Introduction
Ireti Ogo Baptist College ("the College", "we", "our") provides an official email system accessible at mail.iretiogobaptistcollege.com. This policy explains what information we collect when you use that system, how we handle it, and what rights you have over it.
This system exists for the official correspondence of the College community — staff, students, parents and guardians, and the various offices and departments of the administration. It is operated by the College for the College, and it is not a commercial service.
Scope
This policy applies to:
- The web mail interface at mail.iretiogobaptistcollege.com;
- Every mailbox address on the @iretiogobaptistcollege.com domain issued by the College;
- Any mail sent to or from those addresses.
It does not cover the main College website, the student and parent portal, or any third-party service that you may separately choose to use.
What we collect
Account information
When a mailbox is issued to you, the College stores:
- Your name and college email address;
- A securely hashed version of your password (we never store your password in plain text);
- Your role within the College (e.g. staff, student, parent, department);
- Optional details you set yourself, such as a display name or mail signature.
Mail content
Messages you send or receive through your College mailbox are stored on the College's own systems. This includes the message body, any attachments, and standard email metadata (sender, recipients, date and time, subject line).
Technical and security information
For security, abuse prevention and troubleshooting, the College may record:
- The date and time you sign in and sign out;
- Information about the device and browser used;
- Your IP address and an approximate geographic region derived from it;
- A record of failed sign-in attempts.
What we do not collect
- We do not use advertising trackers or profiling cookies;
- We do not sell any information about you;
- We do not access the content of your mail except as described in section 04 below.
How we use it
Your information is used only for the following purposes:
- Providing the mail service. Delivering messages, storing your mailbox, and authenticating you when you sign in.
- Security. Detecting and preventing unauthorised access, abuse and misuse of the system.
- Administration. Enabling the College's offices — the Principal's office, Bursary, Registrar, Admissions, and ICT — to conduct official College business.
- Compliance. Meeting any legal or regulatory obligations that apply to the College.
The College does not read your personal messages for any purpose other than those listed above. Routine administrative access to mailbox content happens only when required for a specific, documented reason — for example, recovering an account for the owner, investigating a reported security incident, or complying with a legal request.
Data retention
Messages are retained in your mailbox for as long as your College account is active, unless the College is required to hold them for a longer period for administrative or legal reasons.
When your account is closed — for example, when a student graduates or a member of staff leaves the College — your mailbox will be dealt with according to the College's records-retention practice. In most cases, the account is deactivated and its contents are archived or deleted within a reasonable period.
Sign-in and security logs are retained for a shorter period, generally not longer than is necessary for security auditing.
Security
The College takes the security of its mail system seriously. The following measures are in place:
- All connections to the system are encrypted;
- Passwords are stored in a hashed, non-reversible form;
- Sign-in attempts are rate-limited to slow down automated attacks;
- Access to administrative functions is restricted to authorised College staff;
- Login activity is logged for auditing and abuse detection.
Your rights
Subject to the College's obligations as an educational institution, you have the right to:
- Know what information the College holds about your mailbox account;
- Request a copy of that information;
- Request correction of inaccurate account details;
- Request deletion of your account, where the College is not required to keep records;
- Raise a concern about how your information is being handled.
To exercise any of these rights, contact the ICT Department using the details in section 12 below. Requests will be dealt with in accordance with the College's internal policies.
Students & minors
Mailboxes are issued to enrolled students as part of their academic life at the College. Where a student is under the age of legal majority, the College expects parents or guardians to be aware that the student has an official College mailbox.
For parents and guardians: the College does not routinely grant parents access to a student's mailbox content. Should you have a concern, please raise it directly with the Principal's office or the ICT Department.
Changes to this policy
The College may update this policy from time to time — for example, if the mail system changes or if legal requirements change. The date at the top of this page will always indicate when the current version was published.
Material changes will be communicated to users of the mail system via an announcement or notice within the system itself.
Contact
For any question, concern or request relating to this policy or to the handling of your information, contact the ICT Department.
ICT Department
Ireti Ogo Baptist College
ict@iretiogobaptistcollege.com
By using the College mail system, you acknowledge that you have read and understood this policy.