Privacy - Policy
Effective Date: February 16, 2026
Gbewaa Legacy School (“the School”, “we”, “us”, “our”) respects your privacy and is committed to protecting the personal information of students, parents/guardians, staff, and visitors. This Privacy Policy explains how we collect, use, share, and protect information in the course of providing educational services and school operations.
1) Scope
This policy applies to personal information collected through:
- Admissions and enrollment processes
- Teaching, learning, assessments, and student support services
- Communication between the School and parents/guardians
- School events, trips, and extracurricular activities
- School records, reporting, and administration
- Digital platforms used by the School (where applicable)
2) Information We Collect
We may collect the following types of information:
Student information
Name, date of birth, gender, class level, student ID, photo (where used), address, previous school details, academic history, attendance records, assessment results, conduct records, and learning support needs (where relevant).
Parent/guardian information
Name, relationship to student, phone number, email address, address, and emergency contact details.
Staff information
Name, contact details, role/position, assigned duties (as required for school administration).
Health and emergency information
Relevant medical details that support student safety and welfare at school (where appropriate and shared by parents/guardians).
Financial and payment information
Fee records, invoices, payment history, and receipts references.
Communication records
Messages, letters, call logs, meeting notes, and complaint records relating to school matters.
3) How We Use Information
We use personal information to:
- Process admissions, enrollment, and placement
- Manage teaching, learning, assessments, reports, and academic records
- Track attendance and student progress
- Provide student welfare support and manage discipline fairly
- Communicate with parents/guardians about school matters
- Manage fees, payments, and school financial records
- Organize school programs, events, and trips
- Maintain safety, security, and emergency response procedures
- Meet legal and regulatory obligations where applicable
4) Legal Basis and Consent (Where Applicable)
Where required, we process personal information because it is necessary to provide education services and manage school operations. We may also rely on consent for specific uses, such as public media posting or certain optional activities.
5) Sharing of Information
We do not sell personal information. We may share information only when necessary, including:
- With authorized school staff who need it to perform their duties
- With education authorities where required by law or regulation
- With service providers supporting school operations (e.g., printing, communication tools, or IT services), under confidentiality expectations
- With emergency services or healthcare providers in urgent situations
- With other schools or institutions when processing transfers, with appropriate documentation and where applicable
6) Student Privacy and Access to Records
Student records are treated as confidential and accessed only by authorized personnel. Parents/guardians may request access to their child’s records and request corrections where information is inaccurate, subject to the School’s procedures.
7) Photos, Videos, and School Media
The School may take photos or videos during academic activities and events for internal records and school communications. Where content is intended for public use (e.g., brochures, website, or social media), the School will follow appropriate consent practices. Parents/guardians may raise concerns with the School administration.
8) Data Retention
We retain personal information only as long as necessary for educational purposes, school administration, legal obligations, and recordkeeping requirements. Records may be retained for a reasonable period after a student leaves the School for academic history and administrative purposes.
9) Security
We take reasonable steps to protect information from unauthorized access, loss, or misuse. These measures include controlled access to records, staff responsibility obligations, and basic safeguards for digital and physical records.
However, no method of storage or transmission is completely secure. Parents/guardians and students should also keep any access details (where provided) confidential.
10) Your Rights
Parents/guardians and staff may have the right to:
- Request access to personal information held by the School
- Request correction of inaccurate information
- Raise concerns about how information is handled
- Request deletion of certain information where appropriate and lawful
Some requests may be limited by legal obligations or the School’s recordkeeping requirements.
11) Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in school operations or requirements. Updates will be communicated through official school channels.
12) Contact
For questions or privacy requests, contact the School Administration through official school communication channels.