Privacy Policy — Mother Hen Pre-School & Day Care

This Privacy Policy explains how Mother Hen Pre-School & Day Care ("we", "us", "our") collects, uses, and protects information submitted through our website, motherhen.co.bw, including our online Student Admission Form.

Information We Collect

When you submit our Student Admission Form, we collect:

The child's full name, gender, date of birth, place of birth, nationality, home language, and admission level
Parent, guardian, and emergency contact details, including full names, ID/passport numbers, occupation, phone numbers, email addresses, and residential addresses
Medical information, including doctor and clinic details, medical aid information, allergies, and any special medical or support needs
Consent selections, including photo/video consent and outdoor activity consent

If you contact us directly by phone, email, or WhatsApp, we may also collect any information you choose to share with us in that correspondence.

How We Use This Information

Information submitted through the admission form is used solely to:

Process and evaluate enrolment applications
Communicate with parents/guardians about admission status, school fees, and school activities
Maintain accurate emergency contact and medical records to ensure the child's safety and wellbeing while in our care
Fulfil legal or regulatory record-keeping requirements applicable to registered day care facilities

We do not use information collected through the admission form for marketing or advertising purposes, and we do not sell or rent personal information to third parties.

Children's Personal Information

        Because our admission form collects information about children, we take extra care to limit access to this data to staff who require it for enrolment and day-to-day care purposes only.
      

Photo/video consent is collected explicitly within the admission form. Where a parent/guardian selects "No", the child's image will not be used in school photos, videos, or promotional material. Consent can be withdrawn at any time by contacting the school directly.

How Information Is Submitted & Stored

Our admission form is processed using a third-party form-delivery service, which securely transmits submitted form data to the school's email and/or WhatsApp Business number for review. We do not store form submissions in a public-facing database on our website.

Our website may also use Google Maps to display our location. Google's own privacy policy governs any data collected through embedded map interactions.

Data Retention

We retain admission and enrolment information for as long as the child is enrolled at the school, and for a reasonable period afterward for record-keeping purposes. Parents/guardians may request deletion of their information where it is no longer required to be retained, subject to any applicable legal or regulatory record-keeping obligations.

Your Rights

Parents and guardians have the right to:

Request a copy of the personal information we hold about their child or family
Request corrections to inaccurate or outdated information
Withdraw photo/video consent at any time
Request deletion of personal information, where we are not otherwise required to retain it

To exercise any of these rights, please contact us using the details below.

Cookies & Website Usage

Our website does not use tracking or advertising cookies. Any technical data collected (such as browser type) is used only to ensure the website displays and functions correctly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal and regulatory reasons. The "last updated" date at the top of this page reflects the most recent revision.