Privacy Policy

Who we are

This policy explains how Koinonia School of Ministry (“KSOM”, “we”) handles personal information collected through this website, the applicant and student portal, and the administration portal.

Questions about privacy can be sent to info@koinoniaschoolofministry.org.

Information we collect

Applicants: name, email address, phone number, country, programme and campus choice, the answers given in the application form (including church, ministry and personal statement details), uploaded documents and payment records.

Students: the information above, plus enrolment and registration details, and records of attendance and studies where these features are used.

Referees: the name, title, email address, phone number and relationship that an applicant provides, and the confidential reference the referee submits.

Enquiries: the name, contact details and message sent through the contact or admissions enquiry forms.

Administrators: name, email address, assigned role and permissions, sign-in times and a record of administrative actions.

Technical information: limited security information such as sign-in events and a one-way hashed form of IP addresses used to stop abuse of forms.

Why we use it

To receive, review and decide on applications; to contact applicants and referees about an application; to process tuition payments; to run the student portal; to answer enquiries; and to keep the platform secure.

We do not sell personal information and we do not use it for advertising.

Who can see it

Applicants and students can see their own application and records. They cannot see the confidential references their referees submit.

KSOM administrators can see only the information their role permits. For example, finance staff see payment records and admissions staff see applications. Administrator access requires two-step verification and is logged.

Referees see only the reference request sent to them.

Service providers

We use trusted providers to run the platform: website hosting, database and authentication services; an email delivery service for messages sent from notify.koinoniaschoolofministry.org; payment processors (Squad for Nigeria-programme payments and Stripe for Immersion payments); and an AI service that powers the Ask KSOM assistant, which receives only the question you type.

These providers process information on our behalf to deliver these services.

Cookies and similar technologies

The portal uses essential browser storage to keep you signed in securely. These are required for the portal to work.

We do not use advertising or marketing trackers. If KSOM introduces analytics or other non-essential cookies in the future, this policy will be updated and consent will be requested where the law requires it.

How we store and protect it

Information is stored in a secured database and private file storage. Access is restricted by role, and uploaded documents are not publicly accessible.

Passwords are never stored in readable form. Connections to the site are encrypted.

No system is completely secure, but we work to protect information and review our safeguards regularly.

How long we keep it

We keep application, student and referee records for as long as needed for admissions, academic and record-keeping purposes. Enquiries are kept only as long as needed to respond and follow up.

Specific retention periods are being finalised by KSOM and will be added to this policy.

Your choices and rights

You can ask to see, correct or delete the personal information we hold about you, or object to how we use it, by emailing info@koinoniaschoolofministry.org. We may need to confirm your identity first, and some records may need to be kept for legitimate administrative reasons.

Depending on where you live, data protection laws (such as Nigeria’s data protection law, or UK or Canadian law for Immersion participants) may give you further rights.

Changes to this policy

We may update this policy as the platform develops. The latest version will always be published on this page.