It is important to point out that we may amend this Privacy Policy from time to time. Please visit this page if you want to stay up to date, as we will post any changes here.
What personal data do we collect about you?
We collect Personal Data directly from you as well as from other available sources to the extent permitted by law. We endeavour to only collect Personal Data that is necessary for the purpose(s) for which it is collected and to retain such data for no longer than necessary for such purpose(s).
Subject to applicable law and practice, the categories of Personal Data that are typically collected and processed are: -
Parents/ Guardians
Names, telephone/mobile numbers, email addresses and postal addresses, residential addresses, occupation, nationality, employer’s telephone, mother tongue, main communication language within your family, Number, bank account details; when you want us to consider a fee reduction, we will collect your bank statements, net worth statements and your statements or notes on circumstances surrounding fee requests, signatures, complaints, any communication you send us, cookies and online identifiers (when you visit our website or use any of the phone apps used by the School), CCTV footage and car registration numbers (when you visit our school), videos and photographs.
Pupils
Name, date of birth, mother tongue, main communications, date of birth, nationality, religion and information for student passes, class, academic records, disciplinary records, safeguarding records, extra-curricular activities, sign up and participation records, class timetables, attendance registers, bus routes and timings, fee statements and invoices, videos, photographs, health data (vaccination status, Covid tests and results, cardex logs, allergy and known conditions, immunisation details, medical), dietary requirements, CCTV footage, email addresses provided by the school, login credentials for various school systems, library usage records, communication with the school, cookies and online identifiers (when you visit our website or use any of the phone apps used by the School),
Visitors to the School and Alumni
Names, telephone numbers, email addresses, CCTV footage and car registration numbers, IDs cookies and online identifiers (when you visit our website, social media sites or use any of the phone apps used by the School), photographs and videos (when you attend our events)
Organic/market vendors and participants
names, email addresses, telephone numbers, types of products to be sold at the market and CCTV footage
Tennis club participants
Name, contact details, car registration numbers, IP address, cookies and online identifiers and such other information identifiers (when you visit our website, social media sites or use any of the phone apps used by the School) and CCTV footage (if you visit our school)
Members of the public/Website users
Name, email address, complaints/requests, IP address, cookies and online identifiers and such other information identifiers (when you visit our website, social media sites or use any of the phone apps used by the School) and CCTV footage (if you visit our school)
How and for what purpose do we collect your personal data?
We collect personal data:
• when you fill out registration or enrollment forms
• when you contact us by email, phone, or in person
• when you visit our website or fill out forms on it
• when you participate in school events
• when you enter our school grounds
• when you interact with us on social media platforms
• when you use our digital systems or apps
• through CCTV recordings on school premises
• through technical data such as IP addresses or online identifiers
The data is used, among other things:
• to provide information about our school
• to register students
• to document and evaluate learning progress
• to organize lessons, transportation, and school operations
• to ensure health and safety
• to manage fees and invoices
• to process inquiries or complaints
• to communicate with the school community
• to organize school events
• to present the school on the website or in publications (with consent)
On what basis does the German School process your personal data?
The processing of personal data is based on the following legal grounds, among others:
• to fulfill a contract, e.g., in the context of the school relationship
• due to the legitimate interests of the school, such as ensuring a safe learning environment
• to protect the vital interests of students
• to fulfill legal obligations
• based on your consent
If the processing is based on your consent, you can revoke it at any time.
Who do we share your personal data with?
Personal data may be shared internally within the school and externally with certain recipients, including:
• Schools to which students transfer
• Other international schools in the context of events or competitions
• Medical institutions or social services
• Providers of IT systems and digital platforms
• The German Ministry of Education or competent authorities
• Government agencies or authorities, if required by law
• Other service providers of the school
Photographs and videos
During the school year, photos and videos of students may be taken to document everyday school life. These may be used for the following purposes:
• Educational documentation
• Health or safety purposes
• Public relations and marketing (with consent)
The copyright to these recordings belongs to the school.
How do we safeguard your personal data?
The German School Nairobi uses technical and organizational measures to protect personal data, including:
• Firewalls, virus protection, passwords, and encryption
• Secure storage systems and CCTV
• Backup and logging systems
• Training for employees on data protection and data security
Your rights
Under the Kenyan Data Protection Act 2019, you have the following rights, among others:
• Right to information about the processing of your data
• Right to access stored data
• Right to object to certain types of processing
• Right to rectification of inaccurate data
• Right to erasure of data
• Right to data portability
• Right to restriction of processing
• Right to lodge a complaint with the Data Protection Officer or the Data Protection Authority
Exercising your rights
If you wish to exercise any of your rights, please send an email to our data protection officer:
We will respond to requests within the time limits specified by law.
International data transfer
In order to fulfill our tasks, data may be transferred to cloud service providers or other partners outside Kenya. In doing so, we ensure that appropriate safeguards are in place in accordance with the Data Protection Act 2019.
Your responsibility
You are responsible for ensuring that the information you provide is accurate and truthful. If you submit data relating to other people (e.g., emergency contacts or doctors), you must ensure that you are authorized to do so and, where applicable, that you have their consent.
Contact
If you have any questions or complaints regarding data protection, please contact our data protection officer:
or in writing to:
Data Protection Officer of the
German School Nairobi
P.O. Box 978 – 00621
Nairobi, Kenya