Last updated: 20 September 2026
Who this notice covers
Melanesian Training College (“MTC”, “the College”, “we”) is a technical and vocational institution at Togoba, Mt Hagen, Western Highlands Province, registered with the Department of Higher Education, Research, Science and Technology under Reg. No. 043.
This notice explains what personal information the College collects, why we collect it, who can see it, and how you can ask us about it. It covers our three websites:
- mtc.edu.pg — public information about the College and its programmes
- admissions.mtc.edu.pg — the online application form and admissions system
- learn.mtc.edu.pg — the MTC learning management system for enrolled students
It applies to applicants, enrolled students, and anyone who simply visits our websites. The Office of the Principal is responsible for this notice and for the information described in it.
What we collect
If you apply to study with us
When you complete the online application form we collect:
- Who you are — first, middle and last name; date of birth; gender; nationality
- Your education — last school attended; highest grade completed
- Where you are — province; district; postal or physical address
- How to reach you — phone number; WhatsApp number; email address
- What you applied for — course, campus, attendance mode (day, boarding or online), academic year and intake
- Supporting documents — the files you upload, described below
We also record the progress of your application: its status, the dates it was submitted, reviewed and decided, and any notes made by the admissions office while assessing it.
If you become a student
In addition to the above, we hold your student number, your enrolment record (course, campus, mode, academic year), your payment plan and instalment schedule, and receipts for payments you make — the amount, date, method and reference number. Your acceptance letter is generated and stored, along with a record of whether it reached you by email.
If you use the MTC learning system
The learning system holds your account details and your activity in the courses you are enrolled in — the lessons you open, work you submit, and your results.
If you simply visit our websites
Our public pages do not track you. We do not use advertising cookies, and we do not currently run website analytics.
The admissions system keeps an internal activity log so that changes to applications can be traced. This log records the IP address of the device used, alongside the action taken and when. It exists so that an unexplained change to an applicant record can be accounted for.
Why we collect it
We ask for each item because we need it to do something specific. We do not collect information on the chance it may be useful later.
- Name, date of birth, gender, nationality — to identify you, to issue your student number, and to put the right name on your certificate
- Last school attended and highest grade — to check you meet the entry requirement for the course you chose. Grade 10 leavers may apply for the trade and Certificate IV courses; the Diplomas require Grade 12
- Province and district — to understand where our students come from and to plan campus intakes
- Phone, WhatsApp and email — to tell you the outcome of your application and to contact you about fees, enrolment and your course
- Course, campus and attendance mode — to assess your application and to enrol you if you are accepted
- Supporting documents — to verify your qualifications and payments
- Payment records — to account for fees received, and to meet our financial record-keeping obligations
- Activity log — to keep admissions decisions traceable and accountable
We also use this information in aggregate — counts and totals with no names attached — for reporting to the Department of Higher Education, Research, Science and Technology as part of our registration and accreditation obligations.
Documents you upload
Applicants upload supporting documents with their application. The kinds we hold are certificates, transcripts, payment receipts, and other supporting papers such as sponsorship or employer letters.
These are sensitive documents. They carry your full name, your results, and in many cases a certificate serial number.
They are not stored in a public folder. Uploaded documents are held outside the public area of the website, in a private store that cannot be reached by typing a web address. They are served only to signed-in admissions staff, one file at a time, through a checked request. There is no folder listing and no guessable link.
For each document we also record its type, its original filename, its file format, who uploaded it, when, and whether an admissions officer has verified it.
Who can see your information
Inside the College. Only staff who need it for their role: the admissions office, the Registrar, the Deputy Principal and the Principal. Teaching staff see the course and result information relevant to students they teach, not your application file.
Your sponsor. If you name a sponsor or employer on your application and ask us to invoice them, we will share with them what is needed to issue and settle that invoice.
DHERST. We report enrolment and completion figures to the Department of Higher Education, Research, Science and Technology as a condition of our registration. This reporting is in totals, not individual records. If DHERST requests individual records as part of an audit or accreditation review, we provide what is required of us as a registered institution.
Our auditors. Our external auditors may see financial records, including fee payments, as part of the annual audit.
Our service providers. Our websites are hosted by Hostinger, and our email is delivered through Hostinger’s mail service. They store the data on our behalf and do not use it for their own purposes.
We do not sell your information, and we do not share it for advertising.
We will otherwise disclose personal information only where the law requires it — for example, in response to a lawful request from a government authority or the courts.
How we protect it
- All three websites are served over an encrypted connection (HTTPS), so information you type into the application form is protected in transit.
- Uploaded documents are stored outside the public web folder and are served only through a checked, signed-in request.
- Access to the admissions system requires a staff account. Staff see only what their role allows.
- Changes to applicant and application records are written to an activity log, so any change can be traced to an account and a time.
- Our policy register, which holds the College’s governance documents, is restricted to signed-in authorised persons.
No system is perfect. If we become aware of a breach affecting your personal information, we will act to contain it and will inform those affected.
How long we keep it
- Applications that were not successful — 2 years from the decision, then deleted
- Applications that led to enrolment — kept as part of the student record
- Student academic records and results — permanently, so that graduates can obtain proof of qualification years later
- Financial records, including fee receipts — 7 years, consistent with the College’s Financial Management, Internal Controls and Accountability Policy
- Uploaded supporting documents — held with the application or student record they belong to
- Admissions activity log — 2 years
Cookies
A cookie is a small file a website asks your browser to keep, so that the site can recognise you between pages.
We do not use advertising or tracking cookies, and we do not currently measure website traffic. Our public pages set almost no cookies at all.
The cookies we do use are the ones the sites need in order to work:
- Keeping you signed in — the MTC learning system, and the staff areas of the admissions system
- Remembering your progress through the application form — the admissions website
- Helping pages load faster — all three sites
These are necessary cookies. If your browser blocks them, you will not be able to sign in to the learning system and the application form may not work correctly. You can delete cookies at any time through your browser settings.
Your choices, and how to reach us
You may ask us to:
- See what we hold about you. We will tell you what is on your application or student record.
- Correct it. If your name, date of birth, contact details or school record are wrong, tell us and we will fix them. Correcting a spelling before your certificate is printed saves a great deal of trouble later.
- Withdraw an application. If you have applied and changed your mind, tell us and we will mark the application withdrawn.
- Ask us to delete your information. We will do so where we are not required to keep it — academic and financial records we must retain are the exception, and we will say so if that applies.
Giving us your information is voluntary, but we cannot assess an application without it.
Contact
Melanesian Training College
Togoba, Mt Hagen, Western Highlands Province, Papua New Guinea
Phone: +675 7324 4474
Email: mtcdata24@gmail.com
If you are not satisfied with how we have handled your information, write to the Office of the Principal.
Changes to this notice
We may update this notice. The date shown on this page indicates when it was last changed. Where a change materially affects how we handle information already given to us, we will make that clear.