RHS STAFF PRIVACY POLICY

Effective Date: 27.03.2026

1. Introduction

RHS Staff ("the Platform", "the System", "we", "our", "us") is an internal staff management system used by Roosevelt High School for workforce administration, timesheet management, period register management, compliance processes, and remuneration support.

This Privacy Policy explains how personal information is collected, processed, stored, and protected in accordance with the Protection of Personal Information Act, 2013 (POPIA), and applicable platform requirements.

2. Who Uses This System

RHS Staff is intended solely for authorised staff members, administrators, and authorised organisational users. Accounts are created and managed by authorised administrators.

3. Information We Collect

We may collect:

• Name and surname
• School email address
• Authentication credentials
• Timesheet information
• Period register information
• Attendance-related records
• Login timestamps
• User roles and permissions
• Technical information necessary for authentication and security
• Device session information necessary for operation

4. Why We Collect Information

Information is processed for:

• Authentication and access control
• Staff administration
• Compliance reporting
• Payroll and remuneration support
• Attendance management
• Administrative reporting
• Security monitoring
• System maintenance and troubleshooting

5. How Accounts Work

Accounts are created by authorised administrators and linked to organisational email addresses. They are managed internally and removed when staff no longer require access.

6. Data Sharing

Information is only shared with authorised school administrators where operationally necessary, where legally required, or for payroll, compliance, and administrative processes. We do not sell personal information.

7. Data Security

Security measures include password hashing, encrypted communications, strict access controls, authentication tokens, restricted administrative access, and secure storage mechanisms.

8. Mobile Application Storage

The mobile application may store limited authentication and session information locally on your device to maintain functionality and offline capability.

9. Data Retention

Information may be retained for operational, compliance, employment, remuneration, audit, or legal purposes as required by the school's record-keeping policies.

10. Your Rights Under POPIA

Users may request access to their information, correction of inaccurate information, clarification of stored information, or deletion where legally permissible.

11. Account Removal

Accounts are administered internally. When staff no longer require access, authorised administrators may deactivate or delete accounts according to organisational requirements.

13. Policy Changes

This policy may be updated periodically to reflect system changes or legal requirements.