Introduction
West Nairobi School (WNS) is committed to protecting the privacy and security of our students faculty and staff’s personal information. WNS complies with the relevant national data protection regulations as required by the Kenya Data Protection Act of 2019.
This policy outlines our practices for collecting and using personal information, ensuring its protection. This applies to information collected in analog forms (all written documents) or digitally through our online platforms or email.
What data do we collect and how do we use it
We gather personal information from students, employees, parents, and occasionally from third parties. This information is essential for ensuring a secure teaching and learning environment, as well as for administrative, business, and communication purposes. The types of data we may collect include, but are not limited to:
Demographic information:
- Name – Your full legal name
- Address – How do we reach you
- Date of birth – birth information
- Contact information -telephone numbers or email addresses
- Academic records – Personal academic portfolio
- Health information – to safeguard our students and employees Photographs – for our school and HR records.
- Identity documents – Passport, ID card, Birth certificate
Use of Data collected
The collected data is used for the following purposes:
- Enrollment, re-enrollment, and registration for the next academic year
- Student Academic performance tracking
- To meet Child protection requirements
- Provided appropriate learning environment for all our students
- Health and safety management for the WNS community
- Communication with parents/guardians
- Compliance with legal and regulatory requirements
- Payroll and other well-being records for our employees
Source of data
West Nairobi School obtains its data primarily from sources that provide it with consent (Parents, guardians, employees). When data is collected from third parties, it is done in the context of delivering services.
Data Sharing
West Nairobi School does not share student information with third parties except as required by law or with the explicit consent of parents/guardians. Any third-party service providers we work with must adhere to strict data protection standards. Some third parties may include the College Board, which receives student information that matches them with higher learning institutions for their career development.
Data Security
We implement robust security measures to protect student data from unauthorized access, disclosure, or theft. These measures include:
- Encryption of sensitive data
- Regular security audits
- Access controls and authentication protocols (2FA, access control by privilege) ● Employee training on data privacy and security
Data Retention and storage
WNS is committed to effectively managing its records to ensure compliance with legal and regulatory requirements. This approach contributes to the overall management of our academic institution. Proper records management fosters accountability and protects the rights and interests of our school. Additionally, the school has established separate retention policies for different individuals and departments. Student records are kept for a maximum of 10 years after graduation or withdrawal from school after the expiry of this time these records would be securely destroyed. Student Performance records such as transcripts will be available for a longer period and must be requested in writing.
Security data capture through CCTV
WNS has a security surveillance system that operates 24 hours a day. This system is used to monitor the campus and ensure the safety of our students, parents, and employees. CCTV footage is accessible only to the security office, the School Director, and the Business Manager, and it is used solely for security purposes.
Parental Rights
WNS Parents/guardians have the right to access, review, and request corrections to their child’s personal information. They can also request the deletion of data that is no longer necessary for educational purposes captured on our systems. This request must be done in writing to ensure we adhere to the Kenya Data Protection Law of 2019.
Policy Updates
This policy may be updated periodically to reflect changes in our practices or legal requirements. We will inform parents and guardians about any significant updates.
Who do I contact?
For any questions or concerns regarding this policy, please contact THE WNS DPO at DPO@westnairobischool.org, +254 709 331 000
