Privacy Policy

1. Our commitment

Oak Hill Academy & Little Bean respects the privacy of learners, parents, guardians, staff, applicants and website visitors. We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

2. Information we collect

Depending on how you interact with us, we may collect:

• Parent, guardian or authorised person's name, identity and contact details.
• Learner information such as name, date of birth, age, grade, campus and enrolment details.
• Information needed for a learner's care and safety, including medical, allergy, emergency-contact and authorised-collection information.
• Registration documents, correspondence, fee and administrative records.
• Enquiry details submitted through our website, email, telephone or registration platforms.
• Technical website information such as browser, device, approximate location, pages visited and analytics data.

Please do not submit information that is not reasonably necessary for your enquiry or application.

3. How we collect information

We collect information directly from parents, guardians, authorised persons, learners where appropriate, and staff. We may also collect information through our website, email, telephone, paper forms, the d6+ registration platform and service providers that operate on our behalf.

4. Why we use personal information

We use personal information to:

• Respond to enquiries and arrange school visits.
• Assess and administer applications, registrations and enrolments.
• Provide education, care, aftercare and learner support.
• Protect learners' health, safety and wellbeing.
• Communicate with parents and guardians and manage school administration and fees.
• Meet legal, regulatory, safeguarding and recordkeeping obligations.
• Operate, secure and improve our website and services.

5. Children's personal information

Information about children receives additional protection under POPIA. We process a child's personal information only where permitted by law, including with the prior consent of a competent person such as a parent or legal guardian, or where processing is necessary for a lawful school or safeguarding obligation.

Children should not submit personal information through this website without the involvement of a parent, guardian or authorised adult.

6. Consent and direct marketing

Where consent is required, it must be informed and may be withdrawn, subject to legal or contractual restrictions. Consent for admissions or school administration is not treated as consent for unrelated marketing. We will request separate permission where required for marketing communications or the use of learner photographs and videos.

7. Service providers and sharing

We do not sell personal information. We may share information only where necessary with authorised staff, professional advisers, regulators, education authorities, emergency services and trusted service providers that help us operate the schools and website.

Website enquiries are submitted through Formspree, online registrations may be completed through d6+, and website usage may be measured through Google Analytics. Hosting, email, IT and document-storage providers may also process information on our behalf. These providers must process information only for authorised purposes and apply appropriate confidentiality and security safeguards.

8. Cross-border processing

Some technology providers may process or store information outside South Africa. Where this occurs, we take reasonable steps to ensure that the recipient is subject to appropriate privacy protections, contractual safeguards or another lawful basis for the transfer.

9. Retention

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, or for a longer period where required by law, a contract, a legitimate school recordkeeping need or valid consent. When information is no longer required, it is securely deleted, destroyed or de-identified.

10. Security

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people who need the information for authorised school duties. No internet transmission or storage system can be guaranteed to be completely secure.

11. Cookies and analytics

Our website may use essential browser storage and Google Analytics to understand website traffic and improve the site. Analytics information is generally reported in aggregate. You can restrict cookies or delete them using your browser settings, although some website functions may be affected.

12. Your rights

Subject to POPIA and other applicable laws, you may ask us to:

• Confirm whether we hold your personal information.
• Provide access to information we hold about you or your child.
• Correct or update inaccurate or incomplete information.
• Delete, restrict or object to processing where legally permitted.
• Record the withdrawal of consent where consent is the basis for processing.

We may need to verify your identity and authority before responding, especially where a learner's information is requested.

13. Contact and complaints

If you believe your personal information has not been handled properly, please contact our Information Officer first so that we can investigate. You may also lodge a complaint with South Africa's Information Regulator through its official complaints page.

14. Changes to this policy

We may update this policy when our practices, service providers or legal obligations change. The current version and effective date will always be published on this page.