Privacy Policy

The purpose of the Privacy Policy is to inform Students, Parents and other individuals who interact with British International School of Ljubljana d.o.o. (hereinafter “British International School of Ljubljana”) on the purposes and legal bases and the rights of individuals regarding the processing of personal data carried out by our School. Most of the processing of personal data is based on the provisions of the current legislation in the field of education and applicable legislation regarding to personal data protection. Any changes to this document will be posted on our website. By using the website, you confirm that you are familiar with the entire content of the Privacy Policy.

Data controller:
British International School of Ljubljana d.o.o.
Cesta 24. junija 92
1231 Ljubljana-Črnuče
e-mail: admissions@britishschool.si
telephone: +386 40 618 356
Website: https://britishschool.si/

This Privacy Policy applies to:

• Student Applicants, current and former students of British International School of Ljubljana and their Parents/Guardians
• Employees of British International School of Ljubljana
• Job Applicants to school roles,
• Users of School IT Systems,
• Marketing and Communications
• Visitors to the school premises
• For website visitors (Cookies)

Personal data means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Examples of personal data we process: your contact details (address, e-mail, telephone number), next of kin, financial information, your photos and video recording etc.

Some of the personal data we process is classified as specific categories of personal data (sensitive data). This means personal data about an individual’s: health data, special education support data, religion and ethnic origin. We process such sensitive data in accordance with article 9 of General Data Protection Regulation (GDPR).

Student Applicants, current and former students of British International School of Ljubljana and their Parents / Guardians.

In order to deliver an education to our students we process personal information about our students, relations and guardians.

Whilst the majority of data we collect is mandatory, some of it is provided or processed based on the performance of a contract and on consent (voluntary). We process personal data mostly for the following purposes:

• to fulfil obligations of applicable legislation
• to identify our students
• to ensure efficient processing of your enquiry
• for billing and financial purposes
• to support pupil learning
• to ensure the safety of our students
• to ensure a balanced structure to the school
• to monitor and report on pupil progress
• to provide appropriate pastoral care
• to keep our school community up to date on events
• to assess the quality of our services
• to comply with our statutory requirements

We collect personal information through the enrollment process and during the contracted time in the school. Personal information is collected using a variety of methods but most commonly using: forms (paper and digital), emails, post, student observations and verbal (face to face, phone or video conference) communication between school staff, our students their guardians and relations.

When applying for enrollment and enrolling a student in the school

In order to enroll a student in the school, we need the following personal data: the student's general personal information, information about schooling and previous student reports, medical details, special education support needed, language knowledge.

We need the following personal data of Parents/Guardians: the Parents’ general personal information and contact details.

We keep the above data as part of the record of registered candidates for enrollment and enrolled students. We process this data for the needs of the post-secondary (alumni) activities of the school, the post-secondary application services, including, but not limited to university/college or employment applications, state authorities, local community authorities, public authority holders, related to the realization of students' rights according to special regulations. In accordance with the current legislation, the records of enrolled students are kept permanently, while the records of those applying for enrollment are kept until enrollment or until the end of appeal procedures. The legal basis for processing personal data is applicable legislation.

During the education process

During the student's education, we maintain the following collections or records of personal data: records of enrolled students; personal record, which is kept for each student from enrollment in school until the end of studies or until graduation and the record of any exams taken, both internal and external, which records the registration for the exam, the course of the exam and the grade achieved.

As part of the record of enrolled students, we keep the following personal data: the student's general personal information, information about schooling and previous student reports, medical details, special education support needed, language knowledge.

As part of the personal information we also keep data on: exams passed, student reports, progress and completion of studies.

We keep the personal data of Parents/Guardians: the Parents’ general personal information and contact details.

We process this data for the needs of the post-secondary (alumni) activities of the school, the post-secondary including, but not limited to university/college or employment applications, state authorities, local community authorities, public authority holders, related to the realization of students' rights according to special regulations. All the listed collections or data records are kept permanently. The legal basis for data processing is applicable legislation and/or performance of a contract.

When providing special education support (SEN)

The personal data collected by the SEN department is kept in the student's personal folders (on iSAMS and hard copies) and accessible only to SEN department. The SEN department collects and manages documentation on the students profile as part of the process of identifying students who may need learning/SEN support and organising professional help to the student.

The collection contains the following personal data about the student: the student's general personal information, previous education and health specifics, family and social history, expert opinions of other institutions, the knowledge of which is essential for establishing the student's needs and providing appropriate support for the student. It also contains information on the student's progress and school reports, documentation related to the process of guiding a student with special needs.

The collection of data on students who need extra support at school is kept for five years after the end of the student's schooling. The legal basis for data processing is legislation and/or performance of a contract.

