The ECOLE INTERNATIONALE MONTGOMERY (EIM) wishes to protect the privacy of our students, their parents and/or legal guardians, our own staff and other stakeholders. Furthermore, EIM shares with individuals, other international schools in Brussels and public authorities the importance of data protection in the EU context.
EIM treats personal data from students (and their parents and/or legal guardians) in order to implement the school’s mission.
Data treated for students and their parents/and or legal guardian includes their names, address, telephone numbers and email addresses, plus the student’s date of birth, a picture and his academic dossier, as well as the parents’ signatures, their employer and a copy of their ID and that of the student.
This data is necessary for administrative purposes and kept securely in the school administration, with access restricted to the Managing Director, School Principals and Administration Officer. However, parent contact emails are available to the faculty via our virtual learning environment (Managebac) to enable them to contact parents, when needed, for academic purposes.
During outings, teachers and members of staff accompanying students are provided with telephone numbers of students’ parents or legal guardians for the sake of security and safety. However, such teachers and members of staff will dispose of the list of phone numbers provided for the outing immediately upon their return from the trip.
On some occasions (school trips, admission if deemed necessary), we may collect basic medical information about the students from their parents, such as allergies or diabetes. This data will be shared with the faculty so that we can act accordingly in case of an emergency during class time or school trips.
When students have been identified special needs (e.g. extra-time for tasks, or allowance to use a computer to type exams or tests), teachers are provided with a file containing information on the student’s inclusive access arrangements. In some cases, a file with more specific information, such as a psychoeducational report, on the student’s profile may be shared with the teachers. In this case, parents/legal guardians are asked for consent for sharing this information both with teachers as well as the International Baccalaureate organisation, which provide for our official academic programme and examinations, including among these the special arrangements for students with special needs.
The data mentioned above is not destroyed when the student leaves the school, as it could be necessary in the future either as required by the law or for academic purposes.
Students are provided with an email address belonging to the school. The Managing Director, School Principals, the Administration Officer as well as teachers have access to this address so that they can contact the students for school purposes. Teachers have also access to parents’ email addresses so that they can contact them when needed for academic concerns. School email addresses will be immediately erased and not further used or treated once the student is no longer registered at EIM.
Furthermore, EIM asks parents/legal guardians consent for treatment of the students’ pictures for the following purposes: EIM facebook page, EIM website, EIM school brochure, other EIM promotion materials including videos for the school website.
Teachers keep a class attendance list with their students’ names. This list is also used for security purposes, as for example in the case of an evacuation emergency. Principals keep a similar list for all the students under their respective responsibility, as well as a list for extra-curricular activities, homework club and garderie service. These lists are disposed of every school year.
All computers in the school have a password, in order to prevent mistreatment of personal data using such computers. Teachers and members of staff are not allowed to take pictures of pupils using personal mobile phones or any other electronic device, except during outings and for the purpose of publishing pictures of students as described above. On a case-by-case basis, a teacher may be asked by the school management to take a picture of one or more pupils; in this case, the teacher will send the corresponding picture to the school management and erase it from his/her electronic device.
Personal data of employees is kept securely in the school administration, with restricted access by the Managing Director and the Administration Officer. Teachers are provided with an email address belonging to the school. School email addresses will be immediately erased and not further used or treated once the person having used them has no longer an employee relationship with EIM.
Personal data of providers is kept securely in the school administration, with restricted access by the Managing Director and the Administration Officer.
EIM guarantees all rights of individuals whose data are being treated. In order to exercise such rights, please send an email to firstname.lastname@example.org. Also please send an email to the same address if you are aware of a data breach.