Your Privacy Matters
At Varsity Kidz Pre-school, we take the protection of your personal data seriously. This comprehensive Privacy Policy explains how we collect, process, store, share and protect your information in compliance with the Protection of Personal Information Act (POPIA), and in alignment with international best practices. Our goal is to be transparent, responsible and legally compliant while fostering trust with all stakeholders — including parents, guardians, children, staff, applicants and website visitors.
1. Types of Information We Collect
We collect information directly from you and through your interactions with us. This includes, but is not limited to:
- Identity Data: Full name, South African ID number, date of birth, passport details (where applicable)
- Contact Data: Physical and postal address, phone number, email address
- Child-specific Data: Age, birth certificate, vaccination records, medical aid details, known allergies, developmental notes
- Educational Data: Attendance, progress reports, behaviour notes
- Emergency and Family Data: Next of kin, authorised pick-up persons, emergency contact details
- Financial and Billing Data: Account details, payment history, fee structures
- Employment and HR Data: CVs, background checks, reference letters, qualifications
- Technical Data: IP address, browser type, usage statistics, device identifiers
- Communication Data: Correspondence records, inquiries, feedback or complaints
- Marketing Preferences: Newsletter opt-ins, communication consent
2. Why We Collect Your Data
- Managing child admissions, attendance and educational records
- Ensuring children’s safety, health and emergency readiness
- Communicating with parents, sponsors and service providers
- Complying with DBE and ECD regulatory requirements
- Administering billing, collections and financial records
- Recruiting and managing qualified staff
- Improving website functionality and user experience
3. Legal Grounds for Processing
- Consent given voluntarily by users
- Legal obligations requiring us to retain certain data
- Performance of a contract (e.g. between parent and school)
- Legitimate interests, especially related to school operations
- Protection of vital interests (such as the safety of children)
4. Data Storage and Security
- Password-protected digital systems
- Locked cabinets for physical records
- Access restricted to authorised staff only
- Regular software updates and malware protection
- Encrypted backups and data loss prevention tools
- Confidentiality agreements signed by all employees
5. Sharing of Information
- Only with legal bodies like DBE or health departments when required
- With medical professionals in case of emergencies
- With trusted third-party services (e.g., software platforms, newsletters) under strict contracts
- Never sold or traded to marketers or unrelated third parties
- With extra-mural activity providers only after parent/guardian consent
6. International Data Transfers
If any personal data is processed using tools hosted outside South Africa, we ensure that such transfers are compliant with POPIA through binding agreements and adequate data protection clauses.
7. Your Rights Under POPIA
- Right to access personal data held by us
- Right to request corrections or updates
- Right to object to processing of personal data
- Right to withdraw consent (where applicable)
- Right to lodge complaints with the Information Regulator
All requests can be directed to: admin@varsitykidz.co.za
8. Cookies and Online Data
We use cookies to analyse website traffic, personalise content and improve our services. You can disable cookies through your browser, though some parts of the site may not function optimally without them.
9. Data Retention Policy
- Child and education records: 5 years post exit
- HR and employment data: 7 years post-employment
- Financial and tax records: Minimum 7 years
- Contact forms and emails: Up to 12 months, unless legally required to retain
10. Breach Notifications
In the event of a suspected data breach, we will notify affected individuals and the Information Regulator without undue delay, providing detailed information about the nature of the breach and mitigation measures taken.
11. Third-Party Websites
Our website may include links to external websites or platforms. Varsity Kidz Pre-school is not responsible for the content or privacy practices of third-party sites. We encourage you to review their respective privacy policies before engaging.
12. Policy Amendments
This policy may be updated periodically. Any updates will be reflected on this page with an updated date. Continued use of our services indicates your acceptance of any changes made.
13. Contact Details
- Information Officer: The Principal
- Email: admin@varsitykidz.co.za
- Phone: 067 016 9758
- Address: 57 President Paul Kruger Avenue, Bloemfontein, South Africa
Last Updated: April 2025