Privacy Policy

Effective Date: 09.12.2025

This Privacy Policy describes how IEKEN TOTS Daycare & Preschool (“IEKEN”, “we”, “us”, or “our”) collects, uses, stores, protects, and discloses personal information when you visit our website and/or use our services (including enquiries, admissions, communication, events, and other School-related activities). This policy applies to all visitors, parents/guardians, students, staff, and applicants.

1. Introduction & Purpose

We are committed to safeguarding the privacy and confidentiality of personal information of children, parents/guardians, staff, and other individuals associated with IEKEN. This Privacy Policy aims to ensure transparency about what personal data we collect, why we collect it, how we use it, and how we protect it — in compliance with applicable data-protection and privacy laws.

2. Scope & Applicability

This policy applies to all personal data collected by IEKEN:

• via our website (online forms, inquiries, admissions, contact forms, newsletter sign-ups, etc.),
• via offline modes (admission forms, enrollment documents, parent/guardian consent forms, printed or digital paperwork),
• during day-to-day operations (student records, staff records, communication, health/medical information if provided, CCTV or security systems if applicable)
• from all stakeholders: prospective and enrolled students (or their parents/guardians), parents/guardians, staff, visitors, and any other third-party interacting with IEKEN.

3. What Data We Collect

Personal Data:

We may collect the following types of personal information:

• Name, date of birth, gender, address, contact details (phone number, email), parent/guardian details.
• Educational information (e.g. previous school, class, records) when relevant.
• Health or medical information, emergency contact information, dietary or allergy information (if provided as part of admission/enrolment) where necessary and with consent.
• Usage data when you visit our website: IP address, browser type, pages visited, timestamps to improve website experience and monitor traffic.

Special/Sensitive Data (if applicable)

Sensitive data such as health or medical details will only be collected when absolutely required for the child's welfare, safety, or educational needs, and only with explicit parental/guardian consent.

4. Why We Collect & How We Use Data(Purposes)

We primarily collect and use personal data for the following purposes:

• To process enquiries, applications and admissions.
• To manage student records, provide educational services, and support children's welfare, safety, and learning.
• To communicate with parents/guardians about admissions, events, updates, medical emergencies, announcements.
• To administer staff and school operations (for staff data), including payroll, HR, and compliance.
• To comply with legal obligations, regulatory requirements, and for safeguarding, health, and safety purposes.
• To improve our website and online services (e.g. analytics, performance, security).

We will not use personal data for marketing directed at children. Promotional or informational communication will be addressed only to parents/guardians or adult contacts.

5. Legal Basis & Consent(for Minors/Children)

Since IEKEN caters to young children (nursery to Grade 2), we will obtain verifiable consent from parents or legal guardians before collecting or processing any personal or sensitive data about children.

Parents/Guardians have the right to review, correct or request deletion of their child's data at any time (unless retention is required by law). This is in line with good practice for data protection in educational settings.

6. Data Sharing & Disclosure

We will not sell or rent personal information to third parties. Personal data will only be shared under the following circumstances:

• With parents/guardians when they request information about their child.
• With authorized individuals (e.g. staff, health professionals, as needed for the child's welfare or school operations), and only on a strictly need-to-know basis.
• If required by law, regulation, or a lawful request (e.g. by courts, government authorities).
• In case of school merger, reorganization, or transfer only under terms that maintain privacy protections.

We will not share children's personal data for marketing or advertising purposes.

7. Data Retention & Storage

We will retain personal data only as long as necessary for the purposes for which it was collected (admission, education, legal compliance, student records). Once the data is no longer required — for example, after a student leaves the school — we will delete or anonymize records in a secure manner, unless law requires longer retention (e.g. for academic transcripts, compliance, or child protection).

We store digital data on secure servers/systems and physical data in locked/secure storage (if in paper form). Access to sensitive data is limited to authorized staff only, following confidentiality and security procedures.

8. Security Measures

We implement reasonable technical, administrative, and physical safeguards to protect personal data from unauthorized access, disclosure, alteration, or loss. This includes secure transmission protocols for online data, password-protected systems, restricted access controls, confidentiality obligations for staff, and, where applicable, encrypted storage or secure filing.

However, while we strive to protect your information, no method of data transmission over the Internet or electronic storage is 100% secure, so we cannot guarantee absolute security. Users provide personal data at their own risk.

9. Rights of Parents / Guardians / Data Subjects

Parents, guardians, and individuals whose personal data we hold have the following rights:

• Right to be informed - about what data we collect and why.
• Right of access - you may request copies of your (or your child's) personal data.
• Right to rectification - you may request correction of inaccurate or incomplete data.
• Right to erasure (in some cases) request deletion of data when no longer necessary or if consent is withdrawn (subject to legal retention obligations).
• Right to restrict or object to processing in particular cases, or request data portability, if applicable.

If you wish to exercise any of these rights, contact us using the details given below. We will respond in a timely manner and according to applicable laws.

10.Use of Cookies & Website Analytics

When you visit our website, we may collect usage data automatically such as your IP address, browser type, operating system, visited pages, date/time stamps, etc. to help us understand how visitors use our website, to improve it, and to maintain security. We do not collect sensitive personal data via cookies unless you voluntarily provide it (e.g. via a form).

We encourage you to review your browser's cookie settings. If you disable cookies, certain website features may not function as intended.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top. All changes will be effective as soon as we post the updated policy on our website. We encourage you to review this page periodically.

Your continued use of our website or services after we publish changes constitutes your acceptance of those changes.

12. Contact Information

If you have any questions, requests, or concerns regarding our Privacy Policy or our data practices (e.g. access, correction, deletion, objections), please contact us at:

Email: admin@iekenschool.com