Terms of Use & Privacy Policy

2. Eligibility and Applications for Persons Under 18

OneApplication serves students at different stages of education, including applicants who may be below the age of eighteen years. Where an applicant is below eighteen (18) years of age, the application must be completed and submitted by the applicant's parent or legal guardian, or by another person who is legally authorised to act on behalf of the applicant. A child below eighteen should not independently create, submit or manage an application where parental or guardian involvement is required by these terms or applicable law.

By submitting an application for a person below eighteen years, the parent or legal guardian confirms that they are authorised to provide the information supplied and to consent to its processing for the purposes described in this policy. Parents and guardians are responsible for ensuring that information submitted on behalf of a child is accurate, complete and provided lawfully. OneApplication may request information reasonably necessary to establish the identity or authority of a parent or guardian where this is necessary to protect the applicant and the integrity of the admissions process.

3. Acceptance and Permitted Use

By accessing or using OneApplication, you agree to use the platform lawfully, honestly and responsibly. You must not use the platform to submit false information, impersonate another person, interfere with the operation of the platform, attempt to gain unauthorised access to another user's account, upload malicious software, misuse another person's personal information or use the platform for any unlawful purpose. You are responsible for keeping your account credentials confidential and for activities carried out through your account.

OneApplication may restrict, suspend or terminate access to an account where there are reasonable grounds to believe that the account has been used fraudulently, unlawfully, abusively or in breach of these terms. Where reasonably practicable, the user may be notified of the reason for such action. Nothing in these terms limits any rights or remedies available under applicable Ugandan law.

4. Information We Collect

Depending on how you use OneApplication, we may collect information necessary to create and manage an account, process an application, communicate with you and provide admissions-related services. This may include names, contact details, date of birth, nationality, educational history, examination or academic information, school preferences, application information and other information supplied during the admissions process. Where an application is made for a child, some of this information may relate to the child and may be supplied by the child's parent or legal guardian.

We may also collect technical information associated with use of the platform, such as device information, browser information, IP address, authentication information, timestamps, security logs and information necessary to maintain the reliability and security of our services. We seek to collect information that is relevant and reasonably necessary for the purposes for which it is processed.

5. How We Use Personal Information

Personal information may be used to create and administer user accounts, facilitate applications, communicate with applicants and parents or guardians, provide admissions-related services, connect applications with participating institutions, respond to enquiries, maintain platform security, prevent fraud, improve the functionality of OneApplication, comply with legal obligations and protect the rights and safety of users and other persons. Information may also be used to generate operational statistics and improve the platform, provided that such use is carried out in accordance with applicable data protection requirements.

We do not intend to collect or use personal information for purposes that are incompatible with the purpose for which it was provided. Where applicable law requires consent or another lawful basis for processing, we will seek to rely on the appropriate lawful basis.

6. Uganda Data Protection and Privacy

Imperial Technologies Limited recognises the importance of protecting personal information and intends to process personal data in accordance with applicable Ugandan data protection legislation, including the Data Protection and Privacy Act, 2019, together with applicable regulations and other lawful requirements. We seek to process personal information fairly, lawfully and transparently, to collect information for specified and legitimate purposes, and to take reasonable measures to protect personal information against loss, unauthorised access, misuse, alteration or disclosure.

Personal information may be processed only to the extent reasonably necessary for the operation of OneApplication and the purposes communicated to the user. Where information is no longer required and there is no legal or legitimate reason to retain it, we may delete, anonymise or securely dispose of it in accordance with our retention practices and applicable law.

7. Sharing of Information

OneApplication may share relevant application information with the educational institutions selected by an applicant where such sharing is necessary to process or consider an application. We may also disclose information to service providers who assist us with hosting, communications, authentication, security, technical infrastructure and other functions necessary to operate the platform. Such providers are expected to handle personal information only for authorised purposes and in accordance with applicable obligations.

We may also disclose personal information where required or permitted by law, pursuant to a lawful request or where necessary to protect the rights, property, security or integrity of OneApplication, Imperial Technologies Limited, users or other persons. We do not sell users' personal information as a commercial product.

