Privacy Policy
Effective Date: July 27, 2026
Mount Thomas School ("the School", "we", "our", or "us") is committed to protecting the privacy and security of our students, parents, guardians, staff, applicants, alumni, donors, and website visitors. This Privacy Policy explains how we collect, use, store, protect, and disclose personal information when you use our website, School Management Information System (SMIS), admissions portal, parent portal, student portal, and other digital services.
By accessing our website or using our services, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We may collect the following categories of personal information:
Student Information
- Full name
- Date of birth
- Gender
- Student ID / Admission Number
- Passport photograph
- Nationality
- Academic records
- Attendance records
- Examination results
- Behaviour and disciplinary records
- Medical information (where necessary)
- Emergency contact information
Parent / Guardian Information
- Full name
- Relationship to the student
- Phone numbers
- Email address
- Residential address
- Occupation
- Identification details where required
Staff Information
- Name
- Contact information
- Employment records
- Qualifications
- Payroll information
- Professional certifications
Applicant Information
When applying for admission, we may collect:
- Student details
- Parent information
- Previous school records
- Supporting documents
- Application forms
- Uploaded files
Website Information
When you visit our website, we may automatically collect:
- IP address
- Browser type
- Device information
- Operating system
- Pages visited
- Date and time of access
- Cookies and analytics information
2. How We Use Your Information
We use personal information to:
- Process admissions
- Manage student enrollment
- Deliver educational services
- Maintain academic records
- Monitor attendance
- Process school fee payments
- Communicate with parents and guardians
- Issue report cards and certificates
- Improve our educational services
- Provide customer support
- Manage staff administration
- Ensure campus safety and security
- Comply with applicable laws and regulations
3. Online Admissions
Our online admission system may collect information submitted through application forms.
This information is used solely for:
- Admission evaluation
- Applicant communication
- Interview scheduling
- Student registration
- Record keeping
Submission of an application does not guarantee admission.
4. Parent and Student Portal
Parents and students may access secure online portals to:
- View academic results
- Check attendance
- View fee statements
- Download report cards
- Receive announcements
- Communicate with the school
Users are responsible for keeping their login credentials confidential.
5. Cookies
Our website may use cookies to:
- Improve user experience
- Remember preferences
- Analyze website traffic
- Enhance website performance
- Maintain secure user sessions
You may disable cookies through your browser settings, although some website features may not function properly.
6. How We Protect Your Information
We implement appropriate administrative, technical, and organizational safeguards, including:
- Secure servers
- Encrypted HTTPS connections
- Password-protected accounts
- Role-based access controls
- Regular system updates
- Data backups
- Access monitoring
- Limited staff access to confidential records
Although we strive to protect your information, no method of electronic storage or internet transmission can be guaranteed to be completely secure.
7. Information Sharing
We do not sell, rent, or trade personal information.
We may share information only when necessary with:
- Government education authorities
- Examination councils
- Healthcare providers during emergencies
- Financial institutions for payment processing
- Technology service providers supporting our systems
- Law enforcement agencies where required by law
All third parties are expected to protect the confidentiality of the information they receive.
8. Children's Privacy
Because we provide educational services to children, we collect and process student information under the authority of parents, guardians, or applicable educational requirements.
Parents and legal guardians remain responsible for information submitted on behalf of their children.
9. Photographs and Media
The School may capture photographs and videos during:
- Academic activities
- Graduation ceremonies
- Sports events
- School trips
- Competitions
- Community events
These images may be used for:
- School publications
- Annual reports
- Marketing materials
- Official social media pages
- Website galleries
Parents or guardians may notify the School in writing if they do not wish their child's image to be used in promotional materials.
10. Data Retention
We retain personal information only for as long as necessary to:
- Provide educational services
- Maintain academic records
- Meet legal obligations
- Resolve disputes
- Enforce school policies
Records that are no longer required are securely deleted or destroyed.
11. Your Rights
Parents, guardians, staff, and eligible students may request to:
- Access their personal information
- Correct inaccurate information
- Update contact details
- Request deletion where legally permitted
- Object to certain processing activities
- Withdraw consent where applicable
Requests may be subject to legal or administrative requirements.
12. Third-Party Services
Our website may include links or integrations with third-party services such as:
- Payment gateways
- Email services
- Educational platforms
- Maps
- Video platforms
We are not responsible for the privacy practices of third-party websites or services.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal obligations.
The latest version will always be published on our website with the updated effective date.
14. Contact Us
If you have questions about this Privacy Policy or how your personal information is handled, please contact:
Mount Thomas School
Email:
info@mountthomaschool.org
Phone:
+255 652 150 403
+255 767 929 110
Website:
www.mountthomas.org
Acceptance
By using the Mount Thomas School website, admissions portal, School Management Information System (SMIS), Parent Portal, or Student Portal, you acknowledge that you have read, understood, and agreed to this Privacy Policy.