Botswana Institute of Chartered Accountants (BICA) Privacy Statement for BICA Students and Apprentices
The Institute is committed to treating information about its stakeholders with the utmost care and confidentiality. The Institute’s commitment to protecting the privacy of anyone whose personal data is held is in line with the Botswana Data Protection Act, 2024.
In accordance with the Data Protection Act, 2024, BICA stakeholders have the right to be informed of how the Institute collects, processes, stores and manages personal data. This Privacy Statement outlines how the Institute collects, uses, discloses, and safeguards its students’ and apprentices’ data in compliance with applicable privacy laws.
Scope
This statement applies to;
- Students registered for the BICA qualifications
- Apprentices undergoing training under BICA-authorized training employers (ATEs)
- Individuals participating in BICA’s professional development programs
Personal data collected by the Institute
Personal data is information recorded in any format that relates to an identified or identifiable living person. An identifiable living person is someone who can be identified directly or indirectly from an identifier such as a name, identification number, location information or one or more factors specific to the physical, physiological, genetic, economic or social identity.
As part of its operations, the Institute needs to obtain and process personal data, which has been grouped as per the below;
- Identity data- such as names, identification numbers, date of birth, gender, nationality, marital status etc.
- Contact details- phone numbers, email addresses, correspondence addresses etc.
- Educational data- including qualifications etc.
- Academic/Professional/employment data- including membership details, employment history etc.
- Training agreements and apprenticeship records
- Exam results and performance data
- Financial data- Payment details for membership fees and services e.g. credit/debit card numbers, account numbers and bank statements.
- System unique identifiers
- Location data- physical addresses etc.
- Web tracking data- Information about how our website is used.
- Social media data
- Consent and preferences
The Institute may collect sensitive personal data, this is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation and includes personal data relating to a data subject which reveals —
- Commission or any alleged commission by him or her of any offence;
- Any proceedings for any offence committed or alleged to have been committed by him or her, the disposal of such proceedings, or the sentence of any court in such proceedings; and
- Genetic data, biometric data, and personal data of a minor.
How personal data is collected by the Institute
The Institute collects personal data through various methods to manage its operations and provide services to its stakeholders.
- Registration Forms- During initial enrolment into the BICA qualification program, students and apprentices’ complete registration forms that capture personal details such as name, ID/passport number, contact information, and academic background.
- Online Portal- BICA may use secure online platforms like MyBICA for students to submit personal data, update profiles, register for exams, and manage their training records.
- Curriculum vitae- Personal data is collected for placement purposes.
- Training Agreements- Apprenticeship data is collected through formal training agreements signed between students, BICA, and Authorized Training Employers (ATEs). These agreements include work history, employer details, and progress tracking.
- Examination and Assessment Submissions- Personal data is collected when students register for exams, submit coursework, or participate in assessments. This includes performance data and identity verification.
- Communication and Feedback Channels- BICA may collect data through email correspondence, surveys and feedback forms to improve services and maintain accurate records.
- Events and CPD Activities- When students and apprentices attend BICA events, workshops, or Continuing Professional Development (CPD) sessions, attendance and participation data may be recorded.
- Third-Party Data Sharing- Data may also be collected indirectly through third-party service providers (e.g., tuition providers or examiners) who are contractually bound to follow BICA’s data protection standards.
How the Institute Use Information
- Registration and Qualification Management
- To register students and apprentices for the BICA qualification.
- To manage academic records, exam results, and progression through the qualification framework.
- Training and Apprenticeship Oversight
- To monitor and validate training agreements with Authorized Training Employers (ATEs).
- To track apprenticeship progress and ensure compliance with professional standards.
- Communication and Support
- To send updates, reminders, and educational resources.
- To provide support services such as exam scheduling, results notifications, and CPD opportunities.
- Certification and Membership
- To issue certificates of achievement and professional membership upon completion of qualifications.
- To maintain accurate records in the member database.
- Legal and Regulatory Compliance
- To comply with statutory obligations under the Accountants Act, the Botswana Data Protection Act and other relevant laws.
- To report to oversight bodies such as the Botswana Accountancy Oversight Authority (BAOA).
- Security and Integrity
- To protect the integrity of the qualification process and prevent fraud or misrepresentation.
- To ensure secure handling of personal data in line with the Data Protection Act
- Placement Purposes
- To assist students and apprentices in securing training contracts with Authorized Training Employers (ATEs).
- To share relevant information with potential employers for placement opportunities, ensuring alignment with professional development requirements
Why the Institute Collects and Use Personal Information- Legal Basis for using data.
We process your personal data based on:
- Your consent where applicable
- Performance of a contract (e.g., training agreement)
- Compliance with legal obligations (e.g., the Accountants Act or any other relevant legislation)
- Legitimate interests of BICA in managing its programs and services
Data Sharing
Disclosure of Your Information
The Institute may share information with:
- Authorized Training Employers (ATEs)
- Tuition providers and examiners
- Service providers who assist us in delivering our services.
- Regulatory bodies and authorities as required by law.
- Legal and professional advisors
Automated Decision Making
The Institute will not take any decisions about its members and contractors that are based solely on automated processing or profiling.
How Long is Personal Data Kept
The Institute will retain your personal data only for as long as necessary to fulfill the purposes outlined above or as required by law. Records related to qualifications and membership may be retained for archival and verification purposes.
Data Security
The Institute implements appropriate technical and organizational measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. This includes;
- Secure storage systems
- Access controls
- Regular security audits etc
Rights
The Institute will uphold the rights of its members and contractors as per the below: Information on any action taken on data subjects’ requests will be provided without undue delay.
- The right to view their personal data, as well as request copies of their personal data.
- The right to request modifications to their data where they believe it is not current or accurate.
- The right to have their personal data erased when it is no longer needed by the Institute i.e. if the data has been unlawfully processed or if one withdraws their consent, unless there is an overriding legal or public interest in continuing to process the data.
- The right to restrict the processing of their data in certain circumstances – where they are contesting the accuracy of the data, processing is unlawful, the Institute no longer needs the personal data for the purposes of processing but the data subject needs the data for legal claims or they have objected pending the verification of whether the legitimate grounds of the Institute override those of the data controller.
- The right to request data portability- This right allows the Institute to share personal data with the data subject where the information was provided by consent by the data subject, and they can request for the machine-readable copy or for the information to be sent to another data controller.
- To withdraw one’s consent at any time where the Institute has consent to process personal data as per section 26(a) or you have given explicit consent in terms of section 30 (2) (a) of the Data Protection Act, 2024. Kindly access the BICA Consent Withdrawal Form here.
- The right to complain to the Institute on the contact details provided below.
Requests should be forwarded to dpo@bica.org.bw using this form – BICA Data Subject Request form.
Should you still feel your data protection rights have been violated, or that the Institute did not act in accordance with the Act, you have the right to lodge a complaint with the Information and Data Protection Commission.
Changes to This Privacy Statement
This Privacy Statement may be updated from time to time. Any changes will be posted on BICA website, and Individuals will be notified of significant updates.
Data Protection Officer and contact details
The Institute has appointed the Data Protection Officer. For any questions or concerns about this Privacy Statement on BICA’s data practices, please contact us at:
Botswana Institute of Chartered Accountants
Fairgrounds Financial Centre, Plot number- 50374, Block 3, Private Bag 0021, Gaborone
dpo@bica.org.bw
Tel: [+267] 397 2992
Fax: [+267] 397 2982
