Maximilian College of Professional Studies ("we", "our", or "the Institution") is committed to protecting the privacy and personal data of our enrolled students, faculty, staff, and applicants. This Privacy Policy governs the collection, use, processing, and protection of information accessed through the Maximilian College Student Portal Progressive Web App (PWA) and Android Application.
Last updated: August 2026. Effective for all portal users and Google Play Store installations.
To provide personalized academic and administrative services, the Student Portal processes the following categories of data:
- Student Identity Information: Admission/Registration number, full legal name, national ID / birth certificate number, date of birth, program enrolled, academic level, and current semester.
- Academic Records: Course units enrolled, lecture attendance records, continuous assessment tests (CATs), exam marks, provisional and official transcripts.
- Financial Records: Invoiced tuition fees, fee payments, bank / M-Pesa transaction reference numbers, and outstanding balance summaries.
- Uploaded Files: Student passport photograph (for digital student ID card verification) and submitted PDF academic forms (such as deferment or course transfer requests).
- Technical & Session Data: Login timestamps, IP addresses, session duration, and device user-agent for authentication security and audit log compliance.
Student information collected within the portal is used strictly for legitimate academic and administrative purposes:
- Authenticating student access to timetables, unit registration, and academic results.
- Generating official examination clearance cards and academic transcripts.
- Providing transparent fee payment status and real-time ledger accounting.
- Delivering urgent institutional memos, KNEC examination notices, and campus announcements.
- Preventing unauthorized account access and maintaining institutional audit logs.
The Maximilian College App may request the following device permissions only when actively triggered by the user:
- Storage / Media Access: Required only when you choose to download your academic transcript (PDF), syllabus documents, or upload a passport photo for your Student ID card.
- Camera (Optional): Used only if you choose to take a photo directly within the portal for profile identification.
- Notifications (Optional): Used to deliver important academic announcements and exam schedule updates.
The app does not access your location, contacts, or background device sensors without explicit permission.
All network communications between the mobile application and our servers are encrypted using modern Transport Layer Security (HTTPS/TLS 1.3). Student passwords are stored using salted cryptographic hashes (BCrypt/Argon2). Access to student data is restricted to authorized academic registrars, deans, and finance officers on a role-based access control matrix.
In accordance with the Kenya Data Protection Act (2019) and Google Play Developer Policies, students and alumni have the right to request deletion or archival of their portal accounts and personal data.
How to Request Account & Data Deletion
You can submit an account closure or data deletion request at any time by emailing the Registrar at registrar@maximiliancollege.co.ke or visiting the Administration Office at Nakuru City Campus with your Student ID card. Your portal account access will be disabled, and non-mandatory logs will be purged within 30 days, subject to mandatory national statutory academic retention regulations (TVET/KNEC accreditation rules).
If you have any questions regarding this Privacy Policy or your data rights, please contact our Data Protection Officer:
- Institution: Maximilian College of Professional Studies
- Campus Location: Nakuru City Campus, Nakuru, Kenya
- Phone: +254 743 695 952
- Email: info@maximiliancollege.co.ke / registrar@maximiliancollege.co.ke
- Website: https://www.maximiliancollege.co.ke