Privacy Policy for St. Philip Neri School

Last Updated: October 26, 2023

1. Introduction

St. Philip Neri School (“we,” “us,” “our,” or “the School”) is committed to protecting the privacy and security of all personal information collected from visitors to our website, web.spns.sc.ke, and from parents, guardians, students, and other members of our school community. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with us online or offline in the context of school operations.

By accessing our website, providing information to us, or enrolling a student at our school, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We collect several types of information in various ways:

A. Information You Provide Directly:

Enquiries & Applications: Name, email address, phone number, child’s name and age, academic history, when you contact us via form, email, or phone.
Admissions & Enrollment: Comprehensive personal and family data, including copies of birth certificates, national IDs, passports, medical records, academic reports, and financial information for billing.
General Communication: Information you provide when corresponding with our staff.

B. Information Collected Automatically (Website Usage):

Technical Data: IP address, browser type and version, time zone, operating system, and device information.
Usage Data: Pages visited, time spent on pages, navigation paths, and other analytical data collected via cookies and similar technologies. Please see our separate Cookies Policy for details.

C. Information Received from Third Parties:

We may receive information from previous schools (academic references), medical professionals (with consent), or service providers supporting our operations.

3. How We Use Your Information

We use the information we collect for legitimate educational and operational purposes, including:

To process admissions applications and manage enrollment.
To provide educational services, monitor academic progress, and ensure student welfare.
To administer school operations, including billing, fee collection, and financial accounting.
To communicate with parents/guardians regarding school events, academic updates, emergencies, and important notices.
To maintain the safety and security of our students, staff, and campus.
To comply with legal and regulatory obligations under Kenyan law, including the Data Protection Act, 2019.
To improve our website, services, and communication through analysis.
To send promotional information about school open days or events, where consent has been given.

4. Legal Basis for Processing

We process personal data on the following legal bases:

Performance of a Contract: To fulfill our obligations under the enrollment agreement.
Legitimate Interests: For the effective administration of the school and the welfare of our students, where such interests are not overridden by your rights.
Legal Obligation: To comply with laws and regulations applicable to educational institutions in Kenya.
Consent: For specific, non-essential purposes, such as certain marketing communications. Consent can be withdrawn at any time.

5. Sharing and Disclosure of Information

We do not sell, trade, or rent personal information. We may share data only in the following circumstances:

With School Staff & Faculty: On a need-to-know basis to perform their duties.
With Service Providers: Trusted third parties who assist us in operations (e.g., IT hosting, payment processors, school management software providers). These parties are contractually bound to protect your data.
For Legal Reasons: If required by law, regulation, legal process, or governmental request.
For Safety & Protection: To protect the vital interests (health, safety) of our students or others.
With Your Consent: For any other purpose disclosed to you at the time we collect the information, with your explicit permission.

6. Data Security

We implement appropriate technical and organizational security measures to protect against unauthorized access, alteration, disclosure, or destruction of personal data. These include secure servers, access controls, and staff training. However, no electronic transmission or storage method is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the duration of a student’s enrollment, to comply with legal obligations (e.g., statutory record-keeping requirements for schools), resolve disputes, and enforce our agreements.

8. Your Data Protection Rights

Under the Data Protection Act, 2019, you have certain rights regarding your personal data. These may include the right to:

Access the personal data we hold about you or your child.
Rectify inaccurate or incomplete data.
Request Erasure of data where there is no compelling reason for its continued processing.
Restrict Processing of your data in certain circumstances.
Object to processing based on legitimate interests.
Data Portability, where applicable.
Withdraw Consent at any time, where processing is based on consent.

To exercise these rights, please contact us using the details in Section 11.

9. Children’s Privacy

We are committed to protecting the privacy of our students. Personal data of students is collected and processed primarily from and shared with their parents or legal guardians. We will only use a student’s image or work in public materials (e.g., website, social media, prospectus) with explicit parental consent, which can be revoked at any time.

10. Links to Other Websites

Our website may contain links to third-party sites (e.g., educational resources, payment portals). This Privacy Policy applies only to our site. We are not responsible for the content or privacy practices of other sites and encourage you to read their privacy policies.

11. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a revised “Last Updated” date. We encourage you to review this page regularly.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact our Data Protection Officer/Administration:

St. Philip Neri School
📍 Joska, Off Kangundo Road
📞 0719 221 401
📧 info@stphilipnerischool.sc.ke
Subject Line: Privacy Policy Inquiry

This Privacy Policy is intended to comply with the provisions of the Data Protection Act, 2019 of Kenya.

Privacy Policy