1. Introduction
   Dominican Convent School (“the School”, “we”, “us”, or “our”) is committed to protecting the privacy and personal data of our learners, parents, guardians, staff, website visitors and members of the public.
   This Privacy Notice explains how we collect, use, store, disclose and protect personal data gathered through our physical and online application forms, website interactions, surveillance systems (CCTV) and access control systems.


2. Information We Collect
   We collect personal information through various touchpoints during your engagement with the School:
   
   A. Learners’ Information
   
   Collected directly from parents or legal guardians via physical or online application and enrolment forms, as well as on-site security systems:


• Personal & Identity Data: Full name, date of birth, gender, nationality, national identity/passport number, birth certificate, and photograph.
• Biometric Data: Fingerprint templates/scans collected specifically for identity verification and controlled access into school facilities.
• Academic & Behavioural Records: Previous school reports, academic performance, discipline records and extra-curricular participation.
• Special Category Data: Medical history, allergies, physical disabilities, emergency medical needs and religious affiliation.

B. Parents & Legal Guardians’ Information

• Contact Details: Full names, residential and postal addresses, primary email addresses and phone numbers.
• Financial & Employment Data: Occupation, employer details and financial/banking details required for fee billing and payments.
• Legal Data: Relationship to the learner, proof of legal guardianship and
  custody/access arrangements (if applicable).

C. Technical & Website Visitors Information

Collected automatically or provided directly when accessing our website:

• Technical Data: Internet Protocol (IP) address, browser type, operating system, referring URL, date and time stamp and device characteristics.
• Usage Data: Pages viewed, navigation paths, time spent on pages and interaction with online content.
• Cookies & Analytics: Essential and analytical cookies used to ensure website functionality and track general traffic performance.
• Inquiry Data: Names, email addresses and messages submitted via website contact forms or online application portals.
  
  

D. CCTV Surveillance Data

• Visual Recording: Video footage captured by Closed-Circuit Television (CCTV) cameras located throughout the school premises.
• Perimeter Coverage: Video footage captured by cameras situated along and pointing outwards around the perimeter wall to monitor boundary security and adjacent access routes.

 

3. How We Use Your Information & Legal Basis
   
   We process personal data for legitimate educational, administrative and security purposes:
   
   
• Admissions & Administration: Processing application forms, enrolling learners, maintaining academic records and facilitating school communication.
• Access Control & Safety: Operating biometric fingerprint scanners to restrict campus access to authorized individuals, verify learner identity and track safe entry/exit.
• Provision of Education & Welfare: Delivering academic instruction, extra-curricular activities, pastoral care and attending to emergency health needs.
• Fee Collection & Billing: Managing invoices, processing fee payments and executing financial recovery procedures when necessary.
• Website Improvement: Enhancing user experience, optimizing site security and responding to inquiries submitted through the website.
• Campus & Public Safety: Monitoring physical security via CCTV across school grounds and external boundary areas to protect learners, staff, visitors and property, and prevent unauthorized intrusion or crime.
  
  
  
4. How We Share Your Data
   
   We do not sell or rent personal information to third parties. We may share data only with trusted entities under strict confidentiality conditions:
   
   
• Service Providers: IT host providers, access control system administrators, educational software vendors, payment processors and security services assisting in daily school operations.
• Educational & Regulatory Authorities: Government bodies, education ministries or examination boards as required by law or educational frameworks.
• Emergency & Medical Services: Healthcare professionals or emergency responders in the event of a medical emergency involving a learner or visitor.
• Legal & Law Enforcement: Law enforcement authorities, legal counsel or regulatory bodies when required by law or to defend the School’s legal rights.
  
  
  
5. CCTV Surveillance & Biometric Access Policies
   
   A. CCTV Policy
   
   
• Purpose: CCTV operates 24/7 to safeguard students, staff and visitors, prevent theft or vandalism and secure the school boundary.
• Perimeter Monitoring: Cameras pointing outward around the perimeter wall are restricted to monitoring access points, property lines, and immediately adjacent public/access areas solely for security threat detection.
• Access & Retention: CCTV footage is stored securely with access restricted to authorized security and administrative personnel. Footage is automatically overwritten after 30 days unless required for an ongoing investigation, security incident, or legal proceeding.
  

B. Biometric Data Policy

• Purpose & Minimization: Fingerprint scans are converted into encrypted mathematical templates for access control and attendance verification. Raw fingerprint images are not stored.
• Security & Access: Biometric templates are stored securely in encrypted databases accessible only by designated IT personnel.
• Retention & Deletion: Biometric profiles are permanently deleted from the active access system upon a learner's departure, graduation or withdrawal from the School.
  

 

6. Data Security & Storage
   
   We maintain appropriate physical, organizational, and technical security measures to safeguard personal data against unauthorized access, loss, misuse, alteration, or destruction. Physical forms are kept in secured storage and digital systems (including biometric data) are protected with role-based access control, encryption and secure networks.
   
   
7. Data Retention
   
   Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, comply with legal and accounting requirements or manage historical school archives. Upon expiry of retention periods, physical records are securely shredded and digital files (including biometric data) are permanently deleted.
   
   
8. Your Privacy Rights
   
   Subject to applicable data protection legislation, parents, legal guardians and site visitors have the right to:
   
   
• Access: Request details or copies of the personal data we hold about them or their children.
• Correction: Request rectification of inaccurate or incomplete personal information.
• Objection & Restriction: Object to or request restriction of data processing in specific circumstances.
• Deletion: Request erasure of personal data where processing is no longer necessary or lawful.
• To exercise any of these rights, please contact the Data Protection Officer using the contact details below.
  
  
9. Contact Us
   
   For any inquiries, requests or concerns regarding this Privacy Notice or how your personal information is managed, please contact our Data Protection Officer:
   
   Data Protection Officer: MacDonald Chidavaenzi
   Email: dpo@dominicanconvent.co.zw
   Physical Address: 70 Simon Muzenda Street, Harare
   
   
10. Updates to This Notice
    
    We reserve the right to update or amend this Privacy Notice periodically to reflect changes in legal requirements, school operational practices, or technology. Any updates will be posted on our official website.