Who we are
Equating Assist Uganda ("we", "us") is an independent service that helps students apply to the Uganda National Examinations Board (UNEB) to have foreign results equated. We are not UNEB and are not affiliated with it. We follow Uganda's Data Protection and Privacy Act, 2019.
What we collect
- Account details: your name, email, phone number and password. Your password is stored only as a secure one-way hash; nobody, including our staff, can read it.
- Documents you upload: certificates, result slips, passport or national ID, declaration forms and any other documents you choose to send.
- Details read from your documents: such as names, dates of birth, index numbers, schools, subjects and grades, and any translations we prepare.
- Application details: the email you use for the UNEB portal and its password, your contact numbers, and where the equated results should be delivered.
- Payment details: the mobile money number and name you paid from, the amount and the transaction ID. If you pay online, Pesapal tells us the payment method, a masked phone or card number and its confirmation code. We never ask for, or store, your mobile money PIN or bank card details.
- Security records: log-in times and IP addresses, used to protect your account and detect misuse.
Why we use it
- To prepare and submit your equating application on the official UNEB portal, and translate your documents if you asked for translation.
- To confirm your payment and give you a receipt.
- To show your application's progress and contact you about it.
- To keep the service secure and prevent fraud.
We do not sell your data, show adverts, or use your data for marketing by anyone else.
Who your data is shared with
- UNEB: we enter your details and upload your documents on UNEB's official portal, because that is the service you asked for.
- Our staff: a small number of authorised staff can open your application to check it and help you. Staff accounts are protected with a password and a second security code from their phone.
- Service providers that run the system for us: our cloud server provider (stores the encrypted data), Cloudflare (secure connection and protection from attacks), Anthropic (an AI service that reads the text on your documents when automatic reading is switched on), and Pesapal (processes online payments on its own secure payment page when you choose to pay online). They may only use your data to provide their service to us.
- The law: we share data with authorities only when Ugandan law requires it.
How we protect it
- Every connection to this site is encrypted (HTTPS).
- Your documents, the details read from them, and your UNEB portal password are encrypted before they are stored.
- Only you and authorised staff can open your documents.
- Backups are made every night, so data can be recovered after a failure. They are kept securely, and the documents inside them stay encrypted.
How long we keep it
- Your account is kept until you ask us to close it.
- Your documents and the details read from them are kept for up to 12 months after your application is finished, so you can download them again or ask for corrections. After that we delete them.
- Payment records are kept as long as the law requires for business accounts.
- Deleted data is also removed from our backups as older backups are cleared.
Your rights
You can ask us to:
- show you the personal data we hold about you;
- correct anything that is wrong;
- delete your documents or close your account (once a submission to UNEB has been made, UNEB keeps its own copy under its own rules);
- stop using your data for a particular purpose.
If you are not happy with how we handled your request, you can complain to Uganda's Personal Data Protection Office.
Cookies
We use one essential cookie to keep you logged in and protect forms against forgery. We use no advertising or tracking cookies.
Changes to this policy
If we change this policy, we update the date at the top of this page. If a change matters for how we use your data, we will tell you on the site or by email.
Contact us
Questions about this policy, or a request about your data or a payment: WhatsApp +256754917768. We reply within 3 working days.