General Privacy Disclaimer
IMPORTANT NOTICE: The Pulse4Success Learner Management System collects, stores, and processes personal information of learners for educational purposes. By using this system, users acknowledge and agree to the terms outlined in these disclaimers and our comprehensive privacy policy. All data handling practices comply with the Protection of Personal Information Act (POPIA) and applicable educational privacy regulations.
Data Collection and Usage Disclaimers
Educational Purpose Limitation
Disclaimer: Learner data collected through Pulse4Success is used exclusively for educational, behavioural intervention, and learner support purposes within Kensington High School.
Limitation: Data may not be used for any commercial purposes, marketing activities, or shared with third parties outside the authorised educational context without explicit parental consent.
Data Accuracy Disclaimer
Notice: While every effort is made to ensure data accuracy, Pulse4Success and its operators cannot guarantee the complete accuracy of all information entered by users.
Responsibility: Parents/guardians and learners are encouraged to review their data and report any inaccuracies immediately and regularly.
Correction Process: Inaccurate information will be corrected within 30 days of verified notification.
System Limitations Disclaimer
Technical Limitations: Pulse4Success is a pilot system and may experience technical issues, temporary downtime, or data processing delays.
No Guarantee: The system's availability and functionality are provided "as is" without warranty of continuous operation.
Backup Systems: Traditional record-keeping methods remain in place as backup to digital systems.
Parental Access Rights and Limitations
Parental Access Rights Disclaimer
Parents and legal guardians have the following rights regarding their minor child's data:
Full Access Rights
View all academic, behavioural, and personal data collected about their child.
Request copies of all information in commonly readable formats
Receive regular updates on data collection and usage
Access intervention plans and progress reports
Request and Response Times
Standard Requests: Processed within seven business days
Urgent Requests: Processed within 24-48 hours where possible
Complex Requests: May require up to 30 days for complete fulfilment
Disclaimer: Response times may be affected by school holidays, technical issues, or the complexity of the request
Limitations on Parental Access
Confidential Communications Disclaimer
Limited Access: Certain communications between learners and school counsellors may be subject to professional confidentiality requirements
Legal Protection: Where mandated by law or professional ethics, some information may be withheld to protect the welfare of learners.
Case-by-Case Basis: Access limitations are determined individually based on learner age, maturity, and specific circumstances
Third-Party Information Disclaimer
Restricted Access: Parents cannot access information about other learners, even if mentioned in relation to their child
Anonymisation: Reports may contain anonymised references to other learners that cannot be identified
Privacy Protection: Information sharing is limited to protect the privacy rights of all learners
Learner Autonomy Considerations
Age-Dependent Access: For learners aged 16-18, certain personal communications may be subject to learner consent
Counselling Records: Professional counselling notes may have restricted access based on therapeutic relationship requirements
Learner Request: Mature minors may request that certain information be kept confidential from parents in specific circumstances
Data Sharing and Disclosure Disclaimers
Internal Sharing Disclaimer
Educational Team: Learner data is shared among authorised educational professionals on a need-to-know basis
Professional Judgment: Teachers, counsellors, and administrators use professional discretion in information sharing
Collaborative Care: Information sharing supports coordinated learner care and intervention strategies
External Sharing Limitations
No Unauthorised Sharing: Learner data is never shared with external parties without explicit consent
Legal Compliance: Information may be disclosed when required by law, court order, or to protect learner safety
Emergency Situations: Critical safety information may be shared with emergency services or child protection agencies when necessary
Research and Analytics Disclaimer
Anonymised Data: Aggregate, anonymised data may be used for system improvement and educational research
No Individual Identification: Research use ensures that no individual learners can be identified
Opt-Out Option: Parents may request that their child's data be excluded from research activities
Consent and Withdrawal Disclaimers
Consent Validity Disclaimer
Active Consent Required: Passive consent (failure to object) is not sufficient for data collection
Informed Consent: Parents receive complete information about data collection before providing consent
Ongoing Consent: Consent may be renewed annually or when system practices change significantly
Consent Withdrawal Disclaimer
Right to Withdraw: Consent may be withdrawn at any time through written notice.
Processing Timeline: Data deletion occurs within 30 days of withdrawal request
Service Impact: Withdrawal may limit learners' access to certain LBMC services and interventions
Archival Requirements: Some data may be retained for legal compliance even after consent withdrawal
Technology and Security Disclaimers
Data Security Disclaimer
Security Measures: Industry-standard security measures protect learner data
No Absolute Security: No digital system can guarantee 100% security against all threats
Incident Response: Security breaches will be reported to authorities and affected parties as required by law
User Responsibility: Users must maintain confidential login credentials and report suspected security issues
System Access Disclaimer
Authorised Access Only: System access is limited to authorised personnel with legitimate educational interest
Audit Trails: All system access and data modifications are logged for security and accountability
User Monitoring: System usage may be monitored to ensure appropriate use and detect security threats
Legal and Regulatory Disclaimers
POPIA Compliance Disclaimer
Legal Compliance: All data practices comply with the Protection of Personal Information Act
Rights Protection: Learners and parents have all rights afforded under POPIA
Complaint Process: Complaints may be filed with the Information Regulator if rights are believed to be violated
Educational Records Disclaimer
Permanent Records: Certain information may become part of the learner's permanent educational record
Transfer Rights: Educational records follow learners to new schools as required by law
Retention Requirements: Some data must be retained for specific periods as required by educational regulations
Liability Limitations
System Performance: Rudder4Life and Kensington High School are not liable for decisions made based solely on system data
Professional Judgment: System information supplements but does not replace professional educational judgment
Third-Party Actions: No liability for actions taken by unauthorised third parties who may gain access to data
Contact Information for Concerns: info@pulse4success.com
Data Protection Queries: info@pulse4success.com
______________________________________________________________________________________________________________
Rights and Complaints
Acknowledgement and Agreement
By accessing or using the Pulse4Success system, users acknowledge that they have read, understood, and agree to these disclaimers and the associated privacy policies. These disclaimers are subject to change, and users will be notified of any material modifications.
