Reddam House Constantia takes data protection and our responsibilities to correctly and lawfully treat personal data as a data controller seriously. We are committed to complying with legal obligations and practicing industry standards when collecting, processing and storing personal data.
This privacy notice provides detailed information about how we treat information that you provide to us. Our Data Protection Officer can be contacted by email on firstname.lastname@example.org if you have any queries regarding your personal data.
2. TYPES OF PERSONAL DATA WE PROCESS
We process personal data about prospective, current and past: pupils and their parents; staff, suppliers and contractors; donors, friends and supporters; and other individuals connected to or visiting Reddam House Constantia.
The personal data we collect, process and store will be personally identifiable information related to pupils and their parents, staff, suppliers and contractors, donors, friends and supporters. The personal data processed includes recorded information that is true and correct and/or video and photographic images about an individual. Information such as;
Other types of data we collect, process and store is protected health information, criminal record information and other sensitive information related to an individual. Information such as;
3. HOW WE COLLECT AND PROCESS PERSONAL DATA
Reddam House Constantia collects information in several ways, including:
As a school, it is lawfully required to share personal information with relevant authorities: such as the Department of Education or government services such as Visa and Immigration, Revenue and Customs. Our members of staff collect, process and store personal information only for the purpose for which it is intended.
Personal data resides within the Republic of South Africa, however some of the school’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers or company needs. In accordance with Data Protection Law, this is always subject to contractual assurances that personal data will be kept securely and only in accordance with the school’s specific directions. We do not transfer personal data outside of the Republic of South Africa, the European Union, the European Economic Area and/or their member states, Switzerland, the United Kingdom and the countries where an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data exist.
Our school has a Data Protection Standard in place to oversee the effective and secure processing of your personal data. We have policies around the use of technology and devices, and access to school systems. We try to ensure that all personal data held in relation to an individual is as up to date and accurate as possible.
4. PURPOSES FOR WHICH WE PROCESS PERSONAL DATA
Reddam House Constantia processes personal data to lawfully and legitimately support the school’s operation as an independent school. Our school collects information about students and their families when necessary to:
Our school collects information about staff, prospective staff and contractors when necessary for:
5. HOW LONG DO WE KEEP PERSONAL DATA
We retain personal data only for a legitimate and lawful reason and only for so long as necessary or required by law. Our Data Protection Officer can be contacted by email on email@example.com if you have any queries regarding the retention of your personal data.
6. YOUR RIGHTS
Under Data Protection Law you have rights regarding the collection, processing and storage of your personal data. These rights are, however, subject to certain exemptions and limitations.
You have the right to:
Our Data Protection Officer can be contacted by email on firstname.lastname@example.org if you have any queries regarding your rights. Any request for data we stores and process about you must be completed in writing.
7. SUBJECT ACCESS REQUESTS
Under Data Protection Law you have the right to request information or request to delete information we store about you and/or your child without incurring costs. We are only obligated to provide information that is related to you and your child (depending on legal custody). Parents can request data on behalf of their child, however, depending on their age, a student can also submit a Subject Access Request form to obtain their own data. Access to personal data belonging to your child may require the child’s consent if the child is old enough to understand the implications of such a request. Any data access request is, however, subject to certain exemptions, limitations or contractual obligations. Data belonging to or identifying other individuals is exempt from right of access and will be subject to legal privilege. We cannot disclose confidential information related to the purpose of providing education, examinations or supplying examination scripts to external bodies. We cannot disclose confidential information on any of our staff.
Any request for data we stores and process about you or your child must be completed in writing. The Subject Access Request form can be obtained from our Data Protection Officer by email on email@example.com. Data Protection Law allows us to respond to any such written requests within one calendar month. Excessive requests or simultaneous requests for the same information may incur an administration fee or be refused where Data Protection Law allows us to do so.
Under Data Protection Law we are required to obtain consent to process an individual’s personal data. This is with limitations and exceptions as we may have lawful and legitimate reasons to process such data to support the school’s operation as an independent school or fulfil contractual or legal obligations, regardless of consent. When our school collects information about you, our school takes reasonable steps to advise you of certain matters. This includes the purpose of the collection, and how to access, update and correct information held about you. For information about students and their families, a consent form is provided to parents (or mature students) upon enrolment. In some cases, we may send out separate consent requests using:
9. PRIVACY NOTICE UPDATES
Reddam House Constantia will update this Privacy Notice from time to time. Any substantial changes that affect how we process your personal data will be notified on our website. If required we will also notify you directly. This Privacy Notice should be read in conjunction with other school policies and any contract terms and conditions.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Regulator. We recommend that you contact our Data Protection Officer by email on firstname.lastname@example.org to take necessary steps to resolve the matter before contacting the Information Regulator.
11. COOKIES POLICY
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