Privacy Notice

1 About the School

Australian School of Abu Dhabi (ASAD) is a private International Baccalaureate (IB) World School operating under the regulatory oversight of the Abu Dhabi Department of Education and Knowledge (ADEK).

For the purposes of applicable data protection requirements, ASAD is responsible for the processing of personal information and data collected through the school’s website and school-managed digital systems.

2 Application of This Privacy Notice

This Privacy Notice applies to personal information and data collected through:

• the ASAD public website;
• online enquiry, admissions, recruitment and contact forms;
• written and verbal communications with the school, including emails, letters and physical forms;
• approved school management systems and digital platforms accessed by parents, students, staff or visitors.

3 Information and Data We Collect

The information and data collected depend on how you interact with ASAD and may include:

3.1 Website Use

• device and browser information;
• IP address and approximate location (derived from IP);
• website usage and analytics data.

3.2 Enquiries and Admissions

• parent or guardian name and contact details;
• basic student information relevant to enquiries;
• information you choose to provide through forms or correspondence;
• records of communications with the school.

3.3 Communication and Subscriptions

• contact details and communication preferences;
• records of consent, opt-in or opt-out actions.

3.4 Recruitment

• personal and contact details;
• qualifications, employment history and references;
• recruitment-related correspondence and records.

3.5 School Visits and Security

• visitor sign-in and access records;
• system access logs and security monitoring data used to protect school systems and users;
• security and surveillance information, including CCTV footage, collected for safety, security and safeguarding purposes.

3.6 Student Records, Learning and Wellbeing Data

ASAD may collect and process information relating to students’ education, wellbeing and safeguarding, including:

• enrolment, attendance and academic records;
• assessment, reporting and progression information;
• wellbeing, pastoral and safeguarding records;
• behavioural records and learning support information;
• health and medical information where required to support student safety, care and wellbeing; and
• digital learning data generated through school-approved platforms and systems.

3.7 Staff Employment and Operational Data

ASAD may collect and process personal information relating to staff employment and professional responsibilities, including:

• employment, qualification and professional development records;
• identification and regulatory documentation;
• system access and usage data for school-managed platforms; and
• records relating to workplace health, safety or wellbeing where required.

4 Personal Information Relating to Children

ASAD recognises the importance of protecting children’s personal information and data. The school’s website is not intended for children to submit personal information independently. Where student-related information is collected, this is done for legitimate educational, safeguarding or operational purposes, with appropriate involvement of parents or guardians and additional protections applied. Additional safeguards are applied to children’s personal information, including restricted access, role-based permissions and enhanced security controls, in line with ADEK requirements and child protection obligations.

5 How Information and Data Are Collected

Personal information and data may be collected:

• directly from individuals through forms, communications or interactions with the school;
• automatically through the use of the school’s website and digital services;
• from authorised third parties where lawful and appropriate, including previous schools, referees or regulatory authorities.

6 How Information and Data Are Used

ASAD uses personal information and data for purposes that include:

• responding to enquiries and requests;
• managing admissions, enrolment and recruitment processes;
• supporting education delivery, safeguarding and student wellbeing;
• communicating with prospective and current families;
• operating, maintaining and improving school systems and digital services;
• ensuring safety, security and appropriate access to school premises;
• meeting legal, regulatory and ADEK obligations.

Information and data are not used for purposes that are incompatible with these activities.

7 Lawful Basis for Processing

Personal information and data are processed where there is a lawful basis to do so, including:

• where processing is necessary for educational or operational purposes;
• where processing is required to meet ADEK regulatory, inspection and reporting obligations;
• where processing is required to meet legal or regulatory obligations;
• where processing is necessary to support safeguarding and protect vital interests;
• where consent has been provided.

Where consent is relied upon, it may be withdrawn at any time.

8 School Management Systems and Digital Platforms

ASAD uses approved school management systems and digital platforms to support admissions, teaching and learning, communication, assessment, reporting and school operations. These systems may include student information systems, learning management platforms, communication and collaboration tools, and parent or student portals. Access to these systems is role-based and restricted to authorised users in accordance with ASAD’s Digital and Social Media Policy , Information and Data Protection Policy and cybersecurity controls.

Where third-party providers are used, ASAD takes reasonable steps to ensure that appropriate contractual, security and data protection safeguards are in place. Some platforms may publish their own privacy notices, which users are encouraged to review.

9 Photography, Video and Media

ASAD may use photographs or video recordings for educational, communication or school-related purposes. Where required, consent is obtained in accordance with school procedures, and consent may be withdrawn. Further detail is set out in ASAD’s Digital and Social Media Policy .

10 Cookies and Website Analytics

The ASAD website uses cookies and similar technologies to support essential website functionality and to understand how the website is used. Cookies may be used to:

• enable core website functions;
• analyse website usage and performance;
• improve user experience.

Cookies can be managed through browser settings. Disabling certain cookies may affect website functionality.

11 Sharing of Information and Data

ASAD does not sell personal information or data.

Information and data may be shared:

• internally with authorised staff on a need-to-know basis;
• with trusted service providers who support systems, hosting or communications, subject to appropriate safeguards;
• with education partners or examination bodies where relevant;
• with government or regulatory authorities, including ADEK, where required by law;
• where necessary to protect health, safety or safeguarding interests.

12 International Data Transfers

Where personal information and data are processed or stored outside the UAE, ASAD takes reasonable steps to ensure that appropriate safeguards are in place in accordance with applicable legal requirements.

13 Retention and Disposal

Personal information and data are retained only for as long as necessary to fulfil the purposes for which they were collected or as required by law or regulation. Retention periods and secure disposal is managed in accordance with ASAD’s records management practices and Data Protection Plan.

14 Data Security

ASAD implements appropriate technical and organisational measures to protect personal information and data against unauthorised access, loss, misuse or disclosure. While reasonable steps are taken to protect information, no method of transmission over the internet can be guaranteed to be completely secure.

15 Your Rights

Individuals may request to:

• access personal information and data held about them;
• request correction of inaccurate or incomplete information;
• withdraw consent where applicable;
• raise concerns about how information and data are handled.

ASAD may verify identity before responding to certain requests.

16 External Links

The ASAD website may contain links to external websites or platforms. ASAD is not responsible for the privacy practices of external sites and encourages users to review their privacy notices.

17 Updates to This Notice

This Privacy Notice may be updated from time to time to reflect changes in legal requirements, technology or school practices. The most current version will be available on the ASAD website.

18 Contact Us

For questions, concerns or requests relating to privacy or data protection, please contact: