DATA PROTECTION AND PRIVACY POLICY

Taibah International School ("we" or "us") respects the privacy of our students, their families, staff (including teachers and other personnel), and the wider school community (visitors, volunteers, etc.). This policy outlines how we collect, use, store, and share your data, adhering to both local and international data protection standards such as the Ugandan Data Protection and Privacy Act, 2019.

The following definitions apply to this policy:

“Data Subject” means an individual whose personal data is collected, used, stored, or otherwise processed by Taibah International School. This includes students, staff, and members of the wider school community (visitors, volunteers, service providers).

“Personal Data” means any information relating to an identified or identifiable natural person. This includes information such as name, address, phone number, email address, academic records, medical information (with separate consent), dietary or accessibility needs, and images/recordings (with separate consent).

“Data Processing” means any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organization, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

“Data Controller” means Taibah International School, which determines the purposes and means of processing personal data.

Data Processor: Any third-party organisation that processes personal data on behalf of the Data Controller (e.g., healthcare providers, transport services, exam boards).

“Data Collector” means a member of Taibah International School staff (e.g., teacher registering a student) or a third-party service provider (e.g., online registration form).

means The Ugandan Data Protection and Privacy Act, 2019.

Principles of Data Processing

We abide by the following principles when processing your personal data:

Lawfulness, fairness, and transparency: We collect and process data only for legitimate purposes and with your knowledge.
Purpose limitation: We collect data only for the specific purposes outlined in this policy and will not use it for anything else without your consent.
Data minimisation: We collect only the minimal data necessary for the stated purposes.
We strive to maintain accurate and up-to-date data and will rectify any inaccuracies upon request.
Storage limitation: We will retain your data only for as long as necessary for the stated purposes or legal requirements.
Integrity and confidentiality: We implement appropriate security measures to protect your data from unauthorised access, disclosure, alteration, or destruction.
We are responsible for your data and ensuring compliance with these principles.

What Data Do We Collect?

We collect personal data from various members of the school community for different purposes. The specific data collected may include:

Contact information (names, addresses, phone numbers, parents details), academic records, medical information (with separate consent), images and video recordings (with separate consent), and any relevant dietary or accessibility needs.
Contact information, employment records, qualifications, references, and emergency contact details.
Wider School Community: Contact information for visitors, volunteers, and service providers.

We will always inform you about the data we collect and the reason for collecting it.

How Do We Use Your Data?

We use your personal data only for the following purposes:

To facilitate communication, ensure their well-being and safety, personalise their learning experience, and manage school administration (registration, reports, etc.).
To manage employment processes, payroll, performance reviews, training, and communication.
Wider School Community: To facilitate communication, manage access to school facilities, and ensure the safety and well-being of everyone at school.

Sharing Your Data

We may share your data with authorised third-party service providers who support the school's operations, such as healthcare providers, transport services, exam boards, or relevant government agencies. We will only share the data necessary for them to fulfil their services and require them to maintain strict data security practices in accordance with relevant Data Protection and Privacy laws.

Using Images and Recordings

We may take pictures and videos of students and staff participating in school activities and may use these images or recordings for promotional purposes (website, social media). You have the right to withdraw your consent at any time.

How Long Do We Keep Your Data?

We will retain your data only for as long as necessary for the stated purposes above. Once you are no longer part of the school community (student leaving school, staff member termination, etc.), we will delete your data within a reasonable timeframe, typically six years, unless required by law to keep it for a longer period.

Security of Your Data

We take all reasonable precautions to protect your data from unauthorised access, disclosure, alteration, or destruction. This includes implementing appropriate technical and organisational security measures, following best practices, and staff training on data protection.

Your Rights

You have the following rights under PDPA:

Right to access: You have the right to request a copy of the data we hold about you.
Right to rectification: You have the right to request correction of any inaccurate data.
Right to erasure: You have the right to request deletion of your data (subject to legal exceptions).
Right to restrict processing: You have the right to request restrictions on how your data is processed.
Right to data portability: You have the right to request a transfer of your data to another party (where applicable).
Right to object: You have the right to object to the processing of your data.

How to Contact Us

If you have any questions about this, please get in touch with the Data Protection Officer on ukasasa@tis.ac.ug or 0703461695/0772516366

Updates to this Policy

We may update this policy from time to time. We will notify you of any changes by posting the updated policy on the school website.

By signing the enrolment form/employment contract, you acknowledge that you have read and understood this Data and Image Rights Policy.