privacy_tip Privacy Policy

info 1. Introduction

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our School Application Portal. We are committed to protecting your privacy and ensuring the security of your personal information.

Please read this Privacy Policy carefully. By using our portal and submitting an application, you agree to the collection and use of information in accordance with this policy.

description 2. Information We Collect

2.1 Personal Information

We collect the following personal information from applicants and their parents/guardians:

• Student Information: Full name, preferred name, date of birth, gender, nationality, country of birth, home language, religious denomination
• Contact Information: Email addresses, phone numbers, residential address
• Identification: National ID or passport number
• Parent/Guardian Information: Name, relationship to child, contact details
• Family Information: Sibling details if enrolled in the school
• Medical Information: Medical conditions, allergies, disabilities, special needs
• Educational History: Previous school information, academic records, year of completion

2.2 Documents

We collect the following documents:

• Birth certificate
• Identity photographs
• Previous school records and transcripts
• Conduct reports from previous schools
• Parent/guardian identification documents
• Medical reports or assessments (if applicable)

2.3 Technical Information

We automatically collect certain technical information:

• IP address and browser type
• Device information and operating system
• Date and time of portal access
• Pages viewed and application submission timestamps

settings 3. How We Use Your Information

We use the collected information for the following purposes:

• Application Processing: To review and evaluate applications for admission
• Communication: To contact you regarding application status, additional requirements, or admission decisions
• Student Records: To create and maintain student records upon admission
• Student Care: To provide appropriate care, support, and accommodations based on disclosed medical or special needs
• Payment Processing: To process application fees and other payments
• Legal Compliance: To comply with legal obligations and regulations
• System Security: To maintain the security and integrity of our portal
• System Improvement: To improve our application portal and services
• Statistical Analysis: To conduct anonymized statistical analysis for enrollment planning

gavel 4. Legal Basis for Processing

We process your personal data based on:

• Consent: You have given explicit consent for processing your data through application submission
• Contract: Processing is necessary for entering into an educational contract
• Legal Obligation: Processing is required to comply with legal requirements
• Legitimate Interests: Processing is necessary for our legitimate interests in evaluating applications and maintaining school operations

share 5. Data Sharing and Disclosure

We may share your information with:

5.1 Internal Sharing

• School administrators and admissions staff
• Academic staff (only upon admission and on a need-to-know basis)
• Medical staff (for health-related information only)

5.2 External Sharing

We may share information with external parties only in these limited circumstances:

• Service Providers: Third-party payment processors and IT service providers under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government regulations
• Previous Schools: To verify academic records (with your consent)
• Emergency Services: In case of medical emergencies requiring immediate attention

security 6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption of data in transit using SSL/TLS protocols
• Secure storage of documents and personal information
• Access controls limiting staff access to personal data on a need-to-know basis
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Secure backup systems to prevent data loss

schedule 7. Data Retention

We retain your personal information for the following periods:

• Successful Applications: Information is retained throughout the student's enrollment and for 7 years after graduation, as required by law
• Unsuccessful Applications: Information is retained for 2 years after application rejection, then securely deleted
• Incomplete Applications: Information is retained for 1 year, then securely deleted
• Payment Records: Retained for 7 years for tax and accounting purposes

account_circle 8. Your Rights

You have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your data (subject to legal retention requirements)
• Right to Restriction: Request limitation on how we use your data
• Right to Data Portability: Request your data in a structured, machine-readable format
• Right to Object: Object to processing of your data for certain purposes
• Right to Withdraw Consent: Withdraw consent at any time (may affect application processing)

To exercise any of these rights, please contact us using the information provided in Section 12.

child_care 9. Children's Privacy

Our portal collects information about minors (individuals under 18 years of age) as part of the school application process. We recognize the importance of protecting children's privacy:

• Applications for minors must be submitted by a parent or legal guardian
• We require parental consent for processing children's data
• Children's information is subject to the same or greater protection as adult information
• We do not knowingly allow children to submit applications without parental authorization

cookie 10. Cookies and Tracking Technologies

Our portal uses cookies and similar tracking technologies:

10.1 Types of Cookies We Use

• Essential Cookies: Required for the portal to function properly (e.g., session management, security)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how the portal is used to improve user experience

10.2 Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may affect the functionality of the portal.

update 11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make changes:

• We will update the "Last Updated" date at the top of this policy
• Significant changes will be communicated via email to registered users
• Continued use of the portal after changes constitutes acceptance of the updated policy
• We encourage you to review this policy periodically

contact_support 12. Contact Information

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact our Data Protection Officer:

We will respond to your inquiry within 30 days of receipt.