Privacy Policy

How St. Philip Neri School collects, uses and protects your information when you apply for a scholarship through this portal.

1. Who we are

This scholarship portal is operated by St. Philip Neri School. Questions about this policy or your data can be sent to info@spns.sc.ke or addressed to the school office.

2. What we collect

When a parent or guardian submits a scholarship application, we collect:

• The applicant's details — name, date of birth, sex, birth certificate number, nationality, photograph, residence area and nearest town
• School details — current and previous school, class, admission date and head teacher contacts
• Parent/guardian details — names, ID numbers, phone numbers, email address, occupation and employment status
• Family information — siblings, guardian arrangements, disability and special-talent declarations
• Achievements — academic, swimming, football, co-curricular and representation records
• Supporting documents — report forms, certificates, payslips or tax returns, certified bank statements and identity documents
• Technical records — the date, time and IP address of each submission, and staff sign-in activity

3. Why we use it

The information is used only to:

• Assess scholarship eligibility and award decisions
• Verify the documents you provide with the issuing institutions where necessary
• Communicate with you about the application — acknowledgement, status updates and next steps
• Meet reporting obligations to the school board and scholarship sponsors, in aggregate form

We do not sell your information, and we do not use it for marketing.

4. Who can see it

Applications are visible only to authorised school staff — reviewers, scholarship administrators and the system administrator. Each staff member signs in with an individual account, and access to sensitive pages is restricted by role. Every sign-in and password change is recorded in the school's audit log.

5. How long we keep it

Applications and supporting documents are retained for the duration of the scholarship cycle and the academic year that follows, after which they are securely destroyed unless the applicant is admitted, in which case the record forms part of the pupil's admission file.

6. Your choices

• You may correct application details before submitting, and request corrections afterwards by contacting the school.
• You may ask what information we hold about your family and request a copy.
• You may withdraw an application at any time by contacting the school office.

7. Security

Submitted documents are stored outside the public web root and served only through staff accounts. Passwords are stored using modern one-way hashing, and the portal records all access to application data for audit purposes. For the small set of cookies this site stores in your browser, see our Cookie Policy.

8. Changes to this policy

If this policy changes, the updated version will be published on this page.

Last updated: 23 October 2026.