Privacy Policy

WhatsApp Privacy Policy

WhatsApp use in the Old Sennockian community. Data Protection and Privacy Policy issued by the Sevenoaks School Foundation.

  1. Purpose

This policy outlines how the Sevenoaks School Foundation manages the use of WhatsApp groups and communities within the Old Sennockian (OS) alumni network. It ensures that personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR), and that members’ privacy is respected at all times.

  1. Scope

This policy applies to:

  • Old Sennockian alumni who join any WhatsApp groups or communities managed by the Sevenoaks School Foundation.
  • Sevenoaks School Foundation staff who administer, manage, or moderate these groups or communities.

  1. Legal Basis for Processing

Personal data is processed on the following legal bases:

  • Consent: Individuals must give clear and explicit consent before being added to any WhatsApp group or community.
  • Legitimate Interest: The Foundation may contact alumni for the purposes of community engagement, events, updates, and other relevant communications, where a legitimate interest exists and individuals would reasonably expect such contact.

  1. Data Collected

a) WhatsApp Platform

Please be aware that WhatsApp is a third-party application owned by Meta Platforms, Inc. By using the platform, the following information may be processed or made visible:

  • Profile name and photo
  • Phone number
  • Metadata (e.g., timestamps, device details)
  • Internet connection and device usage information

Note: WhatsApp may store data outside of the UK or EEA. Users are advised to review WhatsApp’s own Privacy Policy for further details.

b) Sevenoaks School Foundation

In the course of managing these communities, the Foundation may collect and store the following personal data:

  • Name (as displayed in WhatsApp)
  • Phone number
  • Email address (if provided during community engagement)

This information is used solely for the purpose of alumni engagement and community communication.

If you do not wish for your contact information to be stored by the Foundation, you may notify us in writing, and your data will be removed in accordance with our data retention and deletion policies.

Important: Only community/group administrators can view member contact details directly within WhatsApp.

  1. Group Management and Consent

  • All WhatsApp groups and communities related to the Old Sennockian network must be created and managed by designated Sevenoaks School Foundation staff.
  • Each group will be clearly labelled and governed by a set of community rules, available within the group’s “Community Info” section on WhatsApp.
  • Consent to join a WhatsApp group will be explicitly obtained prior to addition. No individual will be added without their prior agreement. This can be in the form or requesting to join.
  • Messages sent within WhatsApp are not stored or archived by the Foundation but may remain on the devices of individual members.
  • Members are responsible for managing their own privacy settings within WhatsApp.
  • Individuals may request to leave a group or be removed at any time by contacting the group administrator.

  1. Use of Third-Party Services

WhatsApp is an external service that is not owned or controlled by Sevenoaks School Foundation. As such:

  • The Foundation cannot guarantee the security or data handling practices of WhatsApp or its parent company, Meta.
  • By joining a WhatsApp group, individuals accept the terms and privacy practices of WhatsApp as set out in their Privacy Policy.

  1. Your Rights

Under UK GDPR, individuals have the right to:

  • Request access to their personal data
  • Request correction or deletion of inaccurate or outdated information
  • Object to or restrict processing
  • Withdraw consent at any time

To exercise any of these rights in relation to your participation in the WhatsApp community, please contact the Sevenoaks School Foundation at [email protected]

  1. Contact

For questions, concerns, or requests regarding your data or this policy, please contact:

Sevenoaks School Foundation
34-36 High Street
Sevenoaks
Kent TN13 1HU
Email: [email protected]
Phone: +44 (0)1732 467708