PRIVACY POLICY

(Date Created: February 2019)

Alma Forest is committed to protecting your privacy. This Policy explains how we use any information you give to us and the ways in which we protect your privacy. We ask you to read it carefully. We may be required to change it from time to time as and when the relevant rules and regulations are amended so we also ask you to check it occasionally to make sure you are aware of the latest version.

The management of ‘personal information’ and ‘health information’ is governed by the General Data Protection Regulation approved by the EU Parliament on 14 April 2016 and Spanish Ley 34/2002, de 11 de julio, de servicios de la sociedad de la información y de comercio electrónico (GDPR).

This Privacy Policy explains the types of information we collect, how we may use that information, and with whom we may share it. Our Privacy Policy also describes the measures we take to protect the security of the information. We also tell you how you can contact us to get answers to questions you may have about our privacy practices.

All staff, service providers (contractors) and agents, (whether paid or unpaid) of the Alma Forest must comply with the GDPR and this Policy.

Type of Information we Collect

We collect the following type of information:

  • information about students and their family, provided by students, their family and others
  • information about job applicants, staff, volunteers and visitors; provided by job applicants, staff members, volunteers, visitors and others

Definition of “information”?

Personal information is information or opinion, whether true or not, about a person whose identity is apparent, or can reasonably be ascertained, from the information or opinion – that is recorded in any form. For example, a person’s name, address, phone number and date of birth (age).

Health information is information or opinion about a person’s physical, mental or psychological health or disability, that is also personal information – whether in writing or not. This includes information or opinion about a person’s health status and medical history, immunisation status and allergies, as well as counselling records.

Sensitive information is information or opinion about a set of specific characteristics, including a person’s racial or ethnic origin, political opinions or affiliations, religious beliefs or affiliations, philosophical beliefs, sexual preferences or practices; or criminal record. It also includes health information.

How we collect information about you

  • When you make enquiries to send your children to Alma Forest, we receive information about you and any children who attend our facilities in a number of different ways.
  • You may give us the information when you:
  • Apply for, or we offer you, a place at Alma Forest on a permanent, temporary or seasonal basis
  • When you sign up to any of our waiting lists
  • When you let us know about a change in your personal circumstances (for example, if you change your name when you get married or move house).
  • We may receive it from another organisation which we may partner with on specific projects.
  • in person and over the phone: from students and their family, staff, volunteers, visitors, job applicants and others
  • from electronic and paper documentation: including job applications, emails, invoices, enrolment forms, letters to our school, consent forms (for example: enrolment, excursion, consent forms), our school’s website or school-controlled social media
  • through online tools: such as apps, forms and other software used by our school

How we use your personal information

We use information that we have about you and your children for the running of Alma Forest and to comply with any relevant regulatory requirements. These generally fall into the following areas.

1. Administration This applies to past, current and potential future children and their parents / guardians. We use this information for the provision of child care. The types of personal information we collect and use include:

  • The personal details of your child;
  • The payment of fees due;
  • Details of the child’s Family (so we can contact you in case of an emergency)

2. Provision of Education

This applies to past, current and potential future children and their parents / guardians. We use this information to ensure that your child’s development needs are catered for. The types of information we collect and use include:

  • Education and Training Details (so we can ensure your child’s development needs are catered for).

3. Keeping you informed – This applies to current, past and potential future children and their parents / guardians. We use this information to keep you updated about events at Alma Forest e.g. to let you know about news, events and changes to schedules. The types of information we collect and use include:

  • Email address and telephone numbers, so we can email you updates and newsletters.

(Note: This is optional, and you can opt out of receiving email updates at any time).

How long we keep your information for

We are required to keep certain personal information including registers, medication records and accident records for a specific time in accordance with the obligations of the GDPR.

Who we share your information with

Generally, we only use your information within Alma Forest. There are some occasions when we need to share personal information about you and / or your child with third parties. If there is a proper legal basis for sharing your personal information, we will provide it to the organisation that is asking for it. Further, in case of an emergency, we may need to share with the emergency services details of your child including details of any medical conditions as provided to us by you.

Where we store personal data

Our school takes reasonable steps to protect information from misuse and loss, and from unauthorised access, modification and disclosure. Our school stores all paper and electronic records securely following the security standards.

Our Commitment to you

  • We will process your personal information in line with the GDPR. This means that we will:
  • Only collect and hold information about you which we need for some reason;
  • Keep your personal information up to date and accurate (to help us do this, please let us know if any of your details change);
  • Take appropriate steps to protect your personal information from being used without permission, or illegally, and to safeguard your rights; and
  • Destroy your personal information in a secure way once we no longer need it.

Your rights over your personal information

You have certain rights over your personal information. Most importantly, you have a right to ask for a copy of all the personal information we hold about you but there are some legal exceptions to this, such as information which is confidential to Alma Forest. If you would like a copy of your personal information, you should contact us on info@almaforestschool.com.