A smart bursary application form is designed to hide or reveal specific questions or fields based off of your applicant’s responses. Only information given by these responses is saved on the management system.

Smart forms are also designed to accomplish the following:

• Collect student results
• Accept or decline from compliance
• Determine gender, citizenship and DOB from ID
• Show fields according to responses
• Trigger communications based on phase completion
• Generate unique application tokens
• Save existing data to complete at a later time
• Auto-schedule application open and close dates 

Many companies have updated their privacy and other legal documents in response to a new law that went into effect on 25 May 2018 called GDPR.

DevMan has implemented the following to comply with GDPR:

• DevMan provides the means to have accurate data in one place (i.e. not multiple spreadsheets with varying degrees of accuracy / completeness).
• Quick search functionality to immediately find and access data held on any person or entity.
• Easily draw / extract data profile from DevMan.
• We endeavour to follow industry standard best practice for security (see DevMan technical information document).
• DevMan subscriptions allow data subjects to opt in or out of receiving marketing communications.
• The DevMan team has been made aware of GDPR requirements.
• Mervyn Kydd has been appointed as the DPO for IS Kidz Africa.
  
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DevMan, as an Operator, has put the following in place to meet compliance requirements:

• We endeavour to follow industry standard best practice for security (See our Technical and security
  document).
• The DevMan team has been made aware of POPIA requirements, and all are bound by confidentiality agreements.
• We regularly carry out assessments of technical and organizational safeguards.
• As a POPIA specialist, Gregg Abrahams has been appointed as the Information Officer for DevMan.

The following are key areas that you as the responsible party could give attention to:

• Confirm who your information officer is and make your team aware of POPIA requirements.
• POPIA covers structured (i.e. DevMan database) and unstructured (i.e. spreadsheets, etc.) data. Unstructured data is very difficult to manage and secure, however DevMan provides the means to have accurate data stored in one structured place. Begin the process of storing relevant unstructured data in DevMan.
• Identify groups of people on your database (e.g. Donor, Alumni etc) including:
  • The reason for each group;
  • The information you can legally keep per group.
• You must allow data subjects to actively opt in to direct marketing communication. This should not be pre-selected and should allow for a simple opt-out.
• Give attention to information quality and data processes.

In the year ahead, we will implement further DevMan tools to help you to be compliant and will communicate these to you on a regular basis.

Read what the act entails here.

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DevMan is available over the internet and is secured with SHA-256 signed encryption SSL certificates and TLS1.2 protocol.

We endeavour to follow industry standard best practice.

Client applications and their databases are not hosted in-house. We have partnered with xneelo (Pty) Ltd, a web
hosting company based in South Africa.

Security is a top priority, and several measures have been implemented to protect our systems and our clients’ data. DevMan undertakes to uphold security standards as best as possible within budget.

These are some of the measures in place:

• F-Secure – an end-point leading security product that includes ransomware protection and patch management. This is installed on all our workstations and servers.
• Encryption – laptop and server hard drives are encrypted, so if stolen they are inaccessible.
• Penetration testing – conducted periodically, and findings are remediated timeously.
• Firewall – reviews are conducted regularly along with monitoring software which alerts us to any unusual activity.
• Passwords – our policies are set higher than best practice in the industry.
• Cyber insurance – our existing policy provides for an incident response team to help remediate and recover as quickly as possible.
• Hardware maintenance – servers are constantly reviewed and maintained at the highest standard possible.

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SmartDocs is an interactive document that can be passed from one person or department to another for signing, approving, declining or filling in.

Once the document has been actioned, DevMan will automatically update your system with the information submitted. You will be able to who completed the form, what was added to the form and when it was complete.

The SmartDoc works in conjunction with triggers and workflows. This means that you can set up the SmartDoc to be sent to the next person or to trigger another workflow as soon as that person has completed the form.