Privacy Policy

Information We Collect

We may collect the following types of personal information:

Information You Provide Directly

• Parent/Guardian Details: Full name, email address, phone number, postal address, and relationship to the child.
• Student Details: Full name, date of birth, gender, year group, previous school, and any special educational needs or medical conditions relevant to the child's welfare.
• Enquiry and Application Data: Information submitted through our online application form, including preferred starting term, campus visit preferences, and additional notes.
• Job Applicant Data: Contact details, CV or résumé, supporting statements, qualifications, employment history, availability, references, application source, and information recorded during recruitment review.
• AI-Assisted Recruitment Data: Where the service is enabled, pseudonymised application narratives and readable document text, automatically populated factual work-history and qualification details, an explicitly stated date of birth or age, an explicitly stated gender, optional evidence references, processing status, and subsequent administrator corrections.
• Vacancy Alert Data: Your email address, the date and version of your consent, activation status, acknowledgement-email delivery status, vacancy-alert delivery status, and unsubscribe status when you choose to receive vacancy alerts.
• Financial Information: Fee and payment arrangements discussed and managed directly with the School's administration team.
• Communications: Records of emails, phone calls, and messages exchanged with the School.

Information Collected Automatically

• Website Usage Data: IP address, browser type, device information, pages visited, and time spent on our website, collected via cookies and similar technologies.
• Analytics: We use Google Analytics and Google Tag Manager to understand how visitors interact with our website. This data is aggregated and does not personally identify you.

Information from Third Parties

• References from previous schools or educational institutions.
• Information from government or regulatory bodies as required by law.

How We Use Your Information

We use your personal information for the following purposes:

• Admissions Processing: To evaluate applications, schedule campus visits, and communicate admissions decisions.
• Recruitment: To assess job applications, communicate with candidates, arrange interviews and safeguarding checks, make appointment decisions, and maintain an optional talent pool where the applicant has chosen to apply without a current vacancy.
• Vacancy Alerts: With your explicit consent, to email you when the School publishes a new vacancy. A vacancy-alert subscription is separate from any job application or talent-pool submission and is not used for unrelated marketing. Alerts start immediately after successful signup. We may send an acknowledgement email for your records, but it does not ask you to approve the subscription and no action is required. Every vacancy alert includes an unsubscribe link.
• Education and Welfare: To provide appropriate education, pastoral care, and support for students with special educational needs.
• Communication: To send newsletters, event invitations, academic reports, and important school updates.
• Legal Compliance: To meet our obligations under Zambian education law, child protection legislation, and regulatory requirements.
• Safety and Security: To maintain a safe school environment, including CCTV monitoring on campus.
• Website Improvement: To analyse usage patterns and improve the functionality and content of our website.

AI-assisted factual extraction in recruitment

Where enabled, we use OpenCode Go with DeepSeek to help authorised recruitment staff organise a factual screening profile already contained in an application. The application form asks for explicit consent to this AI-assisted factual extraction and the processing outside Zambia described in the recruitment notice. Before transfer, we limit the content to relevant application narratives and readable document text and redact direct identity and contact details where practicable. The service may extract an explicitly stated date of birth or age and an explicitly stated gender; the School calculates age locally from a stated date of birth and does not ask the service to infer age or gender from a name or photograph. Applicant documents are treated as untrusted data and are not allowed to direct the system.

The service does not score or rank applicants, assess suitability, compare a person against vacancy requirements, recommend a recruitment stage, or make hiring or rejection decisions. Validated factual fields may populate the internal recruitment profile automatically. Authorised administrators can review and correct those fields afterward, and all recruitment decisions remain human decisions.

Legal Basis for Processing

We process personal data on one or more of the following grounds:

• Consent: Where you have given clear consent for us to process your data for a specific purpose (e.g. marketing communications).
• Contractual Necessity: Where processing is necessary to fulfil a contract with you, such as an enrolment agreement.
• Legal Obligation: Where we are required to comply with Zambian law, including the Education Act and the Data Protection Act, 2021.
• Legitimate Interests: Where processing is necessary for our legitimate interests, such as maintaining school operations & safety, provided these do not override your rights.

