Privacy Policy

Haya Online Girls’ School Parent and Pupil Privacy Notice

Introduction

This Privacy Notice is provided alongside the Standard Terms and Conditions when a child is accepted for a place with Haya Online Girls’ School (“The School”). The School is operated by Haya Academy of London, United Kingdom.

Personal Data is any information from which a living individual can be identified. The School will need to process the Personal Data of applicants, pupils, parents, guardians, and mentors to perform its contractual obligations as set out in the Standard Terms and Conditions or because it has a legitimate interest in doing so.

The Types of Personal Data the School Will Process

The School will process various types of Personal Data including:

• Names, dates of birth, contact details, nationality.
• Medical and health information (where appropriate).
• Passports or other national identification documents.
• Curriculum and assessment information.
• Attendance records, level of English proficiency, special educational needs or disabilities.
• Previous school(s) information (including references and assessment data).
• Information relating to safeguarding (where appropriate).
• Images of pupils, financial information of parents and guardians.

Special Category Data: Some of this data is defined as special category or ‘sensitive’ personal data. It is only processed with the consent of the individual concerned, to comply with a legal obligation, or to protect a pupil’s vital interests.

Collection of Data

The School collects Personal Data in several ways, including from parents, guardians, and mentors through correspondence, forms, documents, discussions, and online platforms. Information about pupils is gathered during their tuition and created through their education at the School. It may also be provided by third parties such as local or government bodies or medical professionals where appropriate.

Data Transfers

Haya Online Girls’ School is based in the United Kingdom. As such, personal data of students from other countries may be transferred to and processed in the UK in order to fulfill its contractual obligations. The School may also transfer data outside the United Kingdom as part of delivering its services and will ensure appropriate protections are in place for such transfers.

How and Why the School Uses Personal Data

Admission: The School uses Personal Data of parents, guardians, mentors, applicants, and pupils to make decisions regarding admissions, bursaries, scholarships, and the recovery of fees.

Education: The School’s main purpose is to provide education, enabling participation in classes, assignments, exams, assessments, and the monitoring and reporting of progress. This includes extra-curricular activities, educational content, and school trips.

Safeguarding and Pastoral Care: The School aims to provide a safe and secure environment and to ensure the welfare of pupils by offering pastoral care services.

Marketing: The School promotes its interests and objectives, including quality assurance and marketing of related educational products and services.

Legal and Administrative Purposes: The School processes Personal Data to ensure compliance with its legal obligations and to operate effectively.

Sharing Personal Data

Competent Authorities: The School may share information with local and national government bodies, regulatory bodies, or exam boards when appropriate and lawful.

Third Party Service Providers: The School may engage third-party service providers, such as IT service providers, external examiners, insurers, and consultants. Personal Data will only be shared to the extent necessary and subject to confidentiality provisions.

Educational Providers and Employers: The School may share Personal Data in response to reference requests or for safeguarding purposes.

Consent: Consent may be sought from parents, guardians, mentors, or pupils when sharing Personal Data with third parties.

Data Retention

The School will securely store Personal Data for as long as it is needed for the purposes for which it was originally collected, unless the law requires or permits longer retention.

Some data may be retained for historical research or statistical purposes, with the minimum data required and efforts to anonymise when possible.

Rights

Under certain circumstances, individuals have rights regarding their Personal Data, including the right to access, correct, erase, object to processing, and withdraw consent. The School will not charge a fee for these services unless the request is unfounded or excessive.

The School may need to verify identity when handling such requests to ensure the security of Personal Data.

Questions and Complaints

If you have any questions regarding this Privacy Notice or wish to exercise your rights, please contact the School’s Data Protection Officer at:

• Email: info@hayagirlsschool.online

If you are dissatisfied with the School’s handling of your request, you have the right to file a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk), although the School would appreciate the opportunity to address any concerns first.