1. Introduction

Learning Hive Christian Academy (“we,” “our,” “us”) is committed to safeguarding the privacy and personal data of our students, parents/guardians, and staff. This Privacy Policy explains how Hive Classroom, our Student Management System, collects, uses, stores, and protects personal data in compliance with applicable data protection laws, including the Ghana Data Protection Act, 2012 (Act 843).

2. Data We Collect

We collect and process only the personal data necessary for the management of students from Reception (Kindergarten) to Year 6, their parents/guardians, and relevant staff.

a. Student Data

• Full name
  
  
• Date of birth and age
  
  
• Gender
  
  
• Nationality
  
  
• Home address
  
  
• Parent/guardian contact details
  
  
• Academic records (grades, progress reports, assessments)
  
  
• Attendance records
  
  
• Health or medical information (where necessary for student welfare)
  
  
• Special educational needs (if disclosed for academic support)
  
  
• Photographs or digital media (for school records, ID cards, or authorized publications)
  
  

b. Parent/Guardian Data

• Full name
  
  
• Contact information (phone numbers, email addresses, postal address)
  
  
• Relationship to student
  
  
• Occupation and employer (optional, where disclosed)
  
  
• Payment and billing records (fees, donations, etc.)
  
  

c. Staff Data (limited to Hive Classroom usage)

• Name
  
  
• Contact details
  
  
• Role and responsibilities
  
  
• Access credentials and permissions
  
  

3. Purpose of Data Collection

We process personal data to:

• Manage admissions, enrolment, and student placement
  
  
• Communicate effectively with parents and guardians
  
  
• Deliver and monitor teaching, learning, and student progress
  
  
• Record attendance and punctuality
  
  
• Provide appropriate pastoral, medical, and special educational needs support
  
  
• Manage billing, payments, and financial administration
  
  
• Ensure school safety, security, and compliance with regulatory obligations
  
  
• Issue academic certificates, reports, and transfer documentation
  
  
• Facilitate extracurricular activities and events
  
  

4. Data Sharing

We do not sell or trade personal data. Data may be shared with trusted third-party service providers strictly for operational purposes, including:

• Cloud Provider (secure hosting and backups)
  
  
• Email Provider (school communication)
  
  
• Learning/Assessment Platforms (where integrated for student learning support)
  
  
• Regulatory and Educational Authorities (as legally required)
  
  

Each provider is contractually bound to protect personal data and process it only in accordance with our instructions and applicable data protection laws.

5. Data Storage and Retention

• Student and parent data is stored securely on encrypted servers hosted by our Cloud Provider.
  
  
• Records are retained only for as long as necessary:
  
  
  • Academic records: retained for the duration of enrolment and up to 5 years post-graduation/transfer.
    
    
  • Health and pastoral records: retained for the duration of enrolment, or longer if required by law.
    
    
  • Staff access records: retained for as long as the staff member has active access, and securely deleted thereafter.
    
    

After the retention period, data is either securely deleted or anonymized for statistical purposes.

6. Data Security Measures

We employ robust technical and organizational safeguards to protect personal data, including:

• Secure Socket Layer (SSL) encryption for all data transmissions
  
  
• Role-based access controls to limit access to authorized staff only
  
  
• Strong password and authentication policies
  
  
• Encrypted backups stored securely offsite
  
  
• Regular audits, monitoring, and incident response procedures
  
  
• Staff training on data protection awareness
  

7. Rights of Data Subjects

Parents, guardians, and (where applicable) students have the following rights regarding their personal data:

• Right to Access – request a copy of the personal data held.
  
  
• Right to Rectification – request correction of inaccurate or incomplete data.
  
  
• Right to Erasure – request deletion of personal data, subject to legal or contractual obligations.
  
  
• Right to Restrict Processing – request limited use of data under certain circumstances.
  
  
• Right to Object – object to specific data processing activities.
  
  
• Right to Data Portability – request transfer of data in a structured digital format (where applicable).
  
  

Requests may be made through the designated Data Protection Officer (DPO). We will respond within the timeframe required by law.

8. Children’s Data

As our system manages students under the age of 13, parental/guardian consent is required for the collection and use of children’s personal data. We process such data solely for educational and school management purposes, with enhanced safeguards to protect children’s privacy.

9. Data Breach Notification

In the event of a data breach that risks the rights and freedoms of individuals, we will:

• Notify the Ghana Data Protection Commission within 72 hours (where required).
  
  
• Inform affected parents, guardians, or staff promptly, with details of mitigation measures.
  
  

10. Contact 

For questions, concerns, or data rights requests, please contact:

admin@lhchristianacademy.com

11. Updates to this Policy

We may update this Privacy Policy periodically to reflect legal requirements, best practices, or changes to Hive Classroom’s functionality. Parents and staff will be notified of significant updates.