Last Updated: August 20, 2025
1. Introduction
Topmax College ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website topmaxcollege.ac.ke, use our services, or communicate with us.
This Privacy Policy has been developed in accordance with the Kenya Data Protection Act 2019 (DPA) and other relevant privacy laws.
2. Data Controller
Topmax College is the data controller responsible for your personal data. For all data protection matters, please contact our Data Protection Officer at:
- Email: [email protected]
- Phone: +254 720 662 991
- Address: Pipeline in Embakasi, Outering road at Total Fedha Petrol Station Building, 2nd Floor, Nairobi
3. Information We Collect
3.1 Personal Data
We may collect the following personal information:
- Identity Data: Full name, date of birth, gender, national ID number, passport number
- Contact Data: Email address, telephone number, physical address
- Educational Data: Academic qualifications, certificates, transcripts
- Financial Data: Payment information, bank details (for fee payments)
- Technical Data: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform
- Usage Data: Information about how you use our website and services
3.2 Special Categories of Personal Data
We may collect special categories of personal data including:
- Health information (for accommodations or special needs)
- Biometric data (for identification purposes)
We only collect this information with your explicit consent or as required by law.
4. How We Collect Your Data
We collect data through:
- Direct interactions: When you apply for admission, register for courses, contact us, or use our services
- Automated technologies: When you visit our website, we may automatically collect technical data
- Third parties: We may receive information from educational institutions, government agencies, or payment service providers
5. How We Use Your Data
We use your personal data for the following purposes:
- To process and manage your application and enrollment
- To provide educational services and support
- To communicate with you about courses, events, and services
- To process payments and manage financial records
- To comply with legal and regulatory obligations
- To improve our website and services
- To protect our rights, property, or safety
6. Legal Basis for Processing
We process your personal data on the following legal grounds:
- Performance of a contract: Processing necessary for the performance of our contract with you
- Legitimate interests: Processing necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests
- Compliance with legal obligations: Processing necessary to comply with our legal obligations
- Consent: Where you have given consent for specific processing activities
7. Data Sharing and Disclosure
We may share your personal data with:
- Educational partners and accreditation bodies
- Government agencies and regulatory bodies
- Service providers who perform services on our behalf
- Financial institutions for payment processing
- Professional advisers including lawyers, auditors, and insurers
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
8. International Transfers
We may transfer your personal data outside Kenya. When we do, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- Transferring to countries that have been deemed to provide an adequate level of protection for personal data by the Data Commissioner
- Using specific contracts approved by the Data Commissioner which give personal data the same protection it has in Kenya
9. Data Security
We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.
10. Data Retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider:
- The amount, nature, and sensitivity of the personal data
- The potential risk of harm from unauthorized use or disclosure
- The purposes for which we process your personal data
- Whether we can achieve those purposes through other means
- The applicable legal requirements
11. Your Rights
Under the Kenya Data Protection Act 2019, you have the following rights:
- Right to be informed about the collection and use of your personal data
- Right to access your personal data
- Right to rectification of inaccurate personal data
- Right to erasure of your personal data
- Right to restrict processing of your personal data
- Right to data portability
- Right to object to processing of your personal data
- Rights related to automated decision making and profiling
To exercise any of these rights, please contact our Data Protection Officer using the contact details provided above.
12. Cookies and Similar Technologies
We use cookies and similar tracking technologies to track activity on our website and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.
13. Children's Privacy
Our website and services are not intended for children under 18 years of age. We do not knowingly collect personal data from children under 18. If we learn we have collected personal data from a child under 18, we will delete that information.
14. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
15. Complaints
If you have any concerns about our use of your personal data, you can make a complaint to us by contacting our Data Protection Officer. You also have the right to complain to the Office of the Data Protection Commissioner if you are unhappy with how we have used your data.
16. Contact Us
If you have any questions about this Privacy Policy, please contact our Data Protection Officer at:
- Email: [email protected]
- Phone: +254 720 662 991
- Address: Pipeline in Embakasi, Outering road at Total Fedha Petrol Station Building, 2nd Floor, Nairobi