GSiS Privacy Policy
1. About this policy
Gongshang Primary School uses the Gongshang Staff Information System (GSiS) to support staff administration, teaching deployment, timetables, school calendars, absence reporting and relief arrangements. This policy explains how personal information is collected, used, stored and shared through GSiS and its staff notification service. It applies to school staff and external relief teachers whose information is processed through these services.
2. Information collected
Depending on the function used, GSiS may process full names, timetable names, employment details, mobile numbers, work email addresses and school account identifiers; teaching assignments, timetables, duties and availability; absence types, dates, periods and relief instructions; relief requests, assignments, responses and related reasons; notification preferences and records of permission to receive WhatsApp messages; and operational records including changes, timestamps, delivery status and technical information needed to maintain the service. Users should provide accurate information and include only information needed for the task.
3. How information is obtained
Information may be provided directly by staff or relief teachers, entered by authorised school personnel, or received through authorised MOE processes. Full time staff information is maintained in the school’s Google Workspace environment under gsps.edu.sg, in accordance with the school’s staff account and information handling arrangements. External relief teacher information may be obtained through REMS, where appropriate, or collected directly for school engagement and relief arrangements.
4. Reference to the REMS Privacy Statement
This policy does not replace or amend the REMS Privacy Statement. For enquiries about information provided directly to REMS, contact 
.
5. Purposes of use
The school uses information to maintain accurate staff and relief teacher records; plan deployment, timetables and duties; record absences and identify lessons needing cover; check availability and arrange relief; process mutually arranged relief requests and responses; communicate relevant duties, requests and changes; and maintain accountability, resolve errors and protect the service. GSiS staff notifications are intended for school operations and are not intended for advertising.
6. Storage and service providers
School records are stored in the school’s Google Workspace environment, including Google Sheets and Google Drive. Google Apps Script processes requests and updates records. Cloudflare hosts GSiS pages and processes requests between users and school backend services. When WhatsApp notifications are enabled, WhatsApp and Meta process recipient mobile numbers, message content and related delivery information. These providers process information under their applicable terms and privacy policies. Information may be processed outside Singapore, depending on their infrastructure and service arrangements.
7. Access and sharing
Access is controlled according to user roles and operational needs. Authorised school personnel may access information needed to administer contacts, deployment, absences and relief arrangements. Teachers may access information provided through their permitted functions, including their own submissions and published relief duties. External relief teachers may receive limited access to relevant duties and instructions through private links. Recipients must not forward these links. Information may also be disclosed through authorised MOE processes or where required or permitted by applicable law.
8. WhatsApp notifications
With the recipient’s permission, Gongshang Primary School may send individual operational notifications from 
through the WhatsApp Business Platform. Notifications may include relief approval requests, changes to mutually arranged relief, relevant duty notices and contact review requests. Messages should contain only information needed for the task. Medical details, supporting medical documents and the full staff directory should not be included. Recipients may withdraw permission by contacting the school below. Withdrawal does not cancel duties, assignments or records the school needs to retain. A message being sent, delivered or read does not establish acceptance of a relief request. Required responses must be completed through the designated GSiS function.
9. Security
GSiS uses role permissions, authenticated access, protected service credentials and verification of requests to limit unauthorised access. Users must protect their school accounts and private links. Suspected incorrect access, disclosure or misuse should be reported promptly to the school.
10. Retention
The school retains information for as long as needed for school operations, accountability and applicable recordkeeping requirements. Authorised personnel may review, archive or remove records when no longer needed. Removing a record from GSiS may not immediately remove copies held in backups or records retained by service providers under their own arrangements.
11. Corrections, deletion and notification preferences
Users may request correction of inaccurate information, ask about its use, request deletion or withdraw permission for WhatsApp notifications. The school may verify identity before acting. Some information may need to be retained for operational or applicable recordkeeping purposes. Where a request cannot be fully met, the school will explain the relevant limitation.
12. Contact
For GSiS personal information enquiries, corrections, deletion requests or WhatsApp notification preferences, contact Gongshang Primary School at 
.
13. Changes to this policy
The school may update this policy when its services or information handling arrangements change. The current version and update date will be published on this page.