This notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.
What is personal information?
Personal information is information that identifies you as an individual and relates to you.
This includes your contact details, next of kin and financial information. We may also hold information such as recorded identifiable information that may include photograph, video, name, address, email address, phone number, ethnicity, nationality, age, gender, identification number, finger prints, educational, financial, criminal, employment history, health care status including medical/mental/dental care records.
The categories of student information that we process include:
- Personal identifiers and contacts (such as name, birthdate, student ID number, contact information and address)
- Characteristics (such as , language, nationality and ethnicity)
- Legal information (such as court orders and decisions)
- Special educational needs (including the needs and ranking)
- Medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
- Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
- Assessment and attainment (such as standardized test results, previous school transcript/report card)
- Behavioral information (such as suspensions, expulsions and any relevant alternative provision put in place)
- Financial information (banking information for tuition and fees payment)
This list is not exhaustive, to access the current list of categories of information we process please see aismonrovia.com for information.
Why we collect and use student information
The American International School holds the legal right to collect and use personal data relating to students and their families, and we may also receive information regarding them from their previous school, local learning authority and/or the US Embassy. We collect and use personal data in order to meet legal requirements and legitimate interests set out in the GDPR and UK law, including those in relation to the
Article 6 and Article 9 of the GDPR
We collect and use student information, for the following purposes:
a) to support student learning
b) to monitor and report on student achievement progress
c) to support the social emotional needs of students
d) to assess the quality of our services
e) to keep children safe (food allergies, or emergency contact details)
How we collect student information
Generally, the school receives personal data from the individual directly (including, in the case of students, from their parents). This may be via a form, or simply in the ordinary course of interaction or communication (such as email, phone, or written assessments). However in some cases personal data may be supplied by third parties (for example another school, or other professionals or authorities working with that individual); or collected from publicly available resources. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain student information to us or if you have a choice in this.
How we store data
The school will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, the legal recommendation for how long to keep ordinary staff and student personnel files is up to 7 years following departure from the school. However, incident reports and safeguarding files will need to be kept much longer, in accordance with specific legal requirements. If you have any specific queries about how this policy is applied, or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact the Data Protection Officer at email@example.com . However, please bear in mind that the school may have lawful and necessary reasons to hold on to some data. Please refer to the School’s Record Retention Policy for further details.
Who has access to personal data and who the school shares it with
For the most part, personal data collected by the school will remain within the school, and will be processed by appropriate individuals only in accordance with access protocols. Particularly strict rules of access apply in the context of:
- medical records held and accessed only by the school nurse and appropriate staff or otherwise in accordance with express consent
- safeguarding files
However, a certain amount of any medical and student’s relevant information will need to be provided to staff more widely in the context of providing the necessary care and education that the student requires.
Finally, in accordance with Data Protection Law, some of the School’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers, cloud storage and social media providers. Where possible this is subject to contractual assurances that personal data will be kept securely and only in accordance with the school’s specific directions.
The school routinely shares student information with:
- Student destinations upon leaving the school
- Google Suite for Schools
- Open Apply
- Jupiter Education
- The AISM Monrovia School Website
- Trusted educational applications that are GDPR compliant
We take great care to ensure the security and integrity of your data. We use administrative, physical, and technical safeguards to protect the confidentiality of personally identifiable information, including encryption, firewalls and SSL (Secure Sockets Layer). However, no information system can be 100% secure, so we cannot guarantee the absolute security of your information.
As per the organizational duties introduced by the General Data Protection Regulation (GDPR), we commit to report personal data breaches to the relevant supervisory authority within 72 hours of becoming aware of the breach, where feasible. If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, also those individuals will be informed without undue delay. If you have any questions about the security of your personal information, you can contact us at firstname.lastname@example.org
Under GDPR legislation, EU/UK citizens parents, students and staff have the right to request access to information about them that we hold. To make a request for your personal information, contact Data Protection Officer at email@example.com
You also have the right to:
- Be informed about how American International School of Monrovia uses your personal data.
- Request access to the personal data that American International School holds.
- Object to decisions being taken by automated means.
- Request that your personal data is amended if it is inaccurate or incomplete.
- Request that your personal data is erased where there is no compelling reason for its continued processing.
- Prevent processing for the purpose of direct marketing.
- Request that the processing of your data is restricted.
- Object to your personal data being processed.
Students are required to respect the personal data and privacy of others, and to comply with the school’s relevant policies, e.g. IT: Acceptable Use Policy and the school rules. Staff are under professional duties to do the same, covered under the relevant staff policy.
If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer at firstname.lastname@example.org
If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/