1. Who We Are
Robin Hood Academy is an independent school located at 1 Boundary Road, Sundowner, Honeydew Lifestyle Estate, Johannesburg. We are committed to protecting the personal information of parents, guardians, learners, and all visitors to our website in accordance with the Protection of Personal Information Act, 2013 (POPIA).
2. Information Officer
Our designated Information Officer can be contacted at:
- Email: info@robinhoodacademy.org.za
- Phone: 010 313 0330
- Address: 1 Boundary Road, Sundowner, Johannesburg
3. What Information We Collect
When you submit an enquiry through our website contact form, we collect:
- Parent or guardian name and contact details (phone number, email address)
- Residential address
- Learner name(s) and grade(s) applying for
- Current or previous school name
- Whether the learner received a government subsidy at their previous school
- Number of children being enrolled
- How you heard about our school
- Any additional information you include in the message field
4. Why We Collect This Information
We collect and process your personal information for the following purposes:
- To respond to your enquiry — contacting you about admissions, tours, fees, or general questions
- To prepare for fee discussions — information about previous schooling and subsidies helps our admissions team prepare relevant fee information before your first conversation
- To manage the admissions process — tracking enquiries, scheduling tours, processing applications
- To improve our services — understanding how parents find us and what grades are in demand helps us plan capacity and outreach
- To send relevant communications — such as information packs, fee schedules, and prospectus documents you have requested
5. Legal Basis for Processing
We process your personal information based on:
- Your consent — given when you submit the contact form and tick the consent checkbox
- Legitimate interest — managing our admissions process and responding to your enquiries
- Contractual necessity — if you proceed to enrol your child, processing is necessary to fulfil the enrolment agreement
6. How We Store and Protect Your Information
- Your information is stored securely in our admissions management system, hosted on Google Workspace for Education
- Access is restricted to authorised staff members (admissions officer, bursar, and school management)
- We use encrypted connections (HTTPS) for all data transmitted through our website
- Automated email responses are sent from verified school email addresses only
7. Who Has Access to Your Information
Your personal information is accessible only to:
- Robin Hood Academy admissions and administrative staff
- School management (for fee-related decisions)
- Our technology partner, Dithapelo Group, who maintains our website and admissions system (under a data processing agreement)
We do not sell, rent, or share your personal information with any third parties for marketing purposes.
8. How Long We Keep Your Information
- Enquiries that do not lead to enrolment: retained for up to 24 months, then securely deleted
- Enrolled learners: retained for the duration of enrolment plus 5 years, as required for educational record-keeping
- You may request earlier deletion at any time (see Section 10)
9. Cookies and Website Analytics
Our website uses Google Analytics to understand how visitors interact with our site. This collects anonymised data such as pages visited, time on site, and device type. No personally identifiable information is collected through analytics.
We do not use advertising cookies or tracking pixels.
10. Your Rights Under POPIA
You have the right to:
- Access — request a copy of the personal information we hold about you
- Correction — request that we correct any inaccurate information
- Deletion — request that we delete your personal information (subject to legal retention requirements)
- Object — object to the processing of your personal information
- Withdraw consent — withdraw your consent at any time by contacting us
To exercise any of these rights, contact our Information Officer at info@robinhoodacademy.org.za. We will respond within 30 days.
11. Complaints
If you believe we have not handled your personal information in accordance with POPIA, you may lodge a complaint with the Information Regulator:
- Website: inforegulator.org.za
- Email: complaints.bi@inforegulator.org.za
12. Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.
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