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KSTU User Privacy Policy

Effective date: 03rd October, 2026

Kubalia Tertiary Students Union (KTSU) respects your privacy and is committed to protecting the personal information collected through this website. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices available to you.

By using the KTSU website or submitting information through our online forms, you agree to the practices described in this Privacy Policy.

Information we collect

KTSU may collect personal information that you voluntarily provide when you:

  • Complete a membership or registration form;

  • Apply to become a volunteer;

  • Register for an event or program;

  • Contact KTSU through the website;

  • Subscribe to news and updates;

  • Apply for a partnership or sponsorship opportunity;

  • Make a donation or offer other support; or

  • Submit feedback, questions or complaints.

The information collected may include:

  • Your full name;

  • Email address and telephone number;

  • Residential address, village, district or province;

  • Educational institution and course of study;

  • Employment or professional information;

  • Skills, interests and availability;

  • Membership or volunteer information;

  • Emergency contact details;

  • Messages, feedback and enquiries; and

  • Any other information you choose to provide.

Please provide only information that is accurate and necessary for the purpose of the form.

Information collected automatically

including:

When you visit the KTSU website, certain technical information may be collected automatically,

  • Internet Protocol address;

  • Browser and device type;

  • Pages visited;

  • Date and time of access;

  • Referring website; and

  • General website usage information.

This information helps us understand how visitors use the website and improve its security, performance and content.

How we use your information

KTSU may use your information to:

  • Process membership and volunteer applications;

  • Communicate with members, volunteers and supporters;

  • Register participants for programs and events;

  • Respond to enquiries, feedback and complaints;

  • Coordinate volunteer roles and activities;

  • Manage partnerships, sponsorships and donations;

  • Share authorised news, notices and opportunities;

  • Maintain accurate organisational records;

  • Improve the website and KTSU’s programs;

  • Protect the website from fraud, misuse or security threats; and

  • Meet legal, financial or administrative requirements.

KTSU will not sell, rent or misuse your personal information. We will not use it for purposes unrelated to KTSU’s legitimate activities without your consent.

Confidentiality and Disclosure

Personal information submitted through the website will be treated as confidential. Access will be limited to authorised KTSU officials and service providers who need the information to perform approved duties.

KTSU may disclose information:

  • When you have given permission;

  • To trusted service providers supporting website hosting, email, data storage, payment processing or event management;

  • When required by law or a lawful government authority;

  • To investigate fraud, misconduct or security threats; or

  • When necessary to protect the safety and rights of KTSU, its members, volunteers or the public.

Service providers are expected to handle personal information securely and only for the authorised purpose.

Donations and Payments

If the website accepts online donations or payments, transactions may be processed by an external payment provider. KTSU may receive information such as your name, contact details, donation amount and transaction reference.

KTSU does not normally receive or store your complete bank-card or mobile-payment security details. Please review the payment provider’s privacy policy before completing a transaction.

Cookies and Website Analytics

The KTSU website may use cookies and similar technologies to:

  • Remember website preferences;

  • Improve website performance;

  • Understand how visitors use the website;

  • Maintain website security; and

  • Support features provided by the website platform.

You may change your browser settings to block or delete cookies. However, disabling cookies may affect how some website features work.

Photographs, Videos and Stories

KTSU may publish photographs, videos, testimonials and impact stories from its programs and events. Where an individual is clearly identifiable, KTSU will seek appropriate permission before using the material for public communication or promotion.

Submitting a membership, volunteer or contact form does not automatically give KTSU permission to publish your photograph, video or personal story.

Parents’ or guardians’ permission should be obtained before intentionally publishing identifiable images or personal stories of children.

External Links

The KTSU website may contain links to social-media platforms, partner organisations, government agencies or other external websites. KTSU is not responsible for the privacy practices, security or content of external websites.

Visitors should read the privacy policies of those websites before providing personal information.

Data Security

KTSU will take reasonable administrative and technical measures to protect personal information from:

  • Loss or accidental deletion;

  • Unauthorised access;

  • Misuse or alteration;

  • Unauthorised disclosure; and

  • Cybersecurity threats.

However, no website or electronic storage system can guarantee complete security. Visitors should avoid submitting highly sensitive information unless it is specifically requested and necessary.

How Long We Keep Information

KTSU will retain personal information only for as long as it is reasonably required for the purpose for which it was collected, organisational record-keeping or legal obligations.

When information is no longer required, KTSU will take reasonable steps to securely delete, destroy or anonymise it.

Your Rights and Choices

You may contact KTSU to:

  • Ask what personal information we hold about you;

  • Request correction of inaccurate or outdated information;

  • Withdraw consent for optional communications;

  • Request deletion of your information, where appropriate;

  • Withdraw a membership or volunteer application; or

  • Raise a privacy concern or complaint.

Some information may need to be retained where it is required for legitimate administrative, financial, safeguarding or legal purposes.

Information About Children

The KTSU website is intended primarily for students, members, volunteers, partners and community supporters. Children should not submit personal information without the knowledge and permission of a parent, guardian, teacher or responsible adult.

If KTSU discovers that a child’s information was collected without appropriate permission, reasonable steps will be taken to delete it or obtain the necessary consent.

Changes to This Privacy Policy

KTSU may update this Privacy Policy when its website, programs or information-handling practices change. The revised policy will be published on this page with a new effective date.

Visitors are encouraged to review this page occasionally to remain informed about how KTSU protects personal information.

Contact KTSU

For questions, requests or complaints concerning this Privacy Policy or your personal information, please contact KTSU through the official Contact Form or the contact details published on this website.

Location: Lae, Morobe Province, Papua New Guinea
Email: kubaliatsu@gmail.com 
Phone: (+675) 7231 9132/ 7956 6217/ 7279 9966
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