Privacy Policy

Draft for Association review · Version 1.0 · Prepared 13 September 2026. Not yet adopted.

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1. Who this policy covers

Denbigh High School Past Students Association (DHS PSA) operates the public website and DHS PSAN member services. This policy describes information used for those services, including executive administration. It does not cover websites operated independently by the school, payment providers or social-media companies.

2. Information used by the service

• Account details: name, email address, password hash, verification and account status.
• Profile details you supply: school years, former name, location, occupation, biography, contact details and profile photo.
• Membership and payments: membership periods, currency and amounts, payment references, receipts or proof of payment, and review decisions.
• Community activity: posts, uploaded media, connections, messages, reports and related moderation records.
• Governance records: nominations, election participation, executive appointments and information entered into authorised workspaces.
• Technical and service records: sessions, security and activity logs where recorded, and messages sent through the contact form.

Do not include passwords, full card numbers or unrelated identity documents in posts, messages or payment proofs. Redact information that is not needed to verify a payment.

3. Purposes and processing grounds

Information supports account verification, member services, payment review, Association communications, events, governance, safety and responding to enquiries. Processing must have a lawful basis appropriate to its purpose, such as consent where required, providing requested services, legal obligations or another ground permitted by applicable law. Optional publicity or marketing use requires a separate assessment; registering is not blanket permission to reuse all member information for promotion.

4. Visibility and access

Public news, event content and public executive profiles can be read by visitors. Member-directory and community visibility depend on the feature and available privacy settings. Check the audience before posting. Other recipients may copy material you share.

Administrative access follows assigned roles. Executive conversations are restricted in the application to their participants who retain executive eligibility. A technical ICT role alone does not grant access to private membership, financial or legal workspaces. These controls do not mean messages are end-to-end encrypted: authorised hosting or database operators may have technical access when operating or securing the service.

5. Providers and disclosures

Hosting, storage and email providers may process information needed to operate the website. Payment links send you to PayPal or another identified provider, which applies its own terms and privacy notice. The site records payment details and proofs for verification; it does not require you to enter your payment-provider password into DHS PSAN.

Information may also be handled by authorised Association officers, advisers or authorities when necessary for an identified service, governance matter or lawful requirement. External providers may process information outside Jamaica. The Association must assess the relevant transfer safeguards and inform members of material changes to its processing arrangements.

6. Cookies and external services

The website uses session and security cookies for functions such as sign-in and form protection. Disabling them may prevent those functions from working. External payment, social-media and embedded-media services may apply their own cookie practices. Consult their notices before using those services.

7. Retention and security

Account information is used while services are provided. Financial, governance, moderation and audit records may need to remain after an account closes for legal obligations, disputes or accountability. Retention should be limited to the purpose and applicable law, including backup handling. Specific retention periods and provider arrangements must be confirmed by the Association before this draft is adopted. Account closure does not automatically erase every historical record.

Security measures include password hashing, access controls and validation. No online system is risk-free. Report suspected unauthorised access promptly through the contact details below.

8. Your choices and rights

You can update available profile fields and ask the Association about access to your personal data, correction of inaccuracies, objections to processing or withdrawal of consent where applicable. Rights and exceptions depend on the law; deletion is not unconditional. Identity checks may be needed to protect your information. You may also complain to the Office of the Information Commissioner.

9. Requests, young members and changes

Send privacy requests to info@denbighhighschoolpsa.org and denbighhighpsa@gmail.com with the subject “Privacy request”, or use Contact Us. Do not send identity documents until requested through an appropriate channel. A parent or guardian may contact the Association concerning a young person’s information, subject to verification and applicable law.

Changes will be identified by the version and date on this page. Material new purposes should be explained before information is used for them. Read the official data-protection resources for further information.