1. Introduction

Alrayan Integrated School (“we,” “our,” or “the School”) is committed to protecting the privacy and security of all students, parents, staff, and visitors. We understand the importance of safeguarding personal information in our care and take this responsibility seriously.

This policy applies to all personal data collected through our school operations, including academic, administrative, and online activities.

2. Information We Collect

We collect various types of information to provide quality education and maintain a safe learning environment:

2.1 Student Information

• Full name, date of birth, and gender
• Birth certificate and academic records
• Medical information and health records
• Parent/guardian contact details
• CBC assessment results and progress reports
• Quranic memorization progress (for Tahfidh students)
• Photographs and video recordings (with consent)

2.2 Parent/Guardian Information

• Contact details (phone, email, address)
• Identification documents
• Employment details (where applicable)

2.3 Staff Information

• Professional qualifications and certifications
• Employment history and references
• National identification details
• Bank and tax information

2.4 Automatic Information

• Website usage data through cookies
• CCTV footage on school premises
• System logs from school devices and networks

3. How We Use Information

We use the collected information for legitimate educational purposes:

• To provide educational services and maintain academic records
• To ensure student welfare and safety
• To communicate with parents/guardians about school activities
• To process payments and manage school accounts
• To comply with Kenyan education regulations and requirements
• To celebrate student achievements (with appropriate consent)
• To improve our educational programs and services

4. Photographic and Media Consent

4.1 Consent Policy

We require written consent from parents/guardians for:

• Taking and using student photographs
• Video recordings of students
• Publishing student work or achievements

4.2 Usage of Media

Approved media may be used for:

• School publications and yearbooks
• Official school website and social media
• Educational materials and presentations
• Marketing materials with prior consent

Parents may withdraw consent at any time by submitting a written request to the administration office.

5. Information Sharing and Disclosure

We may share information with:

• Kenyan education authorities as required by law
• Medical professionals in case of emergencies
• Designated school service providers (transport, catering)
• Other parents for class/school activities (with consent)
• Examination boards and educational partners

We do not sell or commercially exploit personal data.

6. Data Security

We implement appropriate measures including:

• Secure storage of physical records
• Password-protected digital systems
• Limited access to sensitive information
• Regular staff training on data protection
• Secure disposal of outdated records

7. Parental Rights

Parents/guardians have the right to:

• Access their child’s educational records
• Request correction of inaccurate information
• Withdraw consent for specific processing
• Request information about data processing
• Lodge complaints with the Office of the Data Protection Commissioner

8. Retention of Information

We retain records according to Kenyan education requirements:

• Academic records: Minimum 7 years after graduation
• Financial records: 7 years as required by tax laws
• Health records: Duration of enrollment plus 3 years
• CCTV footage: Maximum 30 days unless required for investigation

9. Changes to This Policy

We may update this policy periodically. Significant changes will be:

• Communicated to parents via official channels
• Posted on the school notice board and website
• Dated with the new effective date