LEGAL & DATA GOVERNANCE

Privacy Notice

Effective and last updated: 2 September 2026

Charis Ministry Institute (“CMi”, “we”, “us”) respects the dignity and privacy of every applicant, student, employee, lecturer, assessor, moderator, ministry leader and visitor. This notice explains how CMi processes personal information through its website, application process, myCMi, staff portals and learning services.

1. Responsible party and scope

CMi is the responsible party for personal information processed for its institutional activities. This notice applies to information submitted online, received through authorised institutional communication, created during study or employment, and generated through the secure operation of the platform.

2. Information we collect

• Identity, contact, demographic and next-of-kin information.
• Application responses, programme choices, church information and ministry-calling statements.
• Identity documents, certificates, recommendations and supporting files.
• Payment references, fee records, bursary information and proof of payment.
• Registration, attendance, coursework, assessments, results, moderation and certification records.
• Employment, contract, leave, payroll, disciplinary and performance information.
• Enquiries, notices, consent records, audit trails, sign-in activity and security information.

3. Special personal information

Because CMi is an ecclesiastical learning institute, an application may include information about religious belief, church membership, calling or ministry experience. CMi processes this information only where relevant to its Kingdom-formation mandate, with appropriate authority and safeguards, and not for unrelated commercial profiling.

4. How information is collected

Information may be supplied directly by you, created by CMi during an authorised institutional process, provided by a referee or church leader with proper authority, received from a payment provider, or generated for security and audit purposes. Please provide information about another person only when authorised to do so.

5. Purposes of processing

CMi processes personal information where reasonably necessary to:

• Manage enquiries, applications, interviews, admission and registration.
• Verify identity, documents, recommendations, payments and bursary eligibility.
• Deliver teaching, monitor attendance and administer assessments and results.
• Maintain academic, financial, employment and governance records.
• Communicate decisions, schedules, notices, receipts and student support.
• Meet lawful duties, resolve complaints, prevent fraud and protect systems.

6. Admission and automated processing

Technology may assist with validation, status tracking and workflow routing. CMi does not intend final admission, disciplinary or academic decisions to be made solely by an automated system without authorised human oversight.

7. Access, sharing and service providers

Access is granted according to role and legitimate need. Information may be shared with authorised CMi offices, lecturers, assessors, moderators, payment services, email, hosting and secure-storage providers, professional advisers, regulators or lawful authorities where necessary. Service providers must use information only for the authorised service. CMi does not sell personal information.

8. Cross-border processing

Some technology providers may process or store information outside South Africa. Where this occurs, CMi will use providers and arrangements intended to provide appropriate protection and limit transferred information to what is necessary.

9. Retention and disposal

CMi retains information for the purpose collected, its approved record schedule, academic integrity, financial accountability, disputes and applicable law. Permanent academic records may be retained as institutional records. Temporary session and operational records are deleted or de-identified when no longer required.

10. Security and incident response

CMi uses role-based access, secure sessions, encrypted transmission, controlled document access, audit records, validation and backup controls. No internet service can guarantee absolute security. Where required, CMi will investigate, contain and notify affected persons and the appropriate authority of a security compromise.

11. Cookies and technical records

The platform may use essential cookies or equivalent storage to maintain secure sessions, remember necessary preferences and protect forms. CMi does not require advertising cookies for its core services. Blocking essential cookies can prevent secure portal functions from working correctly.

12. Your rights

You may, subject to applicable law and identity verification:

• Ask whether CMi holds personal information about you and request access.
• Request correction or completion of inaccurate information.
• Object to certain processing or request deletion where legally permitted.
• Withdraw consent where processing depends on consent.
• Raise a complaint with CMi or the Information Regulator of South Africa.

A request will not automatically remove records CMi must retain for lawful, financial, safeguarding or academic purposes. Visit the official Information Regulator website for current regulatory guidance and complaint channels.

13. Contact and updates

Privacy requests may be sent to info@charismi.co.za. Admissions questions may be sent to admission@charismi.co.za. CMi may update this notice when services, risks or legal obligations change.