______________________________________________________________________________________________________________
Pulse4Success Learner Management System Consent Policies for Storing Learner Data
Data Protection and Privacy Framework
Users of the Pulse4Success Learner Management System can be assured that their privacy and personal information are protected. We prioritise the safeguarding of all learners' data, with particular care for minors under the age of 18. Our data handling practices fully comply with the Protection of Personal Information Act (POPIA) and adhere to international best practices for the management of educational data.
Types of Data Collected
Academic Data
Academic performance records and assessments
Attendance records and participation metrics
Learning objectives and progress indicators
Behavioural Data
Behavioural incident reports and interventions
Social-emotional development assessments
Behaviour improvement plan progress
Intervention outcomes and effectiveness measures
Personal Information
Student identification details (name, grade, learner number)
Contact information (address, emergency contacts)
Guardian/parent information for communication purposes
Consent Requirements
For Minors (Under 18 Years)
Parental/Guardian Consent Required:
Written consent must be obtained from parent(s) or legal guardian(s) before any learner data is collected or stored
Consent forms must be signed and dated by the responsible adult
Consent covers data collection, storage, processing, and sharing within the educational context
Learner Assent:
Learners aged 12 and above will be informed about data collection in age-appropriate language
Learners have the right to understand what information is being collected and why
Learners may express concerns about data collection to parents/guardians or school counsellors
Consent Withdrawal
Parents/guardians may withdraw consent at any time by submitting a written request to the school administration
Upon consent withdrawal, learner data will be securely deleted within 30 days
Withdrawal of consent may impact the learner's ability to participate in certain LBMC programs
Data Storage and Security
Security Measures
All data is encrypted both in transit and at rest
Access is restricted to authorised personnel only through secure login credentials
Regular security audits and system updates are conducted
Data backups are encrypted and stored securely
Data Retention
Learner data is retained only for the duration necessary to fulfil educational purposes
Behavioural data is typically retained for the duration of the learner's enrolment
Upon graduation or transfer, data is archived according to school policy and legal requirements
Data is securely destroyed after the legally required retention period
Data Access and Sharing
Authorised Access
Data may be accessed by:
LBMC counsellors and designated staff
Teachers directly involved in the learner's education
School administrators and leadership team
Parents/guardians of the specific learner
The learner (age-appropriate access)
Sharing Limitations
Data is never shared with external parties without explicit consent
Information sharing is limited to educational purposes within the school environment
No data is used for commercial purposes or marketing
Aggregate, anonymised data may be used for system improvement and research purposes
Learner and Parent Rights
Right to Access
Parents/guardians have the right to view all data collected about their child
Learners have age-appropriate access to their information
Access requests must be submitted in writing to the school administration
Right to Correction
Parents/guardians may request correction of inaccurate information
Corrections will be made within 30 days of verified requests
All corrections will be documented, and audit trails will be maintained
Right to Data Portability
Upon request, parents/guardians may receive a copy of their child's data in a commonly used format
Data transfer requests for school changes will be processed according to standard procedures
Consent Process
Initial Consent
Parents/guardians receive detailed information about Pulse4Success and data collection
Consent forms are provided in the home language where possible
Parents/guardians sign and date consent forms
School maintains signed consent documentation
Learners are informed about the system in age-appropriate terms
Ongoing Consent Management
Annual consent renewal reminders are sent to parents/guardians
Changes to data collection practices require new consent
Parents/guardians are notified of any system updates affecting privacy
Contact Information for Data Protection Queries
Rudder4Life Data Protection Contact: Ian Bartes, CEO Email: info@pulse4success.com Phone: 083 630 6241
Complaints and Concerns: Parents/guardians may file complaints with the Information Regulator of South Africa if they believe their data protection rights have been violated.
Emergency Situations
In cases where a learner's safety is at immediate risk, authorised school personnel may access relevant learner data without prior consent to ensure the learner's welfare. Parents/guardians will be notified as soon as reasonably possible after such access occurs.
This policy is effective as of the commencement of the Pulse4Success pilot program and is subject to periodic review and updates. Parents/guardians will be notified of any material changes to these policies.
Last Updated: 1 September 2025