Privacy Notice for Students and Parents

Data protection and data security are important to Inter-Community School Zurich («ICS»; «we»). We process your personal data responsibly, in accordance with applicable laws, and as described in our privacy notices.

Published December 2021

Overview

Content of this Privacy Notice
Controller of the data processing
Personal data we process
For what purposes we process your personal data and on which basis
Storage period and data security
With whom we share your personal data
Place of processing
Your rights in relation to your personal data

Content of this Privacy Notice

ICS is an English-language international school in Zurich. We offer education for students aged 18 months to 18 years. In this Privacy Notice for Students and Parents (“Notice”), we explain how we collect and process personal data (data that directly or indirectly identifies you or your child) in the admissions process or in connection with our provision of educational services.

This Notice supplements the General Privacy Notice and the Video Surveillance Policy available in our Privacy Center at www.icsz.ch/privacy.

Controller of the data processing

ICS is the controller of the data processing described in this Notice. If you have any questions or would like to exercise your statutory data protection rights, please contact us at
privacy@icsz.ch

or write to:

ICS Inter-Community School Zurich
Data Protection
Strubenacher 3
CH-8126 Zumikon.

Personal data we collect and process

In general

In connection with the application process and the planning, provision, management, documentation and billing of our educational services we process general data, health data and financial data, and other relevant personal data. This includes data you provide, data we receive from your parents, previous schools or other organizations, and data we collect or create by our own actions.

Types and sources of personal data processed

General Data

You or your parents provide general personal data, such as name and contact details, in the application process and subsequently when requesting or receiving our educational services.

Financial Data

You or your parents provide the financial data to allow us to bill our educational services and process your payments or process your requests for scholarships.

Health Data

ICS processes health data as part of educational and evaluation data (e.g. special educational needs, psychological reports and assessments), or attendance information (absence reasons, including sick leave).

Provided Data

If you submit an application, complete surveys, interact with myICS on our website, or communicate with teachers or other staff, we collect the personal data you provide to us. This will regularly include the following types of personal data about existing or prospective students:

first name and last name
contact information (address, phone number, email address)
date of birth (age)
nationality, place of birth, domicile
proof of identity (e.g. passport)
religion (necessary for educational purposes)
information about the student’s qualifications
marks, awards, completed courses
next of kin, guardian or family contact details
absence information such as reasons for sick leaves
medical information (where relevant to accommodate special needs)
financial information such as payment and transaction data and information about your financial situation (if needed in order to process requests for scholarships).

Received Data

We may also receive personal data about you (as a student) or (if you are a parent) about your child from previous schools (this will regularly include information about the student’s qualifications), public authorities (including municipalities providing financial support) or from other organizations (including tuition fee sponsors).

Collected Data

Certain personal data we collect from previous schools in order to validate or supplement the provided information.

Our teachers or other staff members also collect or create personal data by their own actions. This will regularly include:

student-ID
student status (offer, accepted, etc.)
student funding and family financial information including workplace related information.
educational and evaluation data, such as courses completed, assessments, marks, awards, behavioral information and psychological reports to enhance student wellbeing and learning progress
attendance information, such as sessions attended, number of absences and absence reasons)
IT systems and application usage data (we will provide more information about this when providing access information)
Internet usage records
Communication and correspondence data (emails, letters or other types of correspondence)
Photographs and video or voice recordings
Information relating to any complaints that you make
Information relating to any disciplinary action you or your child is involved.

Video surveillance

Collected Data

ICS will collect information at our school in the form of video footage via our Security Video Surveillance systems to ensure the safety and security of students, parents, staff and visitors. Our Video Surveillance Policy informs you about our collection, processing and storage of personal data included in the video images.

Photographs and video or audio records

Collected Data

During class, on field trips, or if you take part in a school event, our teachers, staff, or (on our behalf) our partners will produce photographs, videos, and audio (“Media”) recordings for internal use. This Media may identify you or your child. Internal means that the Media is used and shared within the school and school community (e.g., parents’ emails, Yearbook). This Media allows students, parents, teachers, and staff to reflect on, plan, track, evaluate school activities, learning progress, and share impressions about school activities.

