This policy explains how and when WinSYS City Campus shares student information with parents or guardians through our Parent Portal, and the safeguards we apply. It should be read together with our Privacy Policy.
1. Who is a "guardian"
A guardian is a parent, legal guardian, or another person the student (or, for a minor, their family) has named as a point of contact regarding the student's studies.
2. Verified guardians only
We only share student information with a guardian once their identity and relationship to the student have been verified by our staff. An unverified guardian record cannot access the Parent Portal.
3. Adult students (18 and over)
Where a student is a legal adult, we share their information with a guardian only where the student has authorised it โ adulthood does not automatically entitle a parent to a former minor's education records. The student can authorise, change or withdraw this permission at any time by contacting us.
4. Minor students
Where a student is under 18, a parent or legal guardian's consent is required for enrolment, and that guardian (or another guardian they nominate) will generally be given Parent Portal access to support the student.
5. What guardians can see โ by consent category
Guardian access is not all-or-nothing. Each verified guardian is granted access only to the categories they are explicitly authorised for:
- Academic โ attendance, assignments, results and progress.
- Finance โ fee balances, due dates and payment history.
- Attendance โ class attendance records specifically.
- General โ announcements and general updates about the student's programme.
6. Multiple guardians
More than one guardian may be registered for the same student (for example, both parents) โ each holds their own independently verified login and can be granted the same or different consent categories.
7. Guardian portal access & security
Each guardian receives their own personal login (by email invitation or a temporary password issued by our staff) and must keep it confidential. Guardian activity within the portal is logged for security purposes, in the same way staff and student access is logged.
8. Withdrawing or changing consent
A student (if an adult) or the enrolling parent/guardian (for a minor) may update which categories a guardian can see, add or remove a guardian, or withdraw portal access entirely at any time by contacting info@winsys.lk.
9. Changes
We may update this policy from time to time; the "last updated" date above reflects the current version.