Last Updated: 10 June 2025
1. Introduction
Welcome to Calvary Smart School. We are committed to protecting the privacy and personal information of our students, parents, guardians, staff, and website visitors. This policy explains what information we collect, how we use it, and your rights regarding your data.
Calvary Smart School operates six educational maisons: Preschool, Primary, High School, Boarding School, Online School, and Night School, all based in Harare, Zimbabwe.
Contact Details:
Phone/WhatsApp: 078 581 0551
Email: [email protected]
Address: 23 Third Street, Tanganyika House, 1st Floor, Harare, Zimbabwe
2. Information We Collect
From Students and Parents/Guardians:
Full names, date of birth, and national ID or passport details
Home address, phone numbers, and email addresses
Academic records, assessment results, and learning progress data
Health and medical information relevant to the student’s care and safety
Emergency contact details
Fee payment records and billing information
From Website Visitors:
IP address and browser type
Pages visited and time spent on our website
Contact form submissions and enquiry details
From Staff and Job Applicants:
Professional qualifications, employment history, and references
National ID details and background check information
3. How We Use Your Information
We use the personal information we collect to:
Enrol students and manage their academic journey across our six maisons
Communicate with parents and guardians about progress, events, and school matters
Process fee payments and maintain financial records
Ensure the physical, emotional, and digital safety of all learners and staff
Deliver our Online School and technology-integrated learning platforms
Send newsletters, term planners, and school announcements
Respond to enquiries submitted through our website or WhatsApp
Meet our legal obligations under Zimbabwean law
We do not sell, rent, or trade your personal information to third parties.
4. Sharing Your Information
We may share your information with:
Teachers and school staff who need it to educate and care for your child
Medical professionals in the event of a health emergency
Payment processors to manage school fee transactions securely
Technology providers who power our Online School platform and school management system, under strict data protection agreements
Government or regulatory authorities, where required by Zimbabwean law (for example, the Ministry of Primary and Secondary Education)
Any third party we share data with is required to keep it confidential and use it only for the purpose for which it was shared.
5. Data Storage and Security
We take the security of your information seriously. Our measures include:
Secure, password-protected school management systems
Encrypted communication for our Online School platform
Restricted staff access to sensitive student and parent data
Physical security controls at our Harare campus
Regular review of our data handling practices
While we take every reasonable precaution, no digital system is completely immune to risk. We also encourage parents to keep their login credentials for any school portals private and secure.
6. Children’s Privacy
Because we work with minors, we take extra care with children’s data. We collect only the information necessary for educational and safeguarding purposes. Parents or legal guardians must provide consent for the enrolment of students under 18. We do not use children’s data for any marketing or commercial purpose.
7. Photography and Media
We occasionally photograph or video students during school events, sporting activities, graduations, and classroom moments for use in school communications, social media, and promotional materials. We will seek written consent from parents or guardians before using any images of students. You may withdraw consent at any time by contacting us.
8. Your Rights
As a parent, guardian, student (where applicable), or staff member, you have the right to:
Request access to the personal information we hold about you or your child
Ask us to correct any inaccurate or outdated information
Request that we delete your information where there is no lawful reason to retain it
Withdraw consent for specific uses of your data (such as photography)
Ask how your information is being used
To exercise any of these rights, contact us at [email protected] or call 078 581 0551.
9. Retention of Records
We retain students’ academic records for a minimum of 7 years after they leave, as these may be needed for certificate verification and applications for further study. Financial records are kept in line with Zimbabwean tax and accounting requirements. Staff records are retained for the duration of employment and for a reasonable period thereafter as required by law.
10. Third-Party Links
Our website or Online School platform may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies separately.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the date at the top of this page and notify parents and guardians through our usual school communication channels.
12. Contact Us
If you have any questions, concerns, or complaints about how we handle your personal information, please reach out to us directly.
Calvary Smart School
23 Third Street, Tanganyika House, 1st Floor, Harare, Zimbabwe
Phone/WhatsApp: 078 581 0551
Email: [email protected]
We are committed to resolving any privacy concerns promptly and transparently.