Privacy Policy

Privacy Notice

Last updated: 21 August 2026

Sunset Montessori School ("the School", "we", "us") respects the privacy of our pupils, parents and guardians, staff, applicants and website visitors. This notice explains what personal information we collect through this website, why we collect it, who we share it with, and the rights you have over it.

We process personal data in line with the Data Protection Act, 2012 (Act 843) of the Republic of Ghana. For the purposes of that Act, the School is the data controller for the information described in this notice.

How to contact us about your data

Write to the Administration Office, Sunset Montessori School, Box KS 17940, Adum-Kumasi, call 024 451 2060, or email sunsetmontschool@gmail.com with "Data Protection" in the subject line.

What Information We Collect

Information you give us

• Contact and enquiry forms: your name, email address, the subject of your message and the content of your message.
• Admission enquiries: the child's name and age or class of interest, and the parent or guardian's name and contact details.
• Job applications: anything you choose to include in a CV, cover letter or email sent to us through the Careers page.

Formal admission, enrolment, medical and academic records are collected on paper at the Administration Office, not through this website. Those records are covered by the Parent–Student Handbook issued on enrolment.

Information collected automatically

• Server logs: our hosting provider records the IP address, browser type, pages requested and time of request for every visit. These logs are used for security and to keep the site running.
• Theme preference: if you switch the site between light and dark mode, we store that single choice in your browser's local storage under the key sms-theme. It never leaves your device and is not used to identify you.

We do not run advertising trackers on this website, and we do not sell personal information to anyone.

How We Use Your Information

We only use the personal information collected through this website for the purpose you provided it for:

• To answer your question or respond to your enquiry.
• To send you admissions information you have asked for and to guide you through the admissions process.
• To assess an application for a role at the School.
• To keep the website secure and to diagnose technical problems.
• To meet legal, regulatory and Ghana Education Service obligations.

Our lawful basis for processing is your consent when you submit a form, our legitimate interest in operating the School and responding to enquiries, and compliance with legal obligations where these apply.

We will not use your contact details to send you unrelated marketing. If we ever start a newsletter, joining it will be a separate, optional step that you can leave at any time.

Who We Share Information With

We do not sell or rent personal information. We share it only with the service providers needed to run this website, and with authorities where the law requires it.

Service providers used by this website

• Formspree — processes and delivers messages sent through our contact and enquiry forms. Your name, email address and message pass through their servers, which are located outside Ghana.
• Google Maps — the map on our Contact page is embedded from Google. When it loads, Google receives your IP address and may set cookies on your device under its own privacy policy. If you would rather not load it, our full address is written out in text above the map.
• Our web hosting provider — stores the website files and keeps the server access logs described above.

Transfers outside Ghana

Because the providers above operate internationally, information submitted through this website may be stored or processed outside Ghana. We choose established providers that offer appropriate safeguards for the data they handle.

Other disclosures

We may disclose information where we are required to by law, by a court, or by a regulator, and where it is necessary to protect the safety or welfare of a child. Our duty to safeguard children can override a request for confidentiality — see our Child Protection and Safeguarding page.

Cookies and Similar Technologies

This website does not set advertising or analytics cookies of its own.

What we do store on your device

• Theme preference (local storage, not a cookie): the key sms-theme remembers whether you chose light or dark mode. It is strictly functional, contains no personal data, and stays on your device until you clear your browser storage.

Third-party cookies

The embedded Google Map on our Contact page may set cookies controlled by Google. We do not control those cookies and receive no information from them. You can block third-party cookies in your browser settings; the rest of this site will continue to work normally.

Managing storage

Every major browser lets you view, block and delete cookies and site data from its settings or privacy menu. Clearing site data for this website will simply reset your light/dark theme choice.

Photographs, Video and Media of Children

Photographs of our pupils appear on this website, in our newsletters and occasionally on school social media, because they are the truest picture of life at Sunset Montessori. We treat those images as personal data and handle them with care.

Consent

• We ask parents and guardians for written media consent at the point of enrolment, and we record it against the child's file.
• Consent is optional. Choosing not to give it will never affect a child's place, treatment or opportunities at the School.
• Consent can be withdrawn at any time by writing to the Administration Office. We will remove the images from our website and our own channels within a reasonable period. Please note that material already printed, shared onward or saved by others cannot always be recalled.

How we use images

• We do not publish a child's full name alongside their photograph without specific permission from the parent or guardian.
• We do not publish personal contact details, class registers or any information that would help a stranger locate a child.
• Group photographs are preferred over individual portraits for general publicity.
• Images are stored securely and are not sold or licensed to third parties.

Photography by parents at school events

Parents and guardians are welcome to photograph their own child at school events for personal and family use. We ask that images of other people's children are not posted publicly on social media without those families' permission.

To request that a specific image be removed, contact the Administration Office and describe where on the site it appears. We will act on the request promptly.

How Long We Keep Information

• General enquiries: kept while we deal with your question and for a short period afterwards, then deleted.
• Admission enquiries that do not lead to enrolment: kept for the current admissions cycle, then deleted.
• Unsuccessful job applications: kept for up to twelve months in case a similar role opens, then deleted.
• Pupil records: retained for the period required by the Ghana Education Service and by law, and then securely destroyed.
• Server logs: retained for a short rolling period by our hosting provider for security purposes.

When information is no longer needed for the purpose it was collected for, we delete it or destroy it securely.

Your Rights Under Act 843

Under Ghana's Data Protection Act, 2012 (Act 843), you have the right to:

• Be informed about how your personal data is being used — which is the purpose of this notice.
• Access the personal data we hold about you, and be told where we got it from and who we have shared it with.
• Correct data that is inaccurate, out of date, incomplete or misleading.
• Object to processing that causes or is likely to cause unwarranted damage or distress.
• Prevent processing for the purposes of direct marketing.
• Request deletion or destruction of data we no longer have a lawful reason to hold.
• Complain to the Data Protection Commission if you believe we have not handled your data lawfully.

Parents and guardians may exercise these rights on behalf of a child in their care.

Making a request

Send your request to the Administration Office in writing, by post or by email to sunsetmontschool@gmail.com. We may ask you to confirm your identity before we release any information — this protects you as much as it protects us. We aim to respond within 21 days, and we do not charge a fee for a reasonable request.

Complaints

If you are unhappy with how we have handled your personal information, please raise it with the Administration Office first — most concerns are resolved quickly and directly.

If you remain dissatisfied, you have the right to complain to Ghana's supervisory authority:

Data Protection Commission, Ghana
dataprotection.org.gh

Changes to This Notice

We review this notice periodically and will update it whenever our practices change or the law requires it. The date at the top of the first section always shows when it was last revised. Material changes will be highlighted on our News & Events page.