ARIS Privacy Policy

Introduction

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.

This privacy policy outlines our practices regarding the collection, usage, sharing, and protection of your personal information. It applies to all data we manage concerning students, parents, staff, and visitors to our website. By accessing or using our website, online admission portal, and any other school online tools, you acknowledge that you have read, understood, and accepted the terms set forth in this privacy notice. We encourage you to review this document carefully, particularly the sections that explain your rights concerning the personal information we collect. 

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. 

We will only process your personal data when it is essential to meet a contractual obligation or upon your request before entering into an agreement. Your information will never be sold or leased to any third parties. We may only share your data with third parties if you have given us explicit consent and for clearly defined purposes.

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

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

• 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
• We may also use non-sensitive staff information, such as names, photographs, videos, or voice recordings, in specific contexts, including but not limited to:

Secure sections of the school intranet or app (restricted to school staff, students, and families)School ID cards

• Printed materials, such as the school yearbook
• Classroom projects and extracurricular activities
• Displays within the school premises and outside school premises
• By collecting and managing this information, we aim to create a safe, efficient, and supportive environment for both learning and teaching.

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)
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.

For more information on how to manage cookies, please visit this website.

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
Your Rights Under Data Protection Laws
Under applicable data protection laws, you are entitled to exercise several rights concerning your personal data. Below is a summary of each right:

Right to Access
You have the right to request access to the personal data we hold about you. Upon your request, we will provide a copy of this data, free of charge, in a timely manner. This allows you to review the information we have and understand how it is being used.

Right to Rectification
If you believe that any personal data we hold is inaccurate, outdated, or incomplete, you have the right to request its correction. We will promptly update any information found to be incorrect to ensure that your data remains accurate and up-to-date.

Right to Erasure 
In certain situations, you can request that we delete your personal data. This right applies when the data is no longer needed for the purposes it was collected, you have withdrawn your consent, or you object to the processing and there are no overriding legitimate grounds. There are exceptions, such as when the data is required for legal reasons or to comply with statutory obligations.

Right to Restrict Processing
You can ask us to temporarily halt the processing of your personal data while certain issues are resolved. This may apply if you contest the accuracy of your data, if the processing is unlawful and you oppose deletion, or if you require the data for legal claims. Once the issue is resolved, processing may resume, but only in line with your consent or for legal reasons.

Right to Object
You have the right to object to the processing of your personal data in certain situations. For instance, if we are using your data for direct marketing, you can request that we stop immediately. You can also object to processing based on our legitimate interests unless we can demonstrate compelling reasons for the processing that override your rights.

Right to Data Portability
In cases where your data is being processed based on your consent or in the performance of a contract, and the processing is automated, you have the right to request a copy of your personal data in a structured, machine-readable format. You can also ask us to transfer the data directly to another organisation where technically feasible. This right allows you to easily move, copy, or transfer your personal information between different service providers.

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