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. We collect your child’s name, birth date, gender, home province, requested grade and term, attendance type, current school and support needs. We also collect your contact details, submitted documents, requested extras and your child’s entrance test answers and result. An earlier fee receipt is optional. We use these records to consider the application and contact you.
• Re-enrolments. We collect your child’s student number, name, birth date, requested grade, attendance type and selected programmes. We also collect your proposed payment method, any staff exemption claim, contact details and other information you submit. We use this information to review your request and send a receipt. The Bursar confirms fees and invoices separately.
• 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 requests. We collect your name, phone number, email, selected items and any details you add, such as sizes. We use them to review availability and send a receipt. The Bursar confirms prices and invoices separately.
• 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 requests notify the school’s office. Non-medical records and documents can travel with these emails. You receive a request receipt. The Bursar sends a confirmed tax invoice before payment for new requests. Older website orders retain their existing payment and invoice process.

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. Saved medical details stay on the original device and cannot be reopened on a resumed device. Families can contact the school or start a new medical update.

The parent or guardian submits a boarding leave request. The school obtains the student’s undertaking separately before approving leave.

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 shop request or order again, with its receipt or legacy document, 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.