POPIA Policy | Kiddosaurus Preschool

At Kiddosaurus Preschool, we respect your privacy and are fully committed to protecting the personal information of our learners, parents, guardians, and staff. This policy outlines how we collect, process, store, and share your personal data in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. What Personal Information Do We Collect?

To provide a safe, nurturing, and administratively sound educational environment, we collect the following types of information:

Learner Information: Full names, dates of birth, gender, ID numbers, medical history, allergies, emergency contacts, and academic/developmental progress records.
Parent/Guardian Information: Full names, ID numbers, physical and postal addresses, email addresses, telephone numbers, employment details, and banking/financial details for fee billing.
Media: Photographs and videos of learners taking part in school activities (subject to explicit media consent from parents/guardians).

2. Why Do We Collect This Information?

We strictly collect personal information for the following lawful purposes:

To process applications and enroll learners at Kiddosaurus Preschool.
To ensure the health, safety, and well-being of learners while in our care (e.g., managing allergies or contacting parents during an emergency).
To communicate with parents/guardians regarding school events, child progress, and administrative matters.
To manage fee billing, invoicing, and account collection.
To comply with statutory requirements mandated by the Department of Basic Education and the Department of Social Development.

3. How Do We Protect Your Information?

Kiddosaurus Preschool implements reasonable technical and organizational measures to prevent the loss, damage, or unauthorized access to personal information. Hard copies of documents are securely locked away, and digital records are protected via secure passwords, firewalls, and restricted access protocols. Only authorized staff members have access to personal data, and only when necessary for their duties.

4. Sharing of Personal Information

We will never sell your personal information to third parties. We will only share personal data under the following circumstances:

When legally obligated to do so by a regulatory body or law enforcement agency.
With medical professionals or emergency services in the event of a critical emergency involving your child.
With debt collection agencies or legal representatives in the event of unpaid school fees.
With trusted third-party service providers (e.g., our billing software or hosting provider) who are also bound by strict confidentiality and POPIA compliance agreements.

5. Data Retention

We will only retain personal information for as long as it is required to fulfill the purposes outlined above, or as required by South African law. Once a child leaves Kiddosaurus Preschool, their records are securely archived or destroyed after the mandatory legal retention period expires.

6. Your Rights Under POPIA

Under POPIA, you have the right to:

Request access to the personal information we hold about you or your child.
Request that we correct, update, or delete inaccurate or outdated information.
Object to the processing of your personal information on reasonable grounds.
Withdraw previously given consent (e.g., media/photography consent).

7. Contact Information

If you have any questions, concerns, or requests regarding this POPIA Policy, please contact our Information Officer:

Email: info@kiddosaurus.co.za
Phone: 067 994 1542
Address: 2 Elizabeth Road, Hillcrest, KwaZulu-Natal