How We Store and Protect Your Data

We take the security of your personal information seriously and implement appropriate technical and organisational measures, including:

• Encrypted data transmission (SSL/TLS) across our website and systems.
• Access controls to ensure only authorised personnel can access personal data.
• Regular security reviews and updates to our systems.
• Secure physical storage of any paper-based records on school premises.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Student records are retained for a period determined by Zambian education regulations. Enquiry data for applicants who do not enrol is retained for up to two years and then securely deleted. Recruitment records, including AI extraction drafts, evidence references and administrator review history, are accessible only to authorised staff involved in recruitment and are retained only while reasonably necessary for the recruitment process, safeguarding, legal obligations, or an applicant's active talent-pool submission.

We retain an active vacancy-alert email address until you unsubscribe or request erasure. Unsubscribing stops future vacancy alerts. We may then retain only the minimum consent and suppression record needed to honour the opt-out, demonstrate that alerts were sent with consent, or meet a legal obligation; that record is not used to send further alerts. You may request erasure of this record, subject to any lawful reason that requires us to retain it.

Sharing Your Information

We do not sell your personal information to third parties. We may share your data with:

• Service Providers: Trusted third-party vendors who assist us with email services, analytics and, where enabled, AI-assisted factual recruitment extraction — under contractual, confidentiality and security safeguards. Our website and recruitment portal remain self-hosted and managed by the School.
• Recruitment AI Providers: Limited relevant application content may be sent to OpenCode Go and its selected DeepSeek model to create factual extraction drafts. We do not send this content for advertising or model training. At the date of this policy, the selected service documents no model training and zero-day retention for DeepSeek V4 Pro.
• Regulatory Authorities: The Ministry of Education, Independent Schools Association of Zambia (ISAZ), or other bodies where required by law.
• Professional Advisers: Lawyers, auditors, or insurers where necessary for the operation of the School.
• Emergency Services: In the event of a medical emergency or safeguarding concern involving a student.

Processing outside Zambia

Some recruitment AI processing may take place outside Zambia. We enable that transfer only after documenting an appropriate basis and safeguards under applicable Zambian data-protection requirements. Historical applications are not sent for AI extraction unless a documented data-protection review has approved the cross-border processing. You may contact us for information about the safeguards relevant to your application.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. These include:

• Essential Cookies: Required for the website to function properly (e.g. session management).
• Analytics Cookies: Used by Google Analytics to collect anonymous usage statistics that help us improve our website.
• Marketing Cookies: Used by Google Tag Manager to measure the effectiveness of our online communications.

You can manage your cookie preferences through your browser settings. Disabling cookies may affect your ability to use certain features of our website.

Your Rights

Under the Data Protection Act, 2021 of Zambia, you have the right to:

• Access: Request a copy of the personal data we hold about you or your child.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data where there is no compelling reason for continued processing.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Objection: Object to the processing of your data for direct marketing purposes.
• Data Portability: Request transfer of your data to another organisation in a structured, commonly used format.
• Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.
• Human Review and Correction: Ask about AI-assisted factual extraction used for your application and request correction of inaccurate automatically populated information. Authorised staff can correct extracted fields, and the School does not make recruitment decisions solely by automated means.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within 30 days.

Children's Privacy

We are committed to protecting the privacy of children in our care. Personal data relating to students is collected with the consent of their parent or guardian. We do not knowingly collect personal information directly from children through our website.

Photographs and videos of students may be used in school publications, on our website, and on social media channels for educational and promotional purposes. Parents/guardians are asked to provide explicit consent for this during the admissions process and may withdraw consent at any time.

Third-Party Links

Our website may contain links to external websites, including social media platforms such as Facebook, Instagram, LinkedIn, and YouTube. We are not responsible for the privacy practices of these third-party sites and encourage you to review their privacy policies independently.

Some News & Events articles include Facebook or Instagram post embeds. These embeds load automatically when the article page opens so that the official post is available immediately; video or audio playback begins only when you use the platform’s own controls. Loading an article containing an embed allows Meta to receive technical information such as your IP address and browser details and may allow Meta to use cookies or other tracking technologies under its own privacy terms. If an embed cannot load, a written summary and direct link to the original post remain available.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Any updates will be posted on this page with a revised "Last Updated" date. We encourage you to review this policy periodically.