Privacy Notice

"Shishyadhara - School Books and Supplies" System of the Ministry of Finance of Sri Lanka

Version: 01

This Privacy Notice (referred to as "Notice”) sets out and defines the privacy procedures applicable for the Shishyadhara - School Books and Supplies ("SHISHYADHARA”) System of the Ministry of Finance of Sri Lanka ("Ministry”). It explains how Your Personal Data will be Processed, including but not limited to the collection, use and disclosure, of Your Personal Data through the use of the SHISHYADHARA System in accordance with the Personal Data Protection Act No. 09 of 2022.

This Notice further provides You with information regarding Your data protection rights available under the existing legal framework in Sri Lanka and shall be updated from time to time. This notice replaces all previously published notices and terms governing the use of Personal Data.

Personal Data provided by You through the SHISHYADHARA Mobile App shall ONLY be used for the purpose of providing You with services related to the SHISHYADHARA System and for no other purpose. By using the SHISHYADHARA System, You agree to the Processing of Personal Data in accordance with this Notice. 

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following definitions.

The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Notice:

• Account means a unique account created for You to access the SHISHYADHARA System or parts of the ASWESUMA System.

• Country means the Democratic Socialist Republic of Sri Lanka.

• Notice means this Privacy Notice.

• Other Government Parties means relevant governmental ministries, departments and statutory bodies of the Democratic Socialist Republic of Sri Lanka.

• Personal Data means any information that can identify a data subject directly or indirectly, by reference to– (a) an identifier such as a name, an identification number, financial data, location data or an online identifier; or (b) one or more factors specific to the physical, physiological, genetic, psychological, economic, cultural or social identity of that individual or natural person.

• Processing means any operation performed on Personal Data including but not limited to collection, storage, preservation, alteration, retrieval, disclosure, transmission, making available, erasure, destruction of, consultation, alignment, combination, or the carrying out of logical or arithmetical operations on Personal Data.

• Third-party service provider means any natural or legal person, other than Other Government Parties, which processes personal data on behalf of the Ministry.

• Usage Data refers to data collected automatically, either generated by the use of the  SHISHYADHARA System or from the System infrastructure itself (for example, the duration of a page visit). 

• You or Your means the individual accessing or using the SHISHYADHARA System, or other person on behalf of which such individual is accessing or using the SHISHYADHARA System, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

In order to use the SHISHYADHARA System, the Ministry may request You to provide the Ministry with certain Personal Data that can be used to communicate with You or personally identify You at the point of registering for the SHISHYADHARA System or any time thereafter and provide You with the SHISHYADHARA service. By providing this Personal Data you hereby consent to it being processed to provide you with the service of the SHISHYADHARA System. Personal Data requested for or gathered for the SHISHYADHARA System may include, but is not limited to: 

• Business name 

• Sri Lankan National Identity Card number or Passport number

• Contact Mobile Telephone number

• Address

• Email

• Business Registration Number

• District

• Divisional Secretariat

• GS Division

• Bank and Account Details

• Copy of Business Registration

Use of Your Personal Data

The SHISHYADHARA System of the Ministry may use Personal Data for the following purposes:

• to assist, process and facilitate Your access or use of the SHISHYADHARA System.

• to administer, process and facilitate any transactions or activities by You, whether with the Ministry or any Other Government Parties or any Third-Party Service Providers authorized by the Ministry to facilitate the use of the SHISHYADHARA System.

• to carry out Your instructions or respond to any queries, feedback or complaints provided by (or purported to be provided by) You, or otherwise for the purposes of responding to or dealing with Your interactions with the Ministry, Other Government Parties or any Third-Party Service Providers, authorized by the Ministry to facilitate the use of the SHISHYADHARA System.