While sharing amongst students and parents of the same grade or within the classroom is necessary for these educational purposes, you may tell us at any time that you do not wish photos or videos of your child to be shared with the school community. In this case, we will put your child on the “no-photo student list” and inform our staff accordingly.
We will only share the photos and videos with the broader public or use them for promotional purposes only if you consent to such use.

Sensitive personal data

Some of the personal data listed is sensitive personal data. This includes special categories of personal data such as information relating to you or your child’s health, disability, religion, or ethnicity.

ICS controls access to and sharing of this information carefully. We will not disclose sensitive personal data to third parties unless we are required to do so in order to comply with legal obligations, if this is in your or your child’s vital interest, if it is strictly necessary to perform our educational services in accordance with our contractual obligations, if we have obtained your or (where applicable) your parents’ explicit consent, or if not doing so would place someone else at risk.

For what purposes we process your personal data and on which basis

We process your personal data primarily in order to provide, document and bill our educational services professionally and in accordance with our contractual and legal obligations.

We also process your personal data for the following additional purposes:

undertaking and processing school admissions and enrolment
answering your inquiries and communicating with you
building and maintaining the ICS community, including fundraising and alumni relations
organizing, preparing, managing and carrying out school events and trips
supporting and caring for emotional and psychological wellbeing (pastoral and counselling)
protecting the safety, security and health of students and staff
financial and resource planning
cooperation with other schools and organizations
informing you about our services, events and new developments at ICS (whereby you may at any time notify us that you do not wish to receive such information in the future)
complying with legal obligations and enforcing legal claims.

More information

More information

We do not need a legal basis for lawful data processing as a private controller under the Swiss Federal Data Protection Act – in contrast to what the EU GDPR would require. However, in the event that you wish to object to certain data processing, we are happy to state the good reason for the processing:

We, our teachers, your parents, other students or parents, our business partners or other third parties have a legitimate interest in the data processing described here that corresponds to the mentioned purposes. Some processing is also necessary for us to comply with contractual obligations to you or with our legal obligations (e.g. data retention obligations).

Storage period and data security

We store your personal data only to the extent and for as long as necessary to fulfill the purposes described in this Notice or to comply with legal obligations.

In the interest of the integrity and confidentiality of personal data, we take appropriate technical and organizational measures. In particular, we implement physical and logical access controls and procedures for the regular review, assessment and evaluation of the effectiveness of the measures in accordance with our risk assessment.

Data Transfers

With whom we share your personal data

In order to achieve the purposes described in this Notice, it may be necessary for us to disclose your personal data to the following categories of recipients:

other students
the Parents’ Association (contact details, main language spoken at home, and nationality, where you may object to such sharing of personal data)
schools, colleges or universities that the students attend after leaving ICS
other schools (amongst others for the purposes of trips, sports and activities)
family nurses or doctors (amongst others where sharing is in the vital interests, or where not sharing could have a negative impact on the individual)
external service providers
tuition fee sponsors
public authorities and courts.

Worldwide

Place of processing

We process your personal data primarily within Switzerland and the EU. At the same time, we have a diverse and international staff that may work from places around the word, and ICS comprehensively uses and makes available for use by students teaching and learning applications provided on servers worldwide (in particular, Europe, United States and Australia).

Where personal data is processed in or transferred to countries without adequate data protection, ICS ensures compliance with the Swiss Federal Data Protection Act on the basis of standard data protection clauses or legal exceptions (necessity for performance of a contract).

Your rights in relation to your personal data

You have the following rights with regard to personal data relating to you:

the right to obtain information about what personal data we hold about you and how we process it
the right to obtain a copy of your personal data in a commonly used format, or to have such copy transferred to another organization
the right to have your personal data rectified
the right to have your personal data deleted
the right to object to the processing of your personal data

Please note that these rights are subject to conditions or exceptions. Where legally permitted to do so, we may refuse your request to exercise these rights.

You further have the right to lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC).

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