Providence School (“we”, “us”, “our”) respects your privacy and is committed to protecting the personal data we collect from you. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (the “Site”) and use our online forms, in compliance with the Data Protection Act, 2019 of Barbados.
School Contact Details:
1. What Data We Collect
Our website is non-transactional (you cannot buy anything), but we collect personal data through our forms and upload features.
We may collect:
- Identity Data: Parent/guardian name(s), student name(s), date of birth.
- Contact Data: Email address, phone numbers (home/mobile), home address.
- Educational Data: Grade/year applying for, previous school records (via uploads).
- Technical Data: IP address, browser type, time zone (via cookies – see Section 7).
- Uploaded Documents: Birth certificates, medical records, report cards, or any files you submit via our forms.
2. How We Collect Data
We collect data directly from you when you:
- Fill out an inquiry or admission form.
- Upload a document via the website.
- Email us directly at [email protected].
- Call our Elementary (246-429-4120) or Secondary (246-621-7768) school offices.
3. Legal Basis for Processing (Under Barbados Law)
Under the Data Protection Act, 2019, we process your data only when we have a legal reason. Our reasons include:
- Consent: You have given clear permission (e.g., submitting a form).
- Contractual necessity: Processing is needed to consider your child’s admission or provide education services.
- Legal obligation: We are required to keep certain records for the Barbados Ministry of Education.
- Legitimate interests: To improve our school operations and communicate with parents.
4. How We Use Your Data
We use your personal data to:
- Respond to admission inquiries.
- Process enrollment applications.
- Communicate school news, events, and emergencies (via email/phone).
- Store uploaded documents securely for student records.
- Improve our website and forms.
- Comply with Barbadian legal and safety requirements.
5. Data Sharing & Disclosure
We do not sell your personal data. We may share data with:
- Barbados Ministry of Education, Technological and Vocational Training (as required by law).
- Third-party service providers (e.g., our website hosting company, secure cloud storage for uploads) – only if they agree to keep your data safe and comply with Barbados law.
- Legal authorities if required by a court order or to protect the safety of students/staff.
6. Data Security
We implement appropriate technical and organizational measures to protect your data, including:
- SSL encryption on our website.
- Password-protected access to uploaded files.
- Restricted access to personal data (only authorized school staff in Barbados).
However, no internet transmission is 100% secure. You upload files at your own risk.
7. Cookies & Tracking
Our website uses minimal cookies (e.g., to remember form inputs or analyze site traffic). You can disable cookies in your browser settings, but some form features may not work properly.
We do not use cookies for advertising or marketing.
8. Your Rights Under Barbadian Law
Under the Data Protection Act, 2019, you have the right to:
- Access your personal data (request a copy).
- Rectification (correct inaccurate data).
- Erasure (request deletion, unless we must keep records for legal or safety reasons).
- Withdraw consent at any time.
- Lodge a complaint with the Barbados Data Protection Commissioner.
- Email: [email protected]
- Mailing/Physical Address: Data Protection Commission, Ministry of Industry, Innovation, Science & Technology, 5th Floor, SSA Building, Vaucluse, St. Thomas, Barbados.
- Telephone Queries: (246) 536-1200 or (246) 536-1212.
To exercise these rights, contact our Data Protection Officer (see Section 11).
9. Data Retention
We keep personal data only as long as necessary:
- Admission inquiries: Deleted after 12 months if no enrollment.
- Enrolled students: Retained for the duration of attendance + 7 years after graduation/withdrawal (to comply with Barbadian educational record laws).
- Uploaded documents: Destroyed securely when no longer needed.
10. Children’s Privacy
Our website may collect data about children (students) only as provided by a parent or legal guardian. We do not knowingly collect data directly from children under 13 without parental consent. If you believe we have, please contact us immediately.
11. Data Privacy Officer (DPO)
For privacy concerns, data requests, or complaints, please contact our designated officer:
Data Privacy Officer – Cody Gittens
Providence School
Francia Plantation, St. George, Barbados
Email: [email protected] (Subject: “Privacy Request”)
Phone: 246-429-4120 (Elementary) or 246-621-7768 (Secondary)
12. Changes to This Policy
We may update this Privacy Policy occasionally. The latest version will always be posted on our website with a new “Effective Date.” We will notify you of material changes via email or a notice on our website.
13. Complaints
If you are not satisfied with our response, you have the right to complain to the future Barbados Data Protection Commissioner (contact details to be published by the Government of Barbados). However, we ask that you try to resolve the issue with us first.
