certain information that we collect automatically when you visit our website;
certain information collected on registration (see below);
certain information collected while you make use of the services that we offer; and
optional information that you provide to us voluntarily (see below);
information that has been made anonymous so that it does not identify a specific person;
permanently de-identified information that does not relate or cannot be traced back to you specifically;
non-personal statistical information collected and compiled by us; and
information that you have provided voluntarily in an open, public environment or forum including any blog, chat room, community, or discussion board. (Because the information has been disclosed in a public forum, it is no longer confidential and does not constitute personal information subject to protection under this policy).
You must accept all the terms of this policy when you request our services. If you do not agree with anything in this policy, then you may not request our services.
You may not request our services if you are younger than 18 years old or do not have legal capacity to conclude legally binding contracts. You may, however, access our services even if you are younger than 18 years old.
By accepting this policy, you are deemed to have read, understood, accepted, and agreed to be bound by all of its terms.
You may only provide to us your own personal information, the personal information of your child, or the information of another data subject where you have their permission to do so.
We may change the terms of this policy at any time by updating this web page. If you are on our database we will notify you of any changes by sending you an email, highlighting the changes that we have made. If you do not agree with the changes, then you must stop using the website and our services. If you or your child continues to use the website or our services following notification of a change to the terms, the changed terms will apply to you and your child, and you will be deemed to have accepted those updated terms.
Once you make an application to the school on our website, you will no longer be anonymous to us. You will provide us with certain personal information when you make an application via our website.
The personal information you provide relates to your child and to the parents or legal guardians of your child. The personal information will include, as applicable:
given names and surname;
telephone/cell phone number;
postal address and street address;
relationship to the child;
country and place of birth;
information about previous schooling;
occupation and employer;
a photograph of your child;
You will also be asked to upload copies of certain documents that contain personal information, as listed above. Examples of such documents include identity documents, school reports, bank statements, and salary slips.
We will use this personal information to process your application, assess your capacity to afford our fees, provide additional services and information to you as we reasonably think appropriate, and for any other purposes set out in this policy.
We may place small text files called ‘cookies’ on your device when you visit our website. These files do not contain personal information, but they do contain a personal identifier allowing us to associate your personal information with a certain device. These files can serve a number of useful purposes for you, including:
tailoring our website’s functionality to you personally by letting us remember your preferences;
improving how our website performs;
allowing third parties to provide services to our website; and
Your internet browser generally accepts cookies automatically, but you can often change this setting to stop accepting them.
You may also provide additional information to us on a voluntary basis (optional information). This includes content that you decide to upload to or download from our website or when you respond to surveys, or order certain additional services.
We may use or process any services information, or optional information that you provide to us for the purposes that you indicated when you agreed to provide it to us. Processing includes gathering your personal information, disclosing it, and combining it with other personal information. We generally collect and process your personal information for various purposes, including:
services purposes – such as processing for and providing our educational services to high school learners;
marketing purposes – such as pursuing lawful related marketing activities;
business purposes – such as internal audit, accounting, business planning, and joint ventures, disposals of business, or other proposed and actual transactions; and
legal purposes – such as handling claims, complying with regulations, or pursuing good governance.
We may use your usage information for the purposes described above and to:
remember your information so that you will not have to re-enter it during your visit or the next time you access the website;
monitor website usage metrics such as total number of visitors and pages accessed; and
track your entries, submissions, and status concerning any activities in connection with your usage of the website.
We may use your personal information to fulfil our obligations to you.
Messages and updates
We may send administrative messages and email updates to you about the website. We may wish to provide you with information about new services in which we think you may be interested. This means that in some cases, we may also send you primarily promotional messages. We will not send you promotional messages unless you have chosen to opt-into them. But, we may send you one message asking you to opt-into promotional messages without your having opted into promotional messages.
other divisions of the organisation to which we belong (e.g. Hatfield Christian School), so as to provide joint content and services like registration, for transactions and customer support, to help detect and prevent potentially illegal acts and violations of our policies, and to guide decisions about our products, services, and communications;
our services providers under contract who help provide certain services or help with parts of our business operations, including fraud prevention, bill collection, marketing, and technology services. (Our contracts dictate that these services providers use your information only in connection with the services they supply or services they perform for us, and not for their own benefit);
credit bureaus to report account information, as permitted by law; and
other third parties who provide us with relevant services where appropriate.
Sometimes we will wish to use certain personal information of your child for marketing purposes, for example, to celebrate the Online School’s, or your child’s, achievements and successes. In such a case we will always first secure your consent before using any such personal information for marketing purposes.
We may need to disclose personal information to our employees that require the personal information to do their jobs. These include our responsible management, educators, human resources, accounting, audit, compliance, information technology, or other personnel. In certain situations, volunteer workers, not in our employ but vetted by us, will be entrusted with personal information as required in the performance of specific duties, and subject to their agreeing to our policies on data protection.
Change of ownership
If we undergo a change in ownership, or a merger with, acquisition by, or sale of assets to, another entity, we may assign our rights to the personal information we process to a successor, purchaser, or separate entity. We will disclose the transfer on the website. If you are concerned about your personal information migrating to a new owner, you may request us to delete your personal information.
We take the security of personal information very seriously and will always do our best to comply with applicable data protection laws. Our hosting company will host our website in a secure server environment that uses a firewall and other advanced security measures to prevent interference or access from outside intruders. Wherever practical, we allow access to personal information only for those employees who require it to fulfil their job responsibilities. We implement disaster recover procedures where appropriate.
We will try to keep the personal information we collect as accurate, complete, and up to date as is necessary for the purposes defined in this policy. From time to time, we may request you to update your personal information held in our database. You are able to update any personal information that we hold on you by emailing us or phoning us. Please note that in order to better protect you and safeguard your personal information, we will take steps to verify your identity before making any corrections to your personal information.
We may transmit or transfer personal information from South Africa to a foreign country and process it in that country. Personal information may be stored on servers located outside of South Africa in a foreign country whose laws protecting personal information may not be as stringent as the laws in South Africa. Personal information may be transferred to the parents or guardians of learners when they access the Learning Management System (Moodle), or by email. You consent to us processing your personal information, or the personal information of your child, in a foreign country, or transferring it to a foreign country whose laws regarding processing of personal information may be less stringent than those in South Africa.