Solid Foundations Primary School

2 Maraboe Road, Birch Acres, Kempton Park
Tel : (011)976-5300

Privacy Policy (2021/5)

  1. General
    1. In accordance with the Protection of Personal Information Act (November 2013) we define personal data as information relating to an identifiable natural or juristic person
    2. Data subjects refer to persons whose personal information is processed, data subjects are referred to as “persons” hereafter
  1. Audience
    1. This policy is intended for the following:
      1. Parents/guardians whose personal information and whose children’s personal information we process
      2. Designated emergency contact individuals for students
      3. Employees of Solid Foundations Primary (Pty) Ltd (referred to hereafter as “the school”)
      4. Next of kin of employees of the school
  1. How is your data collected?
    1.  Your data is collected in the following ways:
      1. Via application forms (on paper or the school’s website)
      2. Via enrolment forms (on paper)
      3. Via indemnity forms (on paper)
      4. Via Personal Information Update forms (on paper)
      5. Via Agreement of Tuition Contracts (on paper)
      6. Via Conditions of Employment Contracts (on paper)
      7. Via Staff Enrolment Forms (on paper)
      8. Via student birth certificates (on paper)
      9. Via criminal clearance certificates (on paper)
      10. Via national register for child protection clearance certificates (on paper)
      11. Via copies of ID documents (on paper and electronically)
      12. Via copies of degrees and certificates (on paper and electronically)
      13. Via copies of Curriculum Vitae (on paper and electronically)
  1. What personal information do we process?
    1. We retain and process the following information of students:
      1. Name and surname
      2. Birthdate
      3. Identification number
      4. Nationality
      5. Passport and permit information for non-South African students
      6. Gender
      7. Preferred language
      8. Second language
      9. Handedness
      10. Religion
      11. Allergies information
      12. Dietary restriction information
      13. Health concerns
      14. Medical Aid information
      15. Home doctor details
      16. Previous education information
      17. Images, video, and voice recording of student (in accordance with the Agreement of Tuition contract and educational context)
    2. We retain and process the following information of parents/guardians:
      1. Name and surname
      2. Relationship to student
      3. Identification number
      4. Nationality
      5. Passport and permit information for non-South African parents/guardians
      6. Title
      7. Employer
      8. Contact numbers (work, home, and personal)
      9. Email address(es)
      10. Home address
    3. We retain and process the following information of designated emergency contact individuals:
      1. Name and surname
      2. Contact numbers (work, home, and personal)
      3. Email address(es)
      4. Relationship to student
    4. We retain and process the following information of employees:
      1. Name and surname
      2. Identification number
      3. Nationality
      4. Passport and permit information for non-South African employees
      5. Contact numbers (home and personal)
      6. Email address(es)
      7. South African Council of Educators registration number
      8. Home address
      9. Tertiary education history (Institution, Programme, and Year of Completion)
      10. Banking details (Account number, Bank, and Branch code)
      11. South African Revenue Service Tax number
    5. We retain and process the following next of kin information of employees:
      1. Name
      2. Relationship to employee
      3. Contact number (personal)
  1. Why do we process this personal information?
    1. We process this personal information of students, parents/guardians, and designated emergency contact individuals in order to:
      1. Contact parents/guardians or designated emergency contact individuals with news pertaining to their child, be it academic, medical, or general.
      2. Report information to the government on the South African School and Administration Management System (SASAMS) in line with what is required for South African schools.
      3. Share information pertaining to the school with parents/guardians.
      4. Be aware of any special medical needs a student may have.
      5. Contact Medical Aid schemes or home doctors in the event that a student needs to be hospitalised or requires medical attention.
      6. To monitor dietary restrictions to put in place in the school kitchen, birthday celebrations and on school outings.
      7. To establish awareness with parents regarding the religious ethos of the school prior to confirming the child’s enrolment, particularly in the event of parties having a different religious affiliation to the school.
      8. Contact previous education institutions with queries relating to students.
      9. To comply with any government agency’s legitimate request for information.
    2.        We process this personal information of employees in order to:
      1. Fulfil our Umalusi and SASAMS requirements in accordance with the Code of Conduct of the South African Council of Educators.
      2. Pay remunerations.
      3. Contact employees with news pertaining to the school.
      4. Contact employee’s next of kin in the event of an emergency.
      5. Inform the South African Revenue Service of any relevant information in accordance with South African law.
      6. Inform the Department of Labour of any relevant information in accordance with South African law.
      7. To comply with any government agency’s legitimate request for information.
  1. Where is your data processed?
    1. Your data is processed by the following means:
      1. Paper forms that are kept in a secure cabinet.
      2. The school’s administration accounts (via Google) that requires 2 step verification to access.
      3. Teacher mark books (paper and electronic).
      4. Electronic copies of names and contact information (on teachers’ personal devices that are password protected in accordance with our data management policy).
      5. Learner Profiles (on paper) that are kept in a secure cabinet.
      6. Two physical sheets of pupil names and contact information that are kept in a locked drawer in the front office and on the person of Joanne Small for After Care.
  1. What happens in the event of a data breach?
    1. A data breach is defined as any unauthorized access, use, misuse, disclosure, destruction, modification, or disruption of personal information.
    2. In the event of a suspected data breach, the following will occur:
      1. The Information Officer (The Principal) will follow the data management procedure to determine whether there has been a breach and the nature of the breach.
    3. In the event that a breach has been identified, the following will occur, as required by our Data Management Policy:
      1. The Information Officer (The Principal) will inform the Information Regulator as soon as a breach has been identified and internal processes have been followed.
      2. The Principal will then inform all stakeholders that a data breach has occurred.
      3. The Principal will launch a formal internal investigation into the data breach and inform affected persons of the result after the investigation is concluded.
  1. Your rights
    1. As a person whose personal information we process, you have the right to:
      1. Be informed of how your personal information is processed (Section 2 of our Privacy Policy).
      2. Be informed of what personal information of yours is processed (Section 3 of our Privacy Policy).
      3. Be informed of where your personal information is processed (Section 4 of our Privacy Policy).
      4. Retract your consent for the use of any images or recordings of your child.
      5. Retract your consent for your child to go on any supervised outings before that outing commences.
      6. Be informed in the event of an identified data breach.
      7. Request a copy of your data.
      8. Request that your data be deleted (subject to approval).
      9. Request that we restrict processing your data (subject to approval).
      10. Object to what personal information we process .
      11. Request that we rectify errors or outdated personal information.
      12. Report any malfeasance on our part to the Information Regulator.
    2. Note that all of these requests for 8.1.7.-8.1.11. must be submitted via a DSAR form (available on our website and in the front office) and that each request is subject to justification, contract, law, and legitimate interest under South African law.
  1. Your responsibilities
    1. As a data subject whose personal information we process, you have the responsibility to:
      1. Ensure that your personal information is accurate and recent and to inform the school of any changes to your personal information.
  1. Cookies and tracking notice
    1. Our website does not utilize cookies.
  1. How to contact us
    1. Contact us by filling out the contact form or by phone 011 976 5300