Effective Date: 26 December 2025
School Name: Phomolong Intermediate School
Physical Address: 2139 7th Avenue, Phomolong Location, Kroonstad, South Africa, 9499
Telephone: 056 214 1431
Email: admin@phomolong-school.co.za
Website: www.phomolong-school.co.za
Phomolong Intermediate School (“the School”, “we”, “our”, “us”) is committed to protecting the privacy and personal information of learners, parents, guardians, staff, visitors and all users of our website and services. This Privacy Policy explains how personal information is collected, used, stored, protected and shared in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA), international best practices, and principles aligned with the General Data Protection Regulation (GDPR) where applicable.
1. Personal Information We Collect
We may collect and process the following categories of personal information:
• Full names, identity numbers and dates of birth
• Contact details including physical address, email address and telephone numbers
• Parent and guardian details and relationships to learners
• Learner academic records, attendance records and disciplinary information
• Medical information including allergies, conditions and dietary needs
• Financial and payment-related information where applicable
• Website usage data including IP addresses, browser type and cookies
• Communication records including emails, messages and enquiries
• Images, photographs or video recordings taken during school activities or events
2. How Personal Information Is Collected
Personal information is collected when:
• Parents or guardians complete enrolment or administrative forms
• Users submit enquiries through the school website
• Communication takes place via email, telephone or written correspondence
• Learners participate in academic, sporting or cultural activities
• Visitors browse or interact with the school website
• Information is lawfully received from education authorities or service providers
3. Purpose of Collecting Personal Information
Personal information is collected and used for legitimate educational and operational purposes, including:
• Learner enrolment, education and administration
• Communication with parents, guardians, learners and staff
• Health, safety and welfare of learners and staff
• Compliance with education laws and government regulations
• School reporting, assessments and record keeping
• Financial administration where applicable
• Website functionality and improvement
• Security, access control and risk management
• Managing school events, programs and activities
4. Legal Basis for Processing
Personal information is processed based on one or more of the following lawful grounds:
• Consent provided by parents, guardians or data subjects
• Performance of a contract or educational obligation
• Compliance with legal and regulatory requirements
• Legitimate interests of the School
• Protection of vital interests relating to health or safety
5. Sharing and Disclosure of Information
The School does not sell or trade personal information. Information may be shared with:
• Education authorities and government departments
• Health and emergency services where necessary
• Service providers supporting school operations and systems
• Legal or law enforcement bodies where required by law
• Third parties with explicit consent or lawful authority
All third parties are required to handle personal information securely and confidentially.
6. Security Measures
We implement appropriate technical, administrative and organisational safeguards to protect personal information against loss, unauthorised access, misuse or disclosure. These measures include access controls, password protection, secure systems and staff awareness.
While we take reasonable steps to secure information, no system is completely immune to risk. In the event of a data breach, we will act promptly in line with legal requirements.
7. International Data Transfers
Where personal information is processed or stored outside South Africa, the School ensures that adequate safeguards are in place to protect the information in line with applicable data protection laws.
8. Data Subject Rights
You have the right to:
• Access personal information held by the School
• Request correction or updating of inaccurate information
• Withdraw consent where processing is consent-based
• Request deletion of information where legally permissible
• Object to certain types of processing
• Lodge a complaint with the Information Regulator of South Africa
Requests may be submitted to the Information Officer using the contact details below.
9. Retention of Information
Personal information is retained only for as long as necessary to fulfil educational, legal and operational requirements. Retention periods are determined by applicable laws, regulations and internal policies.
10. Children and Learner Information
Learners are minors and their personal information is processed with appropriate parental or guardian involvement. The School takes special care to protect learner privacy and safety at all times.
11. Cookies and Website Technologies
Our website uses cookies and similar technologies to improve user experience, functionality and performance analysis. Users may disable cookies in their browser settings, however certain features may be limited.
12. Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect legal, operational or technological changes. Updated versions will be published on the School website with a revised effective date.
13. Contact Details and Information Officer
For questions, requests or concerns regarding this Privacy Policy or personal information processing, please contact:
Information Officer
Phomolong Intermediate School
2139 7th Avenue, Phomolong Location, Kroonstad, South Africa, 9499
Telephone: 056 214 1431
Email: admin@phomolong-school.co.za