Adeladius Makwega
President’s Office Records and Archives Management Department – Dodoma
Employees of the President’s Office, Records and Archives Management Department, have been urged to exercise caution in protecting their personal data to prevent unauthorized use that could expose them to various risks and problems.
The call was made during special Information and Communication Technology (ICT) training held in Dodoma, aimed at raising employees’ awareness of information security and the responsible use of technology.
Speaking about the importance of the training, Chief Human Resources Officer Ms. Happiness Masija said it was unsafe to make personal information accessible to everyone, as it could be misused by individuals with malicious intentions.
“It is not right for everyone to know your salary cheque number, or even your blood group. This is dangerous; let us all be careful,” Ms. Masija emphasized.
Further explaining the importance of protecting personal data, Ms. Masija gave an example of a mother who had given birth and bought beautiful clothes for her baby. After dressing the child in the new clothes, the mother took a photograph and shared it on social media.
According to the example, the seller of the clothes saw the child’s photograph and decided to use and further circulate it to promote the business. The photograph became widely popular, helping the seller attract many customers.
However, when the mother discovered that her child’s photograph was being used in a commercial advertisement without her consent, she became upset and complained about its unauthorized use.
The incident was used to illustrate the importance of respecting privacy and obtaining appropriate consent before using people’s photographs or personal information for other purposes, particularly commercial activities.
Ms. Masija emphasized that employees should exercise caution when sharing their own personal information or that of others on social media.
Earlier during the training, facilitator Ally Ally explained the meaning of personal data protection, also known as data privacy. He described it as the measures and procedures used to protect information that can identify an individual against unauthorized use, theft, destruction, or unauthorized access.
He explained that such information may be stored in digital systems, including computers and online platforms, or in paper-based records.
The types of personal data highlighted during the training included: Names and birth details: Full names and dates of birth, Identification numbers: National Identification Authority (NIDA) numbers, passport numbers, and driving licence numbers, Contact information: Telephone numbers, email addresses, and residential addresses, Financial information: Bank account numbers and payment card details, Health information: Medical records and other health-related information, Biometric data: Fingerprints and information derived from unique physical characteristics, such as facial features.
The training highlighted that the collection and use of personal data must have a lawful basis and comply with applicable legal requirements. Information should be collected for specific purposes and used in ways consistent with those purposes.
Furthermore, institutions that collect and store people’s information, including banks, telecommunications companies, and hospitals, should implement appropriate security systems and measures to prevent unauthorized access, hacking, and data breaches.
Participants were also informed about individuals’ rights regarding their personal data, including the right to request corrections to inaccurate information and, where permitted by law, request the deletion of data that is no longer required.
Reflecting on the content of the training, the writer recalled the case of a female employee who had separated from her husband. Following their divorce, the employee decided to submit the relevant divorce documents to her employer to update her marital status in the employer’s records.
When asked why she had informed her employer about the change, she explained that she had done so with good intentions, believing that it was important for her personal information to remain accurate and up to date.
“I am informing my employer in good faith because if my marital status continues to show that I am still married when we have already separated, something unfortunate, such as a death, could happen, and my former spouse might benefit from the inaccurate information. Therefore, it is important to inform the employer and update personal information,” she explained.
The case illustrates the importance of ensuring that information held in employers’ records is accurate and updated whenever significant changes occur in an employee’s circumstances.
However, the information required and the procedures for updating it should comply with the applicable laws and institutional regulations.
The two-day training, organized through the Information and Communication Technology (ICT) Unit, covered various topics aimed at improving employees’ understanding of technology use, information security, and the importance of protecting personal data in the workplace and everyday life.
In Tanzania, personal data protection is governed by the Personal Data Protection Act, No. 11 of 2022, and overseen by the Personal Data Protection Commission (PDPC). The law establishes a legal framework for protecting personal data and regulating how it is collected, processed, stored, and used.
The training is expected to help employees become more vigilant in safeguarding their personal information and recognize their responsibility to protect the personal data of others.
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