Our commitment to your privacy

1) Who we are & how to contact us

HAFE Pre and Primary School
Marurani Village, Nduruma Ward, Arusha, Tanzania

• +255 754 763 901
• benedictmushi2014@gmail.com

2) What this Policy covers

Our public website and features (admissions/enquiry forms, newsletter sign-ups, blog & comments, photo gallery), school operations (admissions, student records, communications), and embedded third-party services (e.g., Google Forms). This Policy does not cover third-party sites we link to.

3) The information we collect

a) Information you provide directly

• Admissions & enquiries: names, contact details, child’s details, prior school, and other shared info.
• Embedded application forms (Google Forms): all fields you submit through the form.
• Website contact forms: name, email, phone number, and your message.
• Blog comments (if enabled): display name, comment text, time; IP address logged internally for security/spam control.
• Event/activities: participant details, emergency contacts, medical/dietary notes only where necessary.

b) Information collected automatically (website)

• Technical data: IP address, device/browser type, pages visited, time on page, referrers.
• Cookies & similar technologies for functionality, performance, and preferences.

c) Images & media

Photos/videos from school activities to document school life and, with appropriate permissions, share via website or school channels.

d) Sensitive information

Only where strictly necessary (e.g., learning needs or medical notes) and with heightened safeguards and limited access.

4) How we use your information

• Provide education and pastoral care.
• Process admissions and respond to enquiries.
• Communicate updates (term dates, events, fees, policy changes).
• Manage operations (timetables, class lists, assessments, safeguarding).
• Maintain site functionality/security and prevent abuse/spam.
• Improve services through analytics and feedback.
• Comply with legal/administrative obligations and manage legal claims.

5) Legal bases we rely on

• Consent (e.g., marketing updates, using a child’s image where required).
• Contract / pre-contract steps (e.g., admissions, parent-school agreements).
• Legal obligations (e.g., safeguarding, record-keeping).
• Legitimate interests (e.g., running/ securing our website, community communications) balanced against your rights.

6) When we share information

We do not sell personal information. We may share with service providers supporting our website, email/SMS, cloud storage, analytics, and security (e.g., hosting, Google Forms); regulators/authorities when required; professional advisors; and other schools/exam bodies during transfers with appropriate safeguards. Providers are contracted to protect your data and use it only on our instructions.

7) International data transfers

Some providers (e.g., Google) may process or store data outside Tanzania. We take steps to ensure appropriate protections (contractual safeguards and provider security standards).

8) How long we keep information

• Admissions/enquiries not proceeding: retained briefly after the relevant intake closes.
• Student records: for the duration of enrolment and as required by education/safeguarding law.
• Website form submissions: as long as needed to respond and maintain records.
• Blog comments/website logs: retained for operations & security, then deleted or anonymised.

9) Your rights

Subject to law, you may access, correct, delete, object to or restrict processing, and withdraw consent (where applicable). To exercise these rights, contact us using the details above. We may need to verify your identity.

10) Children’s privacy & consent

We treat children’s information with special care. Where consent is required (e.g., promotional images), we obtain it from a parent/guardian. If you believe we have collected children’s information without appropriate consent, contact us and we will act promptly.

11) Security

• Access controls on student/parent records.
• Secure transmission and storage where feasible.
• Staff training on confidentiality and safeguarding.
• Vendor due-diligence for third-party services.

12) Cookies & similar technologies

We use cookies to keep the site functional, understand usage, and remember preferences. You can control cookies in your browser; blocking some may affect site features.

13) Google Forms (embedded)

Some application/enquiry forms are embedded via Google Forms. Your submission is transmitted via Google’s systems and then received by us. Your data is handled under this Policy and Google’s terms/privacy. You may always contact us directly instead of using an embedded form.

14) Website features (gallery, blog & comments)

• Gallery: request removal of a specific image involving you/your child by contacting us.
• Blog & comments: comments may be moderated; only approved comments appear publicly. Your display name and comment become public once approved.

15) Marketing & communications

We may send school updates, newsletters, or event information. You can opt out at any time using the provided instructions or by contacting us.

16) Changes to this Policy

We may update this Policy to reflect changes in practices or legal requirements. We will post updates here and revise the effective date. Where changes are material, we will notify you through appropriate channels.