• to monitor and track Your usage of the services related to the SHISHYADHARA System and, to authenticate, conduct research, data analytics, surveys, market studies and similar activities, in order to assist the Ministry in understanding Your interests, concerns and preferences and improving the SHISHYADHARA System and the related service (including any service of a Third-Party Service Provider authorized to facilitate the use of the SHISHYADHARA System). For the avoidance of doubt, the Ministry may also collect, use, disclose and process such data to create reports and produce statistics regarding Your transactions with the fuel service stations and Your usage of the SHISHYADHARA System and other services and products provided by the SHISHYADHARA System for record-keeping, reporting, accounting, audit or publication purposes (whether internally or externally).

• for the purposes of storing or creating backups of Your Personal Data (whether for contingency or business continuity purposes or otherwise), within or outside Sri Lanka.

• to enable the Ministry to contact You or communicate with You on any matters relating to Your access or use of the SHISHYADHARA System; including but not limited to the purposes set out above; via email, SMS, instant messaging, push notifications or such other forms of communication that the Ministry may introduce from time to time depending on the functionality of the SHISHYADHARA System and/or Your device.

• The Ministry or its Third-Party Service Providers, authorized by the Ministry to facilitate the use of the SHISHYADHARA System, may collect system configuration information and/or traffic information and/or use information or statistical information to operate, maintain or improve the SHISHYADHARA System or the underlying service of the Third-Party Service Provider. 

• The Ministry may be required to disclose Your Personal Data if required by any applicable law.

Retention of Your Personal Data

The Ministry will retain and use Your Personal Data to the extent necessary to provide You with the service of the SHISHYADHARA System, to comply with legal obligations (for example, if We are required to retain Your data to comply with applicable laws of Sri Lanka), resolve disputes, and enforce our legal obligations and policies.

Disclosure of Your Personal Data

The Ministry will share Your Personal Data with Third-Party Service Providers, specifically authorized to facilitate the SHISHYADHARA System, where such sharing is necessary for such entities to assist the Ministry in providing the SHISHYADHARA System or for fulfilling any of the purposes herein.

Other legal requirements

The Ministry may also disclose Your Personal Data where such action is necessary to:

• Comply with a legal obligation in the interest of public safety or any other obligation imposed by written law.

• Protect and defend the rights or property of the Ministry.

• Prevent or investigate possible wrongdoing in connection with the SHISHYADHARA System.

• Protect Your personal safety in the use of the SHISHYADHARA System.

• Protect against legal liability.

Your Rights

You may withdraw Your consent to the use and disclosure of Your Personal Data by the Ministry with reasonable notice and subject to any prevailing legal or contractual restrictions; however, doing so may prevent the proper functioning of the SHISHYADHARA System or use of the SHISHYADHARA System, and may also result in the cessation of the SHISHYADHARA System and/or related services provided to You. 

You may request the Ministry to correct any inaccurate Personal Data and the Ministry shall do so within a reasonable period of time from the receipt of a written notification by You of the same sent to us via the below mentioned contact options. Any requested amendments may be subject to applicable laws and regulations.

Storage of Personal Data

Your Personal Data may be stored in the Ministry/government servers, systems or devices, or in the servers, systems or devices authorized by the Ministry in accordance with rules governing cross border data flows, or on Your device, and may be used by the Ministry or authorized Third-Party Service Providers or collaborators to facilitate Your access or use of the SHISHYADHARA System.

Security of Your Personal Data

The security of Your Personal Data is paramount to the Ministry. To safeguard Your Personal Data, all electronic storage and transmission of Personal Data is secured with appropriate security technologies.  However, we wish to remind You that no method of transmission over the Internet, or method of electronic storage is 100% secure. The Ministry strives to adopt industrially acceptable means to protect Your Personal Data.

Changes to This Privacy Notice

We may update this Notice from time to time. Such updates shall be posted on the SHISHYADHARA System as and when this Notice is updated. We encourage You to review this Notice periodically for any changes.

After such updates are posted, use of the SHISHYADHARA System will be understood as consent to the updates to the extent permitted by law.

Contact Us

If You have any questions about this Privacy Notice, You can contact us via 1919.