Privacy Policy

This policy explains how Holy Grace Educational Complex collects, uses, and protects personal information. It applies to our pupils and their parents or guardians, our staff, people who apply for a place or a job with us, and visitors to this website.

We handle personal data in line with Ghana’s Data Protection Act, 2012 (Act 843). Holy Grace Educational Complex is the data controller for the information described here.

About pupils:

• Name, date of birth, sex, photograph, and admission number
• Class, attendance records, marks, grades, and report cards
• Health or dietary notes a parent chooses to share with us
• Records of behaviour, achievements, and disciplinary matters

About parents and guardians:

• Name, relationship to the pupil, address, phone number, and email
• Fee accounts, payments received, and outstanding balances
• Messages we have sent you and, where available, whether they were delivered

About staff and applicants:

• Contact details, qualifications, and employment records
• Payroll and attendance information
• Anything you send us in a job application

From this website:

• Details you enter in an admission enquiry, job application, or contact form
• Donation details, where you choose to give online
• Basic technical information such as your browser type, needed to keep the site working and secure

We use a QR code system to record when pupils arrive at and leave school. When a code is scanned, our system checks that the scan is happening at or near the school campus, using the location of the device doing the scanning.

This location check is used only to confirm that an attendance scan is genuine. We do not track the location of pupils, parents, or staff at any other time, and we do not keep a history of anyone’s movements.

• To educate and care for pupils, and to keep them safe
• To keep accurate attendance, academic, and disciplinary records
• To contact parents about their child — including attendance, results, fees, and emergencies
• To manage fees, receipts, and donations
• To employ and pay staff
• To meet our legal and regulatory obligations, including reporting to the Ghana Education Service

We send school messages to parents by WhatsApp, SMS, and email — for example fee receipts, fee reminders, attendance alerts, and notices that results have been published.

These are messages about your own child and your own account with the school. We do not sell your phone number or email address, and we do not use them for advertising. If you would rather we reached you a different way, tell the school office and we will update your record.

WhatsApp messages are delivered through the WhatsApp Business Platform, which is operated by Meta. Meta processes your phone number in order to deliver those messages.

We do not sell personal information, and we do not share it with anyone for marketing. We share it only where it is necessary:

• With the companies that run our school management software and store its data securely on our behalf
• With WhatsApp, SMS, and email providers, in order to deliver messages you have asked us to send or that concern your child
• With our payment provider, when you pay fees or donate online — card details go directly to them and are never stored by the school
• With the Ghana Education Service and other authorities, where the law requires it
• Where we must act urgently to protect a child from harm

Anyone acting on our behalf may use the information only to provide their service to us, and must keep it secure.

We sometimes take photographs or video at school events, and may use them on this website, on our social media pages, or in printed material to show the life of the school.

If you do not want your child to appear in these, tell the school office in writing and we will respect that. You may change your mind at any time.

We keep pupil academic records for as long as they may reasonably be needed — a former pupil may ask us to confirm their results years later. Financial records are kept for as long as the law requires. Application and enquiry details for pupils who do not join us are kept only for a short period.

When information is no longer needed, we delete it or remove anything that identifies a person.

Access to pupil and family records is limited to staff who need it for their work, and each member of staff has their own account. Information is stored on secured systems, and sensitive credentials are encrypted.

No system can promise perfect security, but if a breach ever put your information at real risk, we would tell you and the Data Protection Commission as the law requires.

Most of the information we hold is about children, and we treat it with particular care. Parents and guardians exercise these rights on behalf of their children. Pupil records are not used for advertising or profiling of any kind.

Under the Data Protection Act, 2012 (Act 843), you may:

• Ask what personal information we hold about you or your child
• Ask us to correct anything that is wrong or out of date
• Ask us to delete information we no longer have a good reason to keep
• Object to a particular use of your information
• Complain to Ghana's Data Protection Commission if you believe we have handled your information wrongly

To make any of these requests, contact the school using the details below. We will respond as quickly as we can, and we may need to confirm your identity first so that we do not release a child’s information to the wrong person.

This website uses only the cookies needed to make it work — for example to keep you signed in to the parent or staff portal and to keep the site secure. We do not use advertising cookies and we do not track you across other websites.

If we change how we handle personal information, we will update this page and change the date at the top. Where a change materially affects you, we will tell you directly.

If you have a question about this policy, or about the information we hold on you or your child, please get in touch: