Effective Date: 5^th July 2023

1. Introduction

Welcome to ELM School’s web app, mobile app and website (“Platform”). At ELM School, we are committed to protecting the privacy and security of our users’ information. This Privacy Policy outlines how we collect, use, disclose, and safeguard the data of students, parents, and staff members.

1. Information We Collect

2.1 Student Data

• Personal Information: We may collect students’ names, ages, contact information, academic records, attendance records, and other educational-related data for the purpose of providing educational services.
• Health Information: If applicable, we may collect health-related information to ensure the safety and well-being of students during school-related activities.

2.2 Parent Data

• Personal Information: We may collect parents’ names, contact information, and any other information necessary for communication and involvement in the students’ education.

2.3 Staff Data

• Personal Information: We may collect staff members’ names, contact information, qualifications, and other necessary employment-related data.

1. How We Collect Information

We may collect information through the following methods:

• Information provided directly by users during account creation or while using the Platform.
• Automatic collection of usage data, including IP addresses, device information, and browsing patterns, using cookies and similar technologies.

1. Use of Information

We use the collected information for the following purposes:

• Providing educational services and managing school operations.
• Communicating with parents and staff members regarding school-related matters.
• Analyzing and improving the Platform’s functionality and user experience.
• Complying with legal obligations and protecting the rights and safety of our users.

1. Data Sharing and Disclosure

We may share information with the following parties:

• School personnel and administrators for educational and administrative purposes.
• Third-party service providers who assist us in operating the Platform and delivering services.
• Legal authorities or government entities in response to valid requests or to comply with applicable laws and regulations.

1. Data Security

We implement appropriate technical and organizational measures to protect the data we collect against unauthorized access, alteration, disclosure, or destruction.

1. User Rights

Users have the right to access, correct, and delete their personal information. Parents may access and update their children’s information. Staff members can review and modify their data. Requests regarding user rights should be directed to [insert contact details].

1. Third-Party Links

We will not transfer your data to third party services, except those that are required for the education of a student (e.g. Google Workspace, Meet The Teacher). When data is transferred, it will only be to services with whom we enter into an agreement which satisfies the requirements of this policy. Such compliance will be established through the use of terms of service and other contractual agreements. Such transfers may result in data being stored on servers based on the mentioned data centers.

1. Changes to the Privacy Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes and seek consent when required by applicable laws.

 

GENERAL:

Personal Information Collection Statement

Rephrased Personal Information Collection Statement:

We value the privacy of your data and are committed to safeguarding it. Below are the principles that govern our data collection practices at ELM:

1. ELM solely collects data for purposes directly related to the education of both current and prospective students.
2. Oversight of data collection, processing, and privacy is the responsibility of our school’s Data Protection Officer (DPO). For any privacy or data-related inquiries, please feel free to contact the DPO at data@elmischools.com .
3. Use of our school website involves voluntary data collection, which occurs when you submit any form.
4. Our other online services, including the ELM school mobile app, require mandatory data submission. Failure to provide such data may result in the inability to offer educational services and/or employment to you or your child.
5. By submitting data through our online systems, users consent to the collection of this information and agree to this policy.
6. Parents and staff will be prompted to update personal, family, financial, and medical data related to themselves and their families at the beginning of each academic year.
7. Parents will be provided with options through the ELM school app to limit the sharing of data (particularly photo/video/audio) concerning their children.
8. Data considered essential for the long-term functioning of the school, such as academic records, employment records (name, email, job title), and voluntarily contributed alumni contacts, will be retained indefinitely. Non-essential data will be removed from our records according to the following schedule:

– Staff data: 4 years after employment ceases

– Student, Parents, and Families data: 5 years after leaving the school

– Admissions data: 36 months after submission

9. In general, we do not transfer your data to third-party services except those necessary for student education (e.g., Google Workspace, Meet The Teacher). Any data transfer will only occur with services that meet the requirements of this policy through terms of service and other contractual agreements. Such transfers may result in data being stored on servers based in the mentioned data centers.
10. We share our data policies and practices with the community, and data subjects will be informed of any changes.
11. You have the right to view and correct data held about you under this policy. To exercise this right, parents and other data subjects over the age of 18 can contact our Data Protection Officer. We reserve the right to retain or redact data in cases where its disclosure is deemed to adversely impact the wellbeing or education of our students.
12. Our policies undergo regular review, and our staff receives the necessary professional development to implement them effectively.

 

Contact Us:

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at info@elmischools.com or data@elmischools.com