For our full Privacy Notice which applies to individuals who are in a relationship with the school, either as a current, past or prospective student, (or family member of a student); as a current, past or prospective staff member; or as a visitor to the ISA campus, please see this page.
For convenience, we have divided our data protection policies for website use into two pages:
The International School Aberdeen (referred to in this document as “the school”) is the data controller. The school is a charity registered in Scotland (number SC007756) and a limited liability company (number SC071126). Our registered office is at Johnstone House, 52-54 Rose Street, Aberdeen, AB10 1HA.
Because we are a school located in Scotland the personal information that you give us or that we collect from you will be held under Scottish data protection legislation (“the legislation”). The legislation requires that we tell you that we are a data controller for your personal information or, in other words, we determine the purposes for which and the manner in which any of your personal information are, or are to be, processed by us.
If you do not click or select the “I Agree” button that appears in the pop-up then we will endeavour to not collect your personal information – this is subject to the caveat below.
Caveat: Even if you do not click or select the “I Agree” button there is still some information that we may automatically collect about you – this is normally not personal information but rather technical information sent by your device and used to connect your computer, tablet, or mobile device to the Internet, including your browser type and version, the time when you visit our site, your time zone setting, certain browser plug-in types and versions, operating system and platform. This type of information is sent by you to our site automatically and it is not something that we can prevent. We only use this information to administer our site including troubleshooting, load testing, traffic throughput, data analysis, performance testing, and for anonymised research and statistics purposes that we only use internally.
If you consent to us collecting your personal information then we may process the following data about you:
Information you give to us:
You may give us personal information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you may provide to us when you register to use our site, search our site, and when you report a problem with our site.
The information you give us may include:
- Your name;
- E-mail address;
- Phone number;
- IP address;
- Personal Details of potential students and their parents;
- Confirmation of your time as a student at the School;
- Personal description; and
- Photographs and/or videos.
Information we collect about you:
When you visit our site we may collect information about you, including which pages you have visited (including date and time) which services and pages you viewed or searched for, page response times, download errors, files downloaded, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from a page. All of this information will be collected anonymously and will not be traced back to you as an individual.
The purpose of this information is to allow us to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, improving our site to ensure that content is presented in the most effective manner for you and for your computer, and as part of our efforts to keep our site safe and secure.
Information you may pass to third-parties outside our control:
On some pages of our site there are links to third-parties, for example iPay Impact, ParentTeacherOnline Bookings or the PowerSchool Parent Portal. You should be aware that these sites are likely to be collecting information about you and what you are doing on those sites. These actions are outwith our control and we recommend that you check the respective policies of each of these sites to see how exactly they use your personal information.
When you give us your personal information then we may use it to:
- Carry out our obligations from any contracts entered into between you and us and to provide you with information that you request from us.
- Provide you with information about our school.
- Provide you with details of alumni relations and events and other events organised by the school
- Ensure that content from our site is presented in the most effective manner for you and for your computer.
If you provide us with your e-mail, telephone or mobile number then we may contact you by these electronic means (e-mail or SMS). However, we will not use your personal information for marketing purposes without your express consent.
If you do not wish to receive any information by electronic means then please get in touch with us.
In some cases we may disclose information about you with select third-parties:
- We may anonymise and aggregate your information with other users (for example, we may track that 500 men aged under 20 have clicked on a specific page on our site on any given day). We may use such aggregate and anonymised information to help reach a particular target audience or understand who uses our site.
- If we or substantially all of our assets are acquired by a third party, in which case personal information held by us about you may be one of the transferred assets.
- If we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or in order to enforce any agreements with you, or to protect our rights, property, or safety of our students, our employees, or others.
Our Cookies Policy covers matters such as using your personal information for analytics purposes.
The personal information that we collect from you will be stored within the United Kingdom. We will not knowingly transfer your personal information outside of the European Economic Area. Where it may be necessary for us to transfer your personal information outside of the European Economic Area we will get in touch with you and seek your consent.
All personal information you provide to us is stored on secure servers.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted from our site and any transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorised access. We apply a ‘Privacy by Design’ approach to protecting your personal information in order to promote privacy and data protection compliance from the start.
You have the right to ask us not to process your personal information or to restrict the purposes for which we may process your personal information.
You can exercise your right to prevent processing of your personal information by not selecting or clicking on the “I Agree” button when you visit our site.
You can also exercise your right at any time by contacting us. If you consented to us collecting and/or processing your personal information but you change your mind then you can get in touch with us about erasing the personal information we hold about you.
Please be aware that, even if we receive a request from you to delete your personal information, it may be that we cannot entirely remove all of your personal information. This is usually because we have a legitimate interest to hold onto some of that personal information, for example, if you have an ongoing contract with us, the personal information relates to a third-party such as a student who attends our school, or we have a legal obligation to retain some or all of your personal information – but we will inform you of this.
Individuals have various rights under Data Protection Law to access and understand personal data about them held by the school, and in some cases ask for it to be erased or amended or have it transferred to others, or for the school to stop processing it – but subject to certain exemptions and limitations.
Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their request in writing to the Data Protection Manager using the Subject Access Request form.
The school will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information). The school will be better able to respond quickly to smaller, targeted requests for information. If the request for information is manifestly excessive or similar to previous requests, the school may ask you to reconsider, or require a proportionate fee (but only where Data Protection Law allows it).
You should be aware that the right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals (and parents need to be aware this may include their own children, in certain limited situations), or information which is subject to legal privilege (for example legal advice given to or sought by the school, or documents prepared in connection with a legal action).
If you do not consent to us collecting your personal information then we cannot guarantee the full functionality of our site and cannot be held responsible or liable to you for any reduction or restriction in access to our site or any of our other services.
Our site may, from time to time, contain links to and from the sites of our partners and affiliates. If you follow a link to any of these sites, please note that these sites have their own privacy and cookie policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these sites.
Our Data Retention Policy is available on request from the Data Protection Manager.
Any comments or queries on this policy should be directed to the Data Protection Manager through the school by telephone (01224 730300), by email (firstname.lastname@example.org) or in writing at Pitfodels House, North Deeside Road, Aberdeen, AB15 9PN.
If an individual believes that the school has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should utilise the school complaints / grievance procedure and should also notify the Data Protection Manager. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the school before involving the regulator.
Last Updated: 25th May 2018