Privacy policy
What we know about you and your son, why we hold it, and how to see, correct or delete it.
We review our policies every year and whenever something changes. Ask the school office for a printed copy.
- Version
- 1.0
- Approved by
- Khamis Abubakar Juma, Principal
- Next review
- November 2027
What you can ask us to do
You can make any of these requests by WhatsApp, by email to admissions@olgunsecondary.com , or at the school office. You do not have to give a reason.
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See the details we hold about you or your son. Tell us who you are and what you would like to see. We may ask you to confirm who you are before we share anything.
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Correct details that are wrong or out of date.
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Delete details we no longer need, or stop using them for a purpose you did not agree to.
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Withdraw photo consent, or ask us to remove a photo of your son. Tell us which photo or page. We confirm your request within 1 working day and take the photo off the website within 1 working day.
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We reply to other requests within 15 working days. If you are not happy with our answer, see If you are not happy below.
The short version: enquiries through this website
This part covers the enquiry and visit forms on this website.
Who we are
Olgun Secondary School, Mtondoni, Tomondo, Magharibi B District, Unguja, Zanzibar. You can reach us at admissions@olgunsecondary.com .
What we collect
When you send an enquiry or ask to visit, we receive your name, your WhatsApp number, your son's current class, where you live and anything you write in the question box. We do not ask for your son's name, date of birth or documents through this website.
Why we use it
Only to reply to you about admissions and visits, and to arrange a visit if you ask for one. We do not sell or share your details with anyone outside the school.
Where it is kept
Your enquiry is stored in the school's own Google Workspace account, which only named admissions staff can open. We keep enquiries for 24 months and then delete them unless your son joins the school.
Your choices
You can ask us at any time to show you, correct or delete the details we hold about you. Write to admissions@olgunsecondary.com or send us a message on WhatsApp.
Cookies and statistics
This website does not use advertising or tracking cookies. We count visits and clicks in a way that does not identify you, to see which pages help parents most.
Who is responsible for your data
Olgun Secondary School, Mtondoni, Tomondo, Magharibi B District, Unguja, Zanzibar, decides how the personal data described on this page is used.
The person at the school who looks after data protection is the Principal, Khamis Abubakar Juma. You can write to them at admissions@olgunsecondary.com .
Whose data we hold
- Parents and guardians who contact us or ask to visit.
- Boys at the school, and their parents and guardians.
- People who apply for a job at the school.
- Visitors to the campus. The campus has CCTV, and visitors sign in at the gate.
- People who use this website.
What we collect and why
| Enquiries and visits | Your name, WhatsApp number, your son's class, where you live and your message. Used only to answer you and arrange a visit. |
|---|---|
| Applications | Families collect a paper application form at the school, or ask for one by phone or WhatsApp. Documents are handed in at the school. We do not accept passports, birth certificates or school reports through this website. Copies may also be sent on WhatsApp to the school number. Once a document is filed, we delete the copy from the phone. |
| Boys at the school | Contact details, attendance, results, and the health information needed to care for a boy who boards. Used to teach and look after him. |
| Exam entries | The details NECTA needs for Form 4 and the Zanzibar Examinations Council needs for Form 2. |
| Photos | Only with a parent's written consent for each use. See Photos of boys. |
| Job applicants | Your CV, contact details and the names of your referees. See Careers. |
| Website visits | Counts of visits and clicks that do not identify you. |
Information about children
Most of what a school holds is about children, so we treat it with extra care. We collect only what we need. We ask for a parent's written consent before using a boy's details for anything beyond teaching him and caring for him. A parent can withdraw that consent at any time, free of charge and without giving a reason.
Information about a boy's health, or about a safeguarding concern, is seen only by the staff who need it. Safeguarding records are kept apart from ordinary school files and are never stored on this website.
Photos of boys
We ask parents for consent separately for each way a photo might be used. Nothing is ticked in advance, and saying no to one does not mean no to the others.
- School website.
- School social media accounts: the school's Facebook page and Instagram account.
- Printed material, such as a prospectus or a banner.
Rules we always follow
We never put a boy's full name next to his face, in a caption, a file name or a description. We do not photograph dormitories, bathrooms, changing areas or the sick bay with boys in them. We do not share where boys are while a trip is happening. We remove location data from photos before they are published.
Boys aged 13 and over are asked for their own view. If a boy does not want a photo used, we do not use it, even when his parent has agreed.
Changing your mind
You can withdraw consent at any time by WhatsApp, by email to admissions@olgunsecondary.com or at the office. No reason is needed. We confirm within 1 working day and take the photo off the website within 1 working day. Photos on the school's social media accounts are removed within 3 working days. Printed material already given out cannot be recalled, but it is not reprinted with the photo.
If a request comes with a worry about a boy's safety, the photo is removed at once and the Designated Safeguarding Lead is told.
Consent is recorded on a paper form signed by a parent and kept in the school's consent register.
Who we share it with
We never sell personal data, and we never share it with anyone for their own marketing. We share it only where it is needed:
- NECTA and the Zanzibar Examinations Council, to enter boys for national exams.
- The Ministry of Education and Vocational Training, Zanzibar, when it asks for information it is entitled to.
- Doctors and hospitals, when a boy needs medical care.
- Social Welfare or the police, when this is needed to protect a child.
- Companies that run services for us under our instructions: Google Workspace for email and records, and Cloudflare for this website, its forms and its visitor counts.
- We do not share personal data with our sister school in Kenya.
Data stored outside Tanzania
Google and Cloudflare may store or process data on servers outside Tanzania. We use them only to run the school's email, records and website, and we choose settings that keep access limited to named staff.
How long we keep it
| Enquiries | 24 months, unless your son joins the school |
|---|---|
| Applications that do not lead to a place | 12 months after the decision |
| Records of boys at the school | While he is at the school, and afterwards for as long as the Ministry of Education requires |
| Photo consent records | While consent lasts, and 3 years after |
| Job applications that do not lead to a post | 3 months |
| Safeguarding records | Kept securely for as long as they may be needed to protect a child, and reviewed every year |
How we protect it
- Only named staff can open enquiry and pupil records.
- School accounts use two-step sign-in.
- We do not take documents through this website. Copies sent on WhatsApp are deleted from the phone once they are filed.
- Safeguarding records are kept separately, with access limited to the safeguarding leads.
- If data is lost or seen by the wrong person, the Principal finds out what happened, stops it where possible and tells the families affected.
If you are not happy
Please tell us first, at admissions@olgunsecondary.com or through our complaints procedure. We will try to put it right.
You can also complain to the Personal Data Protection Commission, helpdesk@pdpc.go.tz.
Cookies and this website
This website does not use advertising or tracking cookies. Visits are counted with Cloudflare Web Analytics, which does not use cookies and does not identify you. The public pages of this website set no cookies.
Links to WhatsApp and Google Maps open those services. Their own privacy policies apply once you are there.
The law
We handle personal data in line with the principles of the Personal Data Protection Act, 2022 (Act No. 11 of 2022, Cap. 44) of the United Republic of Tanzania.
Changes to this policy
When our practice changes we update this page and the version and date at the top.
Come and see the school.
Walk the classrooms and dormitories, meet the teachers and ask your questions in person.