At registration and throughout the course of the school year, IMS Private School asks families of students to provide personal information, always with respect to your privacy and personal information. The school receives personal data from students and/or their parents/guardians. However, in some cases, personal data will be supplied by third parties (for example another school, or other professionals or authorities working with that individual) or collected from publicly available resources. Our school uses the information collected during the application process to communicate with prospective families and to identify and evaluate applicants. If the applicant enters our school, the contact information that you provide is used by the school to deliver services, keep you up to date on the activities of the school, including programs, services and special events, and to generally keep you informed throughout the school year. If the applicant does not succeed in entering the school, the information that you provide is kept until you withdraw from the application process. In order to protect the personal information of parents/guardians and students, the school will process and store information in a secure and confidential manner, with strict access controls. All of your information will be stored in a confidential database and in secure files located at the school. Only authorized personnel have access to this information. By providing the information, you have consented to the use of the information as described above. The school is committed to maintaining the confidentiality, privacy and security of your personal information.
Our school may use the personal information it collects to provide services for which you have registered, to protect the safety and well-being of students and to assist the school in creating new services that will better serve our students. The school will not disclose personal information to any other organization or individual outside the school unless it is to provide you with the services from the school, or when required by law.
Below you will find examples of the different ways in which we use personal information and where this personal information comes from. The school's primary reason for using your personal information is to provide educational services to your child.
- We obtain information about you from admissions forms such as names, addresses, telephone numbers, e-mail addresses and other contact details.
- We may have bank details and other financial information, e.g. about parents who pay fees to the school.
- We have past, present and prospective students’ academic, disciplinary, admissions and attendance records (including information about any special needs), and examination scripts and marks.
- Where appropriate, We may have information about individuals’ health and welfare, and contact details for their next of kin.
- We have references given or received by the school about students, and relevant information provided by previous schools.
- We use CCTV to make sure the school site is safe. CCTV is not used in private areas such as toilets.
- We may take photographs or videos of you at school events to use on social media and on the school website. This is for advertising purposes and to show prospective parents and students how we operate. We may continue to use these photographs and videos after your child has left the school.
- We may send you information to keep you up to date with what is happening at the school. For example, by sending you information about events and activities taking place (including fundraising events).
- We may use information about you, if needed, for statistical purposes.
As per our legal obligations, we may share information with local authorities and the Ministry of Education. If necessary, we may need to share information with the police. We may also need to share information with our legal advisers for the purpose of obtaining legal advice. Occasionally we may use consultants, experts and other advisors to assist the school in fulfilling its obligations and to help run the school properly, so we might need to share your information with them if this is relevant to their work. We may share some information with our insurance company, for example, where there is a serious incident at the school. If your child decides to attend another school, we may need to provide that school with information about you. This means that the processing is necessary for legitimate interests except where the processing is unfair to you. The school relies on legitimate interests for most of the ways in which it uses your information.
Specifically, the school has a legitimate interest in:
- Providing educational services to your child.
- Protecting and promoting the welfare of your child.
- Facilitating the efficient operation of the school
The school will retain personal data securely and only in line with how long it is necessary to keep for a legitimate reason. Typically, the legal recommendation for how long to keep ordinary staff and students’ 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 questions about how our retention policy is applied or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact [email protected]. However, please keep in mind that the school will often have lawful and necessary reasons to hold on to some personal data even following such request.
Please contact our school’s Principal or Vice-Principal if you have questions or concerns about the school’s privacy policies.
For any queries you may have regarding GDPR, please contact the relevant supervisory authority, whose details are as follows:
Officer of the Commissioner on Personal Data Protection
1, Iasonos Str., 1082 Nicosia
P.O.Box 23378, 1682 Nicosia
Tel: +357 22818456, Fax: +357 22304565
Email: [email protected]