Al-Rayan International School

ARIS Privacy Policy

At Al Rayan International School, we take your privacy seriously and are committed to protecting your personal information and managing your information in line with the Ghanaian Data Protection Act of 2012 (Act 843). This legislation requires us to provide you with clear details about why we collect specific personal data, how we secure it, the duration for which we retain it, and your rights concerning the data we hold.

Collection of Personal Data

At Al Rayan International School, we collect and manage personal information for students and staff to ensure efficient school operations, meet legal requirements, and deliver a high-quality educational experience. We do not handle any sensitive data concerning race, ethnicity, political views, religious beliefs, union memberships, or medical and genetic information, unless required by law or with your consent.

Why Do We Collect

The information collected could be used for any of the following purposes:

  • Facilitate student education and school administration
  • Improve user experience on the school’s digital platforms
  • Communicate with students, parents, and staff regarding school activities and services
  • Protect the safety and security of students and staff

What do we Collect

As part of our admissions process, staff onboarding, enrollment into special programmes and other programmes, the following types of personal data may be gathered:

  • Basic personal details, including your name, contact details, preferred language, nationality, country of birth, photographs, and passport information
  • Special category data such as ethnicity
  • Health-related information and any special educational needs (SEN)
  • Attendance records from previous schools, including details of any absences and the reasons behind them
  • Data from other institutions (e.g., prior schools), including personal details, assessment results, special category information, and examination outcomes

Personal Data Usage - Students and Parents

The personal data collected is used for the following:

  • Assisting with admissions, re-enrollment processes, and fee management handled by the Business Office
  • Monitoring and reporting student progress and achievements
  • Facilitating teacher evaluations and student learning activities such as testing, field trips, awards, library services, food provisions, scheduling, and applications for universities or colleges
  • Managing student transcripts and regular communications with students and families
  • Enhancing campus security with ID cards and surveillance systems
  • Providing essential medical care to students
  • Fulfilling mandatory reporting requirements to educational authorities and accreditation bodies
  • Offering learning support, pastoral care, and counselling services as needed
  • Coordinating the student withdrawal process
  • Gathering feedback through surveys to continuously improve our services
  • Enhancing the overall educational offerings and resources available to students

Personal Data Usage - Staff

For staff members, personal data is used for:

  • Managing employment agreements, retirement plans, medical insurance, leave requests, payroll, and staff loans
  • Processing legal requirements such as Resident Permits, TIN registration, Non-Citizen IDs, and Tax Clearance Certificates
  • Conducting staff appraisals and supporting professional development opportunities
  • Meeting contractual obligations as outlined in employment agreements

Sharing Your Data

We will only share personal data with third parties in the following circumstances:

  • With your consent, such as when transferring data to another school or institution
  • With contracted service providers (e.g., school photographers, IT services, healthcare providers)
  • With educational service providers for instructional purposes (in compliance with Ghana Data Protection Act (2012))
  • Social media platforms (if explicitly permitted)
  • Where required by law, but only after we notify you (if legally permissible)
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets

Data Security

We employ rigorous measures to safeguard your personal data, using both technical and organisational measures to prevent unauthorised access or loss. In the event of a suspected breach, we will notify affected individuals and relevant authorities as required by law.

Data Retention

We retain personal data securely in digital format for as long as it is necessary for the relevant purpose. Transcripts and essential records will be retained for up to 7 years after a student’s departure before being securely destroyed. Requests for data deletion can be made in writing and will be honoured in compliance with Ghana Data Protection Act (2012).

Cookies and Analytics

Cookies are used on our website to enhance your user experience and gather information about site usage. We use tools like Google Analytics to track visitor interactions and website performance.

External Links

Please note that our website may contain links to external sites. Al Rayan International School is not responsible for the privacy policies or practices of these third-party websites. We encourage you to review their privacy policies before sharing any personal information.

Communication

Al Rayan International School uses email as a primary communication tool for providing updates, announcements, and relevant information about your child’s education and school services.

Your Rights as a Data Subject

Under applicable data protection laws, you are entitled to exercise several rights concerning your personal data, including:

  • Right to Access: You have the right to request access to the personal data we hold about you.
  • Right to Rectification: You have the right to request corrections to any inaccurate or outdated data.
  • Right to Erasure: You can request the deletion of your personal data under specific circumstances.
  • Right to Restrict Processing: You can request that we temporarily halt the processing of your data in certain situations.
  • Right to Object: You have the right to object to the processing of your personal data, particularly for direct marketing.
  • Right to Data Portability: You have the right to request a copy of your personal data in a structured, machine-readable format.

To exercise these rights, please contact us by submitting a Data Subject Rights Request (DSRR) by clicking here.