This Privacy Notice has been adopted by the Diocesan School for Girls (DSG) as part of the School’s compliance framework, which is required by the Protection of Personal Information Act, 2013 (POPIA). We respect the privacy of everyone who visits our website and social media platforms and recommend that you read this Privacy Notice so that you understand our approach towards the use of Personal Information (PI).
In terms of section18 of POPIA we are required to bring to your attention certain matters relating to the use of your PI, which we set out in this notice document. By interacting with the School’s website and social media channels and providing your PI to us, you acknowledge that you have read and understood this notice and have agreed to the contents hereof. You furthermore authorize us to take any of the actions described herein insofar as your PI is concerned.
According to the POPIA, PI speaks to information relating to an identifiable, living, natural person and where applicable, an identifiable existing juristic person.
The term ‘process’ refers to the accessing, collection, storage and usage of information.
We process various types of information relating to various data subjects, which will differ depending on the relationship the subject has with our school.
We will process information by way of both digital and physical means. We will use your PI only for the purposes for which it was collected and commit to safeguarding your PI, regardless of whether it is digitally or physically obtained.
In order for DSG to function optimally, the processing of certain PI is required. This could be for a number of reasons, which include but is not limited to:
- To provide educational services to our pupils and their parents, which includes the day-to-day activities of running a school and all interactions with pupils and their parents in this context. This could, for example, include interactions relating to academic learning, childhood development, sport, music, cultural and extra mural activities, school fees and school news and events.
- To facilitate marketing research and market the School’s services to the broader community within which it operates.
- To facilitate and applications for future admissions to the School.
- To provide employment to our staff and to interact with them in the context of the employment relationship.
- To prepare and submit legally required educational data to the educational authorities and government.
- To facilitate internal communications and interaction between parents, pupils, staff, and management.
- To facilitate the relationship between the School and its Alumni
- To procure services and manage relationships with service providers.
- To allow controlled access to School premises to ensure the safety of our pupils and staff.
- Any other reason which is integral to our functioning properly as an educational institution.
In most cases, we will request your PI directly from you. However, in some cases we may need to obtain it from third parties. This will be the case if you have authorized us to do so, or where the nature of our interaction with you reasonably requires us to do so. We may also be legally required to independently verify some of the information provided to, which may include our accessing government or public directories in order to obtain certain personal information about you. In some cases, especially if you are an organisation, we may need to obtain personal information relating to third parties (such as your office bearers or employees) from you.
We may need to share your PI with third partners or business partners who are directly involved in the delivery of our service to you. In such cases, this is subject to reasonable security safeguards and we have agreements in place to ensure that they comply with these privacy terms.
As required by the POPIA, the confidentiality and integrity of any personal information processed by us is subject to reasonable technical and organisational safeguards to prevent loss, damage, destruction or unauthorised access, having due regard to generally accepted information security practices and procedures. As part of our Management processes, we will, on an on-going basis, continue to review our security controls and related processes to ensure your PI remains secure.
In terms of the POPIA section 23 and 34, you have the right to:
- Request access to the PI we hold about you. Please contact DSG to enquire about the process to follow
- Request us to correct or update any PI we hold about you, subject to the provisions of those sections. Please note that we may request confirmation / identification prior to the updating of any such records.
In terms of POPIA section 11 (3), you have the right to:
- Object to our holding your PI
In terms of POPIA section 18, you have the right to:
- Lodge a complaint to the Information Regulator (South Africa) (ISRA). Please find contact details of ISRA at https://www.justice.gov.za/inforeg/contact.html
In general, we will only retain your PI for the duration of our interactions with you. In certain instances, information will be required to be held for a period thereafter, however, this will be held in compliance with the POPIA and other applicable legislation.
Please note that our Privacy Notice may be updated from time to time. If you have any queries about this notice or believe that we have not adhered to it, please contact us: +27 (46)603 4300 / firstname.lastname@example.org