Processing based on student consent

We will process certain personal data only if you give us your consent. If you give your consent for a specific purpose, we will, for example:

● inform Parents/guardians about our activities via phone number and/or e-mail;
● publish group and/or individual photos/videos of the student on our website;
● for information purposes, the student's name and surname are published on the notice board;
● publish products and other achievements of the student together with his/her name and surname on various media (depending on consent);
● publish the student's achievement in knowledge and other competitions in various media (depending on parental consent).

Giving consent is voluntary. You can withdraw your consent at any time by sending a request to our address. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Personal data that we process based on your consent will be kept until the consent is withdraw or until the data is deleted. Upon receipt of a request to withdraw consent or a request for deletion, the data shall be deleted without undue delay . Data that we process on the basis of consent can be deleted even before cancellation, when the purpose of personal data processing has been achieved or if the law so requires.
Employees of British International School of Ljubljana
We collect personal information during final offer and contractual process and during your contractual term as an employee.
We collect and process information to fulfil our contractual employer-employee relationship between yourself and British International School of Ljubljana.

Job Applicants to school roles

We collect information when you submit an application to us using email or via any web-based application methods and during the interview/ screening process.

We process your information as a result of your interest in the role applied for. This information will be held for six months or longer in the case of compliance with our statutory or legal obligations.

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in Slovenia and seek assurance as to their trustworthiness, integrity and reliability.
If you are unsuccessful for the position you have applied for, we may ask if you would like your details to be retained in our talent pool.

Users of School IT Systems

We collect personal information during usage of our IT systems on-premises or remotely or if you send us an Email.

We process information on your usage of our IT Services. This information is processed to ensure the security of our systems, for diagnostic and for analytical purposes.

We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Marketing and Communications

We may collect your preferences to market to you directly from us by email, SMS, Social media channels, telephone and post in the following ways:

• When you sign up online, through advertisements, via our school subsidiaries or at event exhibitions and give us your specific consent that you would like to receive such marketing from us.
• If you submit an application or enquiry and/or engage our school services and indicate (by specific consent) you would like to receive marketing information.
• When you meet us at an event or exhibition and indicate (by specific consent) you would like to receive marketing information.
• When you update your marketing preferences via email, SMS, social media channels, telephone or post, or when responding to a request from us to do so.
• You have the right to opt-out of our use of your personal information to provide marketing to you in any of the ways mentioned above. Please see “What rights do I have regarding the information British International School of Ljubljana holds?” below for further details on how you can do this.

Visitors to the school premises

We collect information on visitors to the school site. Information is collected to ensure the safety of our premises and our students and staff.

For Website Visitors (Cookies)

A cookie is a unique alphanumeric identifier that we use to determine the number of unique Visitors that view our website, whether or not those Visitors are repeat Visitors, and the source of the visits. Cookies cannot be executed as code or used to deliver a virus. Other servers cannot read cookies and personal information cannot be gathered from cookies. Cookies are simply an identifier shared between you and us to allow British International School, Ljubljana to improve the information we offer to you through our website.

You have options regarding the cookies that are placed on your local device during your web visit. Your options are outlined in the Cookie Consent banner. Some cookies are necessary for our website to function properly, and others help us personalise your experience via analytics and relevant ads. If you don’t make a selection via the consent banner on which cookies you accept, you’ll continue to browse with cookies in the ‘Necessary (required)’ pot.

Below is a list of the cookies we use on our website, along with information on how long each cookie, if accepted, will stay on your local device.

.
Necessary (Required)
Cookies that the site cannot function properly without. This includes cookies for access to secure areas and CSRF security. Please note that Craft’s default cookies do not collect any personal or sensitive information. Craft's default cookies do not collect IP addresses. The information they store is not sent to Pixel & Tonic or any 3rd parties.

Name: CraftSessionId
Description: Craft relies on PHP sessions to maintain sessions across web requests. That is done via the PHP session cookie. Craft names that cookie “CraftSessionId” by default, but it can be renamed via the phpSessionId config setting. This cookie will expire as soon as the session expires.
Provider: this site
Expiry: Session

Name: *_identity
Description: When you log into the Control Panel, you will get an authentication cookie used to maintain your authenticated state. The cookie name is prefixed with a long, randomly generated string, followed by _identity. The cookie only stores information necessary to maintain a secure, authenticated session and will only exist for as long as the user is authenticated in Craft.
Provider: this site
Expiry: Persistent

Name: *_username
Description: If you check the "Keep me logged in" option during login, this cookie is used to remember the username for your next authentication.
Provider: this site
Expiry: Persistent

Name: CRAFT_CSRF_TOKEN
Description: Protects us and you as a user against Cross-Site Request Forgery attacks.
Provider: this site
Expiry: Session

Statistics
Statistic cookies help us understand how visitors interact with websites by collecting and reporting information anonymously.

