Official Notice
Student & Guardian Data Privacy Notice
Effective date: September 4, 2026
PCE Demonstration Primary and Asamoah K.G School uses a school management system (the "System") to record academic results, attendance, conduct, and fee information, and to communicate with parents and guardians by email and SMS. This notice explains what personal information the School collects about students and their guardians, why it is collected, how it is protected, and what rights guardians and students have over that information.
This notice applies to information collected about students enrolled at PCE Demonstration Primary and Asamoah K.G School, and about the parents or guardians the School holds contact details for. It covers information collected through the School's day-to-day administration — enrolment, score entry, attendance registers, fee records, and school-to-home communication.
About the student
- Full name, gender, and date of birth
- Admission number and class/grade placement
- A passport-style photograph, where one has been provided (used for identification, ID cards, and, with consent, honour roll materials)
- Academic records: subject scores, grades, teacher remarks, and conduct/attitude ratings
- Attendance records
- Fee payment records
About the parent or guardian
- Full name and relationship to the student
- Phone number
- Email address
Data Minimisation: We do not knowingly collect more information than is needed for these purposes, and we do not collect sensitive categories of information (such as health, religious, or ethnic data) as part of routine school administration.
- To record and report on a student's academic performance and conduct
- To track attendance and follow up on absences
- To generate and deliver report cards, transcripts, and academic certificates
- To manage school fees and payment records
- To send report cards, announcements, and other school communications to parents and guardians by email or SMS
- To identify students on-site (for example, printed ID cards)
- To maintain an internal record of significant administrative actions (for example, a change to a student's class or a correction to a recorded score), for accountability purposes
Access within the School is limited by role:
- A student's class teacher can see that student's own academic, attendance, and conduct records.
- School administrators and the headteacher have broader access needed to manage classes, staff, fees, and school-wide reporting.
- Guardian contact details are used only to deliver information about that guardian's own child, or school-wide announcements (for example, a closure notice).
Staff access is controlled through individual staff accounts, and significant administrative actions are recorded in an internal activity log so that changes can be traced and reviewed.
The School uses the following outside services to operate the System. Each is used only to carry out the specific task described, and none of these providers is authorised to use student or guardian information for any purpose of their own.
| Service |
Purpose & Description |
| Email delivery |
Used to send report cards, verification codes, and announcements to the email addresses on file. Provided by a standard email service provider. |
| SMS delivery |
Used to send attendance and announcement text messages to the phone numbers on file. Provided by an SMS gateway service. |
| Web hosting |
The System and its database are hosted with a third-party web hosting provider. |
Zero Sale Policy: We do not sell student or guardian information, and we do not share it with advertisers or with any party outside of operating the School and communicating with families.
- Staff access requires an individual login, and access to administrative functions is limited by staff role.
- Passwords are stored using industry-standard one-way encryption; the School cannot see a staff member's actual password.
- Data is transmitted over an encrypted connection where available between a user's device and the School's server.
- The database is backed up on a regular schedule, and older internal activity logs are periodically and automatically cleared once they are no longer needed.
No system can guarantee perfect security, but the School takes reasonable, proportionate steps to protect the information it holds, and reviews these measures periodically.
Academic records (scores, report cards, attendance, and conduct history) are retained for as long as the student is enrolled and for a reasonable period afterward, to support transcript and reference requests. Internal system logs not tied to a student's academic record (for example, message delivery logs) are retained for a shorter, fixed period and then automatically deleted.
A student photograph, where provided, is used for identification purposes (such as printed ID cards) and may appear on that student's own report card or, where a student is recognised for academic achievement, on an honour roll certificate. Photographs are not published publicly or shared outside the School without separate, specific consent from a parent or guardian.
Parents and guardians may ask the School, at any time, to:
- See what information the School holds about their child
- Correct information that is inaccurate or out of date (for example, an updated phone number)
- Ask questions about how their child's information is used
To make any of these requests, please contact the School using the details in Section 11. The School will respond within a reasonable time.
If the School changes what information it collects or how it is used, this notice will be updated and the new version will be made available to parents and guardians.
Questions about this notice or about a specific student's information should be directed to:
This notice is a plain-language summary intended for parents and guardians and does not replace the School's obligations under applicable data protection law.