Privacy Notice


At ISJ, we take your privacy seriously. This notice explains how we collect, use, store, and share personal information relating to pupils and parents, and how we keep that information safe. It applies to all families enrolled at the school.

1. Information We Collect

We collect information about parents and pupils when you apply to ISJ and throughout your time with us.

For parents, this includes:

  • Contact details (name, address, phone, email)

  • Nationality and visa status

  • Employment information (employer name, job title, work contact details for emergency purposes)

  • Payment records and billing information

  • Information relevant to your child's wellbeing (emergency contacts, custody arrangements, medical alerts, family circumstances affecting school life)

For pupils, we collect:

  • Personal details (name, date of birth, nationality, passport information, visa status)

  • Language background and previous educational history

  • Academic records, assessments, and progress reports

  • Learning support needs and intervention records

  • Health information, medical conditions, and dietary requirements

  • Attendance records and punctuality

  • Behaviour observations and pastoral care notes

  • Photos and videos for internal documentation, learning portfolios, newsletters, and occasional promotional material

  • Information from previous schools, external professionals, and assessment reports

We may also receive information from third parties such as previous schools, medical professionals, educational psychologists, or other relevant service providers involved in your child's education and wellbeing.

We only collect the information we need, and we do so with care.

2. Why We Collect and Use This Information

The primary purpose of collecting personal information is to provide each child with a safe, supportive, and effective education. This includes:

  • Academic instruction, assessment, and progress monitoring

  • Wellbeing support and pastoral care

  • Record-keeping and administrative functions

  • Communication with parents about school life and your child's development

  • Planning and delivering school services and activities

We also use this information to meet legal obligations, including:

  • Child safeguarding and protection requirements

  • Health and safety compliance

  • Tax and financial reporting

  • Regulatory inspections and compliance monitoring

Occasionally, we may use contact details to share school news, updates, or information about ISJ events and community activities.

3. Sharing of Information

We only share information when necessary and always with appropriate care and security measures.

We are required to share data with:

  • Local authorities for safeguarding, education, and regulatory purposes

  • Government inspectors and educational regulators

  • Medical professionals in emergency situations or for ongoing health needs

  • Legal representatives when required by law or court order

We may share relevant information with:

  • Other schools when a pupil transfers (academic records, learning support information, safeguarding concerns)

  • External educational professionals (educational psychologists, therapists, specialists) involved in supporting your child

  • Examination boards and educational assessment providers

Third-party service providers: Some of our systems involve secure third-party providers for services such as cloud storage, IT systems, communication platforms, and payment processing. We ensure these services meet strict data protection standards and that your information remains protected. We never sell or rent your information to commercial third parties.

International data transfers: Where data is transferred internationally, we ensure appropriate safeguards are in place and comply with applicable data protection laws.

4. Legal Basis for Processing

We process personal information on several legal grounds:

  • Contractual necessity: To fulfil our educational contract with you as a parent

  • Legal obligation: To meet our statutory duties in education, safeguarding, and health and safety

  • Vital interests: To protect a child's life or physical safety in emergency situations

  • Legitimate interests: Where it serves the legitimate educational and operational interests of the school

  • Consent: For activities such as photography for promotional use, optional surveys, or non-essential communications

Where consent is required, it will be requested clearly and can be withdrawn at any time by contacting admissions@isj.id.

5. How Long We Keep Information

We keep personal information only for as long as it is needed for the purposes outlined above.

During enrollment: All relevant records are maintained for active educational and administrative purposes.

After a child leaves ISJ:

  • Academic records: 7 years

  • Safeguarding records: Until the child reaches age 25, or longer if serious concerns were recorded

  • Financial records: 7 years for tax and audit purposes

  • General administrative records: 2 years

  • Photos and videos: 3 years, unless consent is withdrawn

Some information may be retained longer where there are legal requirements, ongoing investigations, or for legitimate historical/alumni purposes with appropriate consent.

6. Your Rights

Under data protection law, you have several rights regarding your personal information:

  • Access: Request a copy of the personal data we hold about you or your child

  • Rectification: Ask us to correct inaccurate or incomplete information

  • Erasure: Request deletion of personal data in certain circumstances

  • Restriction: Ask us to limit how we use your data

  • Portability: Request your data in a portable format when moving to another school

  • Objection: Object to processing based on legitimate interests

  • Withdraw consent: Where processing is based on consent, you can withdraw this at any time

To exercise these rights:

  • Submit requests in writing to admissions@isj.id

  • Include your full name, your child's name and class, and specify which right you wish to exercise

  • We will respond within 30 days and may request additional information to verify your identity

  • If you are not satisfied with our response, you may appeal by contacting our Academic Director or lodge a complaint with your local data protection authority

7. Data Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. This includes secure IT systems, access controls, staff training, and regular security reviews.

8. Contact

If you have questions about this notice, how your data is being used, or wish to exercise any of your rights, please contact us at admissions@isj.id.

For urgent data protection concerns, you may also contact our Academic Director directly through the main school office.