Name: _ga
Description: This cookie name is associated with Google Universal Analytics - which is a significant update to Google's more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default it is set to expire after 2 years, although this is customisable by website owners.
Provider: Google Analytics

Expiry: 2 years
Name: _gid
Description: This cookie name is associated with Google Analytics. It is used by gtag.js and analytics.js scripts and according to Google Analytics this cookie is used to distinguish users.
Provider: Google Analytics

Expiry: 1 day
Name: _gat_*
Description: This cookies is used to read and filter requests from bots.
Provider: Google Analytics
Expiry: 1 minute

Name: _gcl_au
Description: This cookie name is associated with Google Adsense. It is used to store and track conversions.
Provider: Google Adsense
Expiry: Persistent

Name: _hjSession_*
Description: This cookie ensures subsequent requests in the session window are attributed to the same session.
Provider: Hotjar
Expiry: 30 minutes

Name: _hjSessionUser_*
Description: This cookie persists the Hotjar User ID which is unique to that site. Hotjar does not track users across different sites.
Provider: Hotjar
Expiry: 1 year

Name: msd365mkttrs
Description: To find out how much time a user spent on a page
Provider: Dynamics365
Expiry: Session

Name: msd365mkttr
Description: Identifies users. We set this cookie when a user visits a marketing page or a select a link (with tracking enabled). At some point of time, when a form is submitted by a user, a new contact/lead is created and we leverage the cookie available in the browser to associate previous visits with the newly generated contact/lead.
Provider: Dynamics365
Expiry: 2 years

Marketing
Marketing cookies are used to track visitors across websites. We use this information to improve your website experience, provide relevant content, and sometimes send relevant and engaging ads.

Name: _fbp
Description: This cookie is used to store and track visits across websites.
Provider: Facebook
Expiry: 3 months

You have the right to know who we share your personal data with. We limit the sharing of your data to external parties to a minimum. This said we do share your personal data on the following grounds:

• We may share your data with other parties who provide services to us.
• We also provide personal data to other parties who provide services to you.
• We will also share personal data to external parties in accordance with our statutory responsibilities.
• A transaction relating to British International School of Ljubljana
• In anonymised form as part of statistics or other aggregated data shared with third parties.

Information on transfers of personal data to a third country

We transfer personal data to United Kingdom for which the European Commission has confirmed a suitable level of data protection on the basis of an adequacy decision. United Kingdom national laws provide a level of protection for personal data which is comparable to those of EU law.

We may also transfer personal data to third countries in cases of using social networks and certain other providers of information solutions (newsletter software provider). In this cases data may be exported to the USA, whereby the relations with the contract processors from the USA is regulated on the basis of standard contractual clauses adopted by the European Commission and/or binding business rules approved by the EU.

We do not perform automated decision-making or profiling.

You have the right to correct any incorrect information we hold about you. You have the right to request deletion of personal data or restriction of processing in relation to it, as well as the right to object to processing and the right to data portability. The individual's request is processed in accordance with the provisions of the applicable legislation.

You also have the right to request the information we hold about you. This right existed before GDPR, but you have enhanced rights and timescales in which we would have to report this information to you. For example, you now have the right to request if we hold data in a structured format for it to be in a portable format (eg. CSV).

You can exercise all of the listed rights and all questions with a request sent to our address: admissions@britishschool.si. We will respond to your request without undue delay, no later than one month after receiving the request. This deadline may be extended by a maximum of two additional months, taking into account the complexity and number of requests. You will be notified of this along with the reasons for the delay. Exercising your rights is free of charge to you, but we may charge you a reasonable fee if the request is manifestly unfounded or excessive, particularly if it is repeated. In such a case, we can also reject the request. In the decision on the request, the school will also inform you of the reasons for the decision and information about the right to appeal to the supervisory authority within 15 days of being informed of the decision.

In case of doubt about your identity, we may ask you for additional information that we need to establish your identity.

You have the right to lodge a complaint. We would hope that we raise the issue initially with your primary school contact. If you feel your request has not been handled according to you rights you can always contact the Information Commissioner of the Republic of Slovenia, Dunajska cesta 22, 1000 Ljubljana, Phone: +386 1 230 97 30, E-mail: gp.ip@ip-rs.si.

Amendments to this Privacy Policy may be made at any time and you should check back frequently for any changes. This Privacy Policy was last updated on 24/04/2024.