8. Children's Information

Because OneApplication supports education admissions, the platform may process information concerning children. We take the protection of children's information seriously. Applications for persons below eighteen years must be made by a parent or legal guardian. Parents and guardians should provide only information that is accurate and necessary for the application and should not disclose information about a child that is unrelated to the admissions process.

Where we become aware that information concerning a child has been submitted without the required parental or guardian involvement, we may take reasonable steps to verify the circumstances and, where appropriate, restrict, correct or remove the information. Parents or legal guardians who have concerns about information submitted concerning a child may contact us using the details provided below.

9. Data Security

We implement reasonable technical and organisational measures intended to protect personal information from unauthorised access, accidental loss, destruction, alteration or disclosure. These measures may include access controls, authentication mechanisms, secure infrastructure, monitoring and other safeguards appropriate to the nature of the information being processed. However, no internet-based service can guarantee absolute security, and users acknowledge that transmission of information over the internet carries inherent risks.

10. Data Retention

Personal information is retained for as long as reasonably necessary to fulfil the purposes for which it was collected, provide the requested services, maintain appropriate records, resolve disputes, enforce agreements, prevent fraud or comply with legal and regulatory obligations. Retention periods may therefore vary depending on the type of information, the purpose of processing and applicable legal requirements.

11. Your Data Protection Rights

Subject to applicable law and any lawful limitations, users may have rights concerning their personal information, including the right to request access to information held about them, to seek correction of inaccurate information, to raise concerns regarding the processing of their information and to exercise other rights available under applicable data protection law. Requests concerning a child may be made by the child's parent or legal guardian where appropriate.

Requests should be submitted using the contact information provided in this document. We may need to verify the identity and authority of a person making a request before releasing, correcting or deleting personal information.

12. Accuracy of Information

Users are responsible for ensuring that information submitted through OneApplication is accurate, complete and up to date. Where an application concerns a child, the parent or legal guardian submitting the application is responsible for checking the accuracy of the child's information before submission. OneApplication is not responsible for admissions decisions or consequences arising solely from incorrect or incomplete information supplied by a user.

13. School and University Information

Educational institutions may provide information displayed on OneApplication, including information concerning programmes, fees, requirements, activities, locations and admissions procedures. Although we may take reasonable steps to maintain the quality of information on the platform, we cannot guarantee that every piece of institutional information will always be complete, current or error-free. Applicants should confirm important or time-sensitive information directly with the relevant institution before making significant decisions.

14. Intellectual Property

The OneApplication name, branding, software, interface, design, text, graphics and other platform materials are owned by or licensed to Imperial Technologies Limited or their respective rights holders and may be protected by applicable intellectual property laws. Users may use the platform for its intended educational admissions purposes but may not copy, reproduce, modify, distribute, reverse engineer, commercially exploit or create derivative works from protected platform materials without appropriate authorisation.

15. Third-Party Services and Links

OneApplication may rely on third-party technology providers or contain links to external websites and services. Third-party services may have their own terms, privacy policies and security practices. Imperial Technologies Limited is not responsible for the content, availability or privacy practices of third-party websites or services that are outside its direct control.

16. Availability of the Platform

We aim to keep OneApplication available and reliable, but we do not guarantee uninterrupted or error-free operation. The platform may occasionally be unavailable because of maintenance, upgrades, technical problems, network interruptions, security incidents or circumstances outside our reasonable control.

17. Changes to These Terms

We may update these Terms of Use and Privacy Policy from time to time to reflect changes in the platform, legal requirements, security practices or our services. When changes are made, the updated version will be published on this page together with a revised effective date. Continued use of OneApplication after an update constitutes acceptance of the revised terms to the extent permitted by applicable law.

18. Contact and Data Protection Enquiries

OneApplication is operated by Imperial Technologies Limited, domiciled in Uganda at Bwebajja, Plot 1089, Sekiwunga. If you have questions about these terms, require assistance with the platform, wish to raise a privacy concern, request access to or correction of personal information, or have a concern about information submitted on behalf of a child, you may contact us using the details below.

19. Governing Law

These terms and the use of OneApplication are governed by the laws of Uganda, subject to any mandatory rights or protections that may apply to users under applicable law. Any dispute concerning the platform or these terms should, where reasonably possible, first be raised with Imperial Technologies Limited so that the matter may be considered and resolved through appropriate communication before formal proceedings are commenced.