Privacy Policy

Effective Date: April 4, 2026

Last Updated: April 4, 2026

At STAI Imam Syafi’i Scholarship Portal, we believe that your academic journey should be supported by a foundation of trust. This Privacy Policy describes how we collect, use, and safeguard your information when you use our scholarship matching tools, application tracking systems, and financial aid advisory services at https://scholarship.stai-imamsyafii.ac.id.

1. Information We Collect

To connect you with the right funding opportunities, we collect personal, academic, and socio-economic data.

1.1 Information You Provide Directly

  • Identity Data: Full name, National ID (KTP), Student ID (NIM), and contact details.

  • Academic Records: GPA transcripts, Tahfidz (memorization) progress reports, and language proficiency certificates.

  • Socio-Economic Data: Family income statements, electricity bills, or “Surat Keterangan Tidak Mampu” (SKTM) for need-based grants.

  • Personal Narratives: Essays, motivation letters, and recommendation letters from faculty or community leaders.

1.2 Information Collected Automatically

  • Technical Logs: IP address, device type, and browser version to ensure portal security and prevent multiple fraudulent applications.

  • Interaction Data: Which scholarship categories you view most frequently, helping us curate better opportunities for you.

2. How We Use Your Information

We process your data only for purposes that align with our educational mission:

  • Eligibility Matching: To automatically filter which internal or external scholarships you are qualified to apply for.

  • Application Processing: To submit your dossier to scholarship committees and donor foundations.

  • Award Management: To facilitate the disbursement of funds to your student account and track your ongoing academic eligibility.

  • Reporting: To provide anonymized reports to donors and government bodies regarding the impact of their scholarship programs.

3. Data Sharing and Disclosure

We do not sell your personal or academic data to third-party marketers. Disclosure is strictly limited to:

  • Scholarship Committees: Authorized faculty and staff responsible for selecting award recipients.

  • Verified Donors: External foundations or Zakat organizations only after you have submitted an application for their specific fund.

  • Institutional Audit: To verify that scholarship funds are being used in accordance with campus and Sharia principles.

4. Your Privacy Rights

Under the Indonesian UU PDP, you have the following rights:

  • The Right to Access: You may request a summary of the data we hold regarding your scholarship profile.

  • The Right to Correct: You may update your GPA or financial status if your circumstances change.

  • The Right to Withdraw: You can withdraw an active scholarship application and request the deletion of that specific data at any time.

  • The Right to Object: You may opt-out of automated eligibility matching and choose to apply manually.

5. Security and Data Protection

5.1 Encryption

We protect your sensitive documents (transcripts, income letters) using AES-256 encryption. All transmissions between your device and our servers are secured via TLS 1.3.

5.2 Access Control

Access to the “Reviewer Dashboard” is protected by Multi-Factor Authentication (MFA) and is audited regularly to ensure that only authorized personnel view your private information.

6. Data Retention

We retain scholarship application data for the duration of your enrollment plus a period of two (2) years for institutional reporting. For successful applicants, records are kept for the duration of the grant’s audit cycle.

7. Changes to This Policy

We may update this policy to reflect new scholarship types or regulatory changes. We will notify you of material changes via your student email or a dashboard notification.

8. Contact Our Privacy Office

For questions regarding your scholarship data or to exercise your rights, please contact the STAI Imam Syafi’i Privacy Team:

  • Email: [email protected]

  • Mailing Address: STAI Imam Syafi’i, Scholarship Portal DPO, [Insert Physical Address], Cianjur, West Java, Indonesia.

Our Commitment: We treat your data as a sacred trust (Amanah), ensuring that your path to knowledge is protected by the highest standards of digital privacy.

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