African Hearts Junior School (“we” or “us”) respects the privacy of our students, their families, staff (including teachers and other personnel), and the wider school community (visitors, volunteers, etc.). This policy outlines how we collect, use, store, and share your data, adhering to both local and international data protection standards, including the Ugandan Data Protection and Privacy Act, 2019.
Definitions
- Data Subject: Any individual whose personal data is collected, used, stored, or otherwise processed by African Hearts Junior School. This includes students, staff, and members of the wider school community (visitors, volunteers, service providers).
- Personal Data: Any information relating to an identified or identifiable natural person, such as name, address, phone number, email address, academic records, medical information (with separate consent), dietary or accessibility needs, and images/recordings (with separate consent).
- Data Processing: Any operation performed on personal data, whether automated or not, including collection, recording, storage, use, sharing, or deletion.
- Data Controller: African Hearts Junior School, which determines the purposes and means of processing personal data.
- Data Processor: Any third-party organization that processes personal data on behalf of the Data Controller (e.g., healthcare providers, transport services, exam boards).Data Collector: A member of African Hearts Junior School staff or a third-party service provider responsible for collecting personal data.
Principles of Data Processing
We adhere to the following principles when processing your personal data:
- Integrity and confidentiality: We implement security measures to protect data from unauthorized access or breaches.
- Lawfulness, fairness, and transparency: Data is collected and processed only for legitimate purposes and with your knowledge.
- Purpose limitation: Data is used exclusively for the purposes outlined in this policy unless additional consent is obtained.
- Data minimisation: We collect only the data necessary for the stated purposes.
- Accuracy: We strive to maintain accurate data and correct inaccuracies upon request.
- Storage limitation: Data is retained only as long as necessary for the stated purposes or legal requirements.
What Data Do We Collect?
We collect personal data from different members of the school community, including:
- Students and Families: Contact information (names, addresses, phone numbers, emails), academic records, medical information (with separate consent), images and recordings (with separate consent), dietary or accessibility needs.
- Staff: Contact information, employment records, qualifications, references, and emergency contact details.
- Wider School Community: Contact information for visitors, volunteers, and service providers.
You will always be informed about the specific data being collected and its purpose.
How Do We Use Your Data?
Your personal data is used for the following purposes:
Wider School Community: To facilitate communication, manage access to school facilities, and ensure the safety and well-being of everyone at school.
Students and Families: To facilitate communication, ensure well-being and safety, personalize learning experiences, and manage school administration (registration, reports, etc.).
Staff: To manage employment processes, payroll, performance reviews, training, and communication.
Sharing Your Data
We may share your data with authorized third-party service providers, such as IT system providers, healthcare providers, transport services, exam boards, or relevant government agencies. Only the data necessary for their services is shared, and these providers are required to adhere to strict data protection standards.
Using Images and Recordings
We may capture images and videos of students and staff during school activities for promotional purposes (e.g., on our website or social media). Consent is obtained separately, and you have the right to withdraw consent at any time.
How Long Do We Keep Your Data?
We retain your data only as long as necessary for the purposes stated in this policy unless legally required otherwise.
Your Rights
Under the Ugandan Data Protection and Privacy Act, 2019, you have the following rights:
- Right to object: Object to the processing of your data.
- Right to access: Request a copy of the data we hold about you.
- Right to rectification: Request correction of inaccurate or incomplete data.
- Right to erasure: Request deletion of your data, subject to legal exceptions.
- Right to restrict processing: Request limitations on how your data is processed.
- Right to data portability: Request transfer of your data to another party where applicable.
How to Contact Us
If you have questions about this policy or wish to exercise your rights, please contact us:
Phone: +256 740852412
Email: info@ahjs.ac
Updates to This Policy
This policy may be updated periodically. Any changes will be posted on the school website, and significant changes will be communicated to the school community.
By signing the enrolment form or employment contract, you acknowledge that you have read and understood this Privacy Policy.