How we look after your information.

TODO(content): a draft for the school to approve before the website goes live.

What we collect, and why

• Enrolment applications. Your child’s details (name, date of birth, gender, home province, the grade and term you’re applying for, day or boarding, current school and any support needs), your contact details as parent or guardian, the documents you upload (such as the birth certificate, a photo, school reports and the enrolment fee receipt), any extras you order, and your child’s entrance test answers and result. We use them to consider the application and to contact you about it.
• Re-enrolments. Your child’s student number, name and date of birth, the grade you ask for, day or boarding and the programs you choose, how you’ll pay, whether you say you’re on the school’s staff, your contact details and anything else you tell us. We use them to keep your child’s place, send your order confirmation, match your payment and send your tax invoice.
• Family service requests. Shared student and parent contacts, the services requested, supporting evidence, accepted terms, named signers and confirmation times. We use them to assess requests and record each decision separately.
• Medical and emergency details. Health conditions, allergies, medicines, specific medication authorisation and supplied instructions, restrictions, medical contacts, emergency contacts and each parent permission. The School Nurse and Administration Office use the confidential record to support your child. A later update retains the earlier record.
• Media consent. Each publication choice, the parent confirmation and the exact terms. Later changes retain earlier records for staff handling.
• General enquiries. Parent contact details, an optional student name, subject, message and any private attachment.
• Authorised collection. The named adult, contact details, applicable dates and any replacement or cancellation. Staff check authority separately.
• Absence notifications. Dates, reason, written explanation and private supporting evidence. Submission does not mark the attendance register.
• Contact changes. The student identifier, proposed phone, email or address changes and the requesting person’s authority statement. Staff check and apply changes separately.
• Boarding leave. Departure and return dates and times, destination, transport, responsible adult, parent consent and the student undertaking. Boarding staff record approvals, changes, sign-out and return.
• Shop orders. Your name, phone number and email, the items you order, and anything you add (such as the student’s name or sizes). We use them to prepare your order, send your order confirmation, match your payment and send your tax invoice.
• Job applications. Your contact details, the role and your experience, your referees, and the documents you upload (such as your CV and certificates). We use them to consider your application.

We don’t sell any of it, use it for advertising or share it with anyone other than the services below that run the website for us.

Applications through personal agents

Your agent can send one complete enrolment application and your selected files when you instruct it to apply. The website records the agent’s assertion. It does not verify guardianship or record this as browser consent.

The agent receives a reference, revision and submission time. Its limited key cannot open other family records, assessments or uploaded documents. Creation access lasts 24 hours. Receipt recovery lasts seven days after submission.

Background spam review receives counts, upload totals and structural checks. It receives no names, contacts, filenames, documents, medical details or test answers. Both application emails wait for a clear review or staff release. Screening does not decide admission.

Who sees it

Applications and orders notify the school’s office. Non-medical records and documents can travel with these emails. You receive a confirmation of your request or order and, once you have paid, your tax invoice.

Medical details, their uploads and confidential follow-up notes stay out of these emails, including billing copies. Authorised School Nurse and Administration Office staff use a private export. On a resumed device, the parent or guardian must confirm their email before opening medical details. A fee-payer code does not grant this access.

A boarding student confirms their own undertaking separately. Its confirmation code is delivered through the guardian’s email for the student to use on their device. The record states this delivery method; it does not claim a verified student mailbox.

The website runs on services that store or deliver this information for the school, and only do so on its behalf:

• Fly.io runs the website, in Tokyo, Japan.
• Turso holds the database of applications, re-enrolments and orders, in Tokyo, Japan.
• Tigris (part of Fly.io) stores uploaded documents, privately: they can only be read with the school’s keys.
• Resend sends the website’s emails.

How it’s protected

• Everything you send travels over an encrypted (HTTPS) connection.
• Uploaded documents are never public, and pages with your details are never cached or shown to search engines.
• Your resume code is stored only in a form that can’t be read back, so only you can continue your application on another phone.
• The website has no advertising, no tracking and no analytics.

Cookies

The website uses a few small cookies only to make its forms work, and none for tracking:

• One that lets this phone continue the applications you’ve started, for 90 days, and one that shows your resume code once, for 30 minutes. Job applications have the same two.
• One that lets you open your latest order again, with its order confirmation or tax invoice, for 30 days.

Your shop basket is kept in your browser only until you close the tab.

How long we keep it

TODO(content): how long the school keeps applications that don’t lead to a place, job applications, and shop orders, and what happens to an enrolled child’s application once they start.

Your choices

You can ask to see the information we hold about you or your child, to correct it, or to have it deleted where the school doesn’t need to keep it. Email admin@gorokagrammarschool.com or call +675 532 2559, quoting your reference if you have one.

On a shared or borrowed phone, use “Forget this application on this phone” when you’ve finished; your application is kept, and you can continue it later with your reference and resume code.