Privacy Policy

1. Introduction

Soneike Private School ("we", "us", "our") is committed to protecting the privacy and personal information of all individuals who interact with our school, including learners, parents, guardians, staff, and website visitors.

This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.

By using our website at soneikeprivateschool.com or engaging with our school, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We collect personal information that is necessary for the operation of our school and the provision of educational services. This may include:

• Learner information: full name, date of birth, grade, ID number, medical information, academic records, and photographs
• Parent and guardian information: full name, contact details (phone, email, address), ID number, and employment details
• Financial information: banking details for fee payments and debit order authorisations
• Website usage data: IP address, browser type, pages visited, and time spent on our site (collected via cookies)
• Communication records: emails, messages, and correspondence with the school
• Parent Portal account information: email address and encrypted password

3. How We Use Your Information

We use personal information for the following lawful purposes:

• Enrolling and educating learners across our seven campuses
• Communicating with parents and guardians regarding school matters, events, and learner progress
• Processing school fees, debit orders, and financial transactions
• Complying with legal and regulatory obligations, including reporting to the Department of Education
• Ensuring the safety and wellbeing of all learners and staff on our premises
• Operating and improving our website and Parent Portal
• Sending newsletters, event notifications, and school announcements
• Marketing and promoting Soneike Private School (with your consent where required)

4. Sharing of Personal Information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

• With the Western Cape Department of Education and other regulatory bodies as required by law
• With service providers who assist us in operating our school (e.g. payment processors, IT service providers), subject to confidentiality agreements
• With medical professionals or emergency services in the event of a health or safety emergency involving a learner
• With other educational institutions when a learner transfers, with the consent of the parent or guardian
• Where required by a court order or other legal obligation

5. Storage and Security of Information

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, or disclosure. These measures include:

• Secure, encrypted storage of digital records
• Password-protected access to our Parent Portal and administrative systems
• Restricted access to personal information on a need-to-know basis
• Regular review of our data security practices

While we take every precaution, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.

6. Retention of Information

We retain personal information for as long as it is necessary to fulfil the purposes for which it was collected, or as required by law. Learner academic records are retained in accordance with the requirements of the Department of Education. Financial records are retained for a minimum of five years.

When personal information is no longer required, we will securely destroy or anonymise it.

7. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Be informed about the collection and use of your personal information
• Access the personal information we hold about you
• Request correction of inaccurate or incomplete personal information
• Request deletion of your personal information (subject to legal retention obligations)
• Object to the processing of your personal information
• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please contact us using the details provided in Section 10 below.

8. Children's Privacy

As a school, we necessarily collect and process personal information about minors (learners). This is done with the consent of parents or legal guardians at the time of enrolment, and is strictly limited to what is necessary for educational purposes.

We do not knowingly collect personal information from minors through our website without parental consent. If you believe we have inadvertently collected such information, please contact us immediately.

9. Cookies and Website Tracking

Our website uses cookies and similar technologies to improve your browsing experience and analyse website traffic. Cookies are small text files stored on your device.

We use the following types of cookies:

• Essential cookies: required for the website and Parent Portal to function correctly
• Analytics cookies: help us understand how visitors use our site so we can improve it

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Information Officer:

You also have the right to lodge a complaint with the Information Regulator of South Africa at www.justice.gov.za/inforeg/

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be published on this page with a revised effective date. We encourage you to review this policy periodically.