legal obligations, prevent fraud, protect the security of Institute systems, or ensure the safety of individuals and the wider community.

3. Retention of Personal Information

IDTM retains personal information only for as long as it is needed to fulfil the purposes for which it was collected, or as required by applicable laws and regulations. Retention periods may vary depending on the nature of the information and the Institute’s legal, administrative, or archival obligations.

Some records may be retained indefinitely for historical or statistical purposes. Where retention is no longer required, information is securely destroyed in a manner that prevents reconstruction or unauthorised recovery.

4. Security Safeguards

IDTM is committed to protecting personal information against unauthorised access, loss, misuse, or alteration. The Institute maintains technical, administrative, and physical safeguards consistent with industry standards, and regularly reviews its security practices to address emerging threats and ensure ongoing compliance.

5. Your Rights Regarding Personal Information

Individuals whose personal information is held by IDTM may have the right to access, review, correct, or update that information, subject to applicable legal limits. Requests to exercise these rights should be directed to the Registrar’s Office at the contact details provided below.

Where permitted by law, IDTM will respond to such requests in a timely manner and may require verification of identity to protect the privacy of the individual.

6. Updates to This Privacy Notice

IDTM reserves the right to amend this Privacy Notice from time to time. Any updates will be posted on the Institute’s website, and the effective date will be clearly indicated. Continued engagement with IDTM after updates constitutes acceptance of the revised terms.

This version is current as of January 2026.

7. Contact Information

For any questions, concerns, or requests regarding this Privacy Notice or IDTM’s handling of personal information, please contact:

• The Registrar
• Institute of Development and Technology Management
• Email: info@idtm.edu.gh