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Privacy Notice

Introduction
• We are committed to safeguarding the privacy of our website visitors and service users.
• This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; where we determine the purposes and means of the processing of that personal data.
• We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
• In this policy, “we”, “us” and “our” refer to the School of Arabic and Islamic Studies.

Who processes your information?
School of Arabic and Islamic Studies is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to students and their families (in case of minor students) is to be processed.
In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that School of Arabic and Islamic Studies upholds are imposed on the processor.

What is “personal information”?
Personal information is information that the School holds about students and which identifies them. This includes information such as their name, date of birth and address as well as things like test results, medical details and behaviour records. Photos and video recordings of you are also personal information.

We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. By continuing to use the website users have agreed to have their usage data processed as described.
We may process your information included in your personal profile on our website (“profile data”). The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details. The profile data may be processed for the purposes of enabling and monitoring your use of our website and service.
We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you.
We may process information relating to transactions, including purchases of goods and services that you enter into with us and/or through our website (“transaction data”). The transaction data may include your contact details, your card details and the transaction details and may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions.
In addition to the specific purposes for which we may process your personal data set out in this section, we may also process any of your personal data for the purposes of offering, marketing and selling relevant goods and/or services to you

Why do we collect and use student information?
We only collect and use Students’ personal data when the law allows us to. We collect and use student information under GDPR Lawfulness of processing conditions. These conditions can be seen below:
• Compliance with a legal obligation
• Vital interests, i.e. to protect someone’s life

We use the student data:
• to support student learning
• to monitor and report on student progress
• to provide appropriate pastoral care
• to assess the quality of our services
• to comply with the law regarding data sharing
• to provide personalised educational resources
• to contact parents and keep them informed
• Keep children safe (food allergies, or emergency contact details)
• to safeguard students
• to celebrate individual student achievements in assemblies in school
• to communicate information about our school on the school website, the school’s social media pages.

The categories of student information that we collect, hold and share include:
• Personal information (such as name, and address)
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Assessment information
• Relevant medical conditions
• Special educations need information including assessment of need
• Individual student photographs used in school assemblies, the school website and the school’s social media pages

Collecting student information
Whilst the majority of student information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.

Where we share student data such as school photographs on the school website or the school’s social media pages, you have a choice in this and we request your consent for this to be shared. Consent can be withdrawn at any time by contacting the headteacher and asking for student photographs not to be shared where the public have access.

Storing student data
This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
We will retain your personal data as follows:
(a) usage data, profile data, enquiry data, and transaction data will be retained for a minimum period of 6 years following receipt of the relevant data, and for a maximum period of 15 years.
In some cases, it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on reasonable criteria.

Who do we share student information with?
We routinely share student information with:
• the appointed first aider
• tutors in cases of allergies or medical conditions

Why we share student information?
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.

Will my information be shared with other countries?
We may send your information to other countries where:
• we communicate with you or your parents when you are overseas (for example, during the summer holidays if you live in a different country).

The European Commission has produced a list of countries which have adequate data protection rules. The list can be found here: http://ec.europa.eu/justice/dataprotection/international-transfers/adequacy/index_en.htm

If the country that we are sending your information to is not on the list or, is not a country within the EEA (which means the European Union, Liechtenstein, Norway and Iceland) then it might not have the same level of protection for personal information as there is in the UK.

Requesting access to your personal data:
Under data protection legislation, parents and students have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the headteacher.

You also have the right to:
• withdraw your consent at any time by meeting with the headteacher and explaining exactly which data you wish your consent to be withdrawn
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
the right to complain to a supervisory authority

If you have a concern 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

Amendments:
We may update this policy from time to time by publishing a new version on our website.
You should check this page occasionally to ensure you are happy with any changes to this policy.

Cookies that we use:
We use cookies for the following purposes:
(a) to identify you when you visit our website and as you navigate our website;
(b) to help us to determine if you are logged into our website;
(c) to store information about your preferences and to personalise the website for you
(d) to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
(e) to help us to display advertisements that will be relevant to you;
(f) to help us to analyse the use and performance of our website and service, and
(g) to store your preferences in relation to the use of cookies more generally.
If you block cookies, you will not be able to use all the features on our website.

Our details:
This website is owned and operated by the School of Arabic and Islamic Studies.
You can contact us:
(a) by email, using info@sais.org.uk, or
(b) by telephone, on +44 7944 013 532
7.3 Our data protection officer’s contact details are: Dr. Ahmad Barouni, info@sais.org.uk

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