Privacy Policy

1. Information We Collect

We collect personal information that you voluntarily provide to us when you:

• Submit an admissions enquiry form
• Contact us via email or phone
• Subscribe to our newsletters or communications
• Register for events or campus tours
• Interact with our website

1.1 Personal Information Collected via Admissions Form

When you submit an admissions enquiry, we collect the following information:

• Student Information: First name, middle name, last name, gender, date of birth, current city, curriculum currently studying
• Academic Details: Preferred academic year, branch (Pre-School/High School), class applying for, curriculum preference (Cambridge/ICSE/ISC)
• Parent/Guardian Information: Primary contact name, relationship to student, email address, phone number
• Additional Information: How you heard about us, tentative visit date, special requirements or comments

1.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information, including:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on pages
• Referral source (website you came from)
• Clickstream data and navigation patterns

2. How We Use Your Information

We use the information we collect for the following purposes:

• Admissions Processing: To review and process admissions enquiries and applications
• Communication: To respond to your enquiries, send admission updates, and provide information about our school
• Marketing: To send newsletters, event invitations, and promotional materials (with your consent)
• Improvement: To analyze website usage and improve our website, services, and user experience
• Compliance: To comply with legal obligations and protect our rights and interests
• Event Management: To organize campus tours, open houses, and school events

3. How We Store and Protect Your Information

3.1 Data Storage

Personal information submitted through our website is stored securely in our database hosted on Supabase (a PostgreSQL database platform). Supabase employs industry-standard security measures including:

• Encryption of data in transit (TLS/SSL)
• Encryption of data at rest
• Regular security audits and updates
• Role-based access control and authentication
• Backup and disaster recovery procedures

3.2 Access Control

Access to your personal information is restricted to authorized personnel only, including:

• Admissions team members responsible for processing enquiries
• School administrators with legitimate business needs
• Technical staff for system maintenance and support

All authorized personnel are bound by confidentiality obligations and are trained in data protection practices.

3.3 Security Measures

We implement reasonable administrative, technical, and physical safeguards to protect your personal information, including:

• Secure HTTPS connections for all web traffic
• Regular security assessments and vulnerability testing
• Firewalls and intrusion detection systems
• Strong password policies and multi-factor authentication
• Regular software updates and security patches

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

4. Third-Party Services

We use the following third-party services that may collect or process your information:

• Supabase: Database hosting and authentication services. Supabase complies with industry-standard security practices and maintains SOC 2 Type II certification. Learn more at supabase.com/privacy
• Resend: Email delivery service used to send admission enquiry notifications to our admissions team and confirmation emails to applicants. Learn more at resend.com/legal/privacy-policy

These third-party services have their own privacy policies governing the use of information we provide to them. We encourage you to review their privacy policies.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: When you have given us explicit permission to share your information
• Service Providers: With trusted third-party service providers who assist us in operating our website and services (e.g., Supabase, Resend)
• Legal Compliance: When required by law, court order, or government regulation
• Protection of Rights: To protect the rights, property, or safety of Vaels International School, our users, or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to affected users)

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Admissions Enquiries: We retain admissions enquiry data for up to 3 years from the date of submission, or until the admission process is completed, whichever is longer
• Enrolled Students: For students who enroll, we retain records for the duration of enrollment plus 7 years after graduation or withdrawal, in compliance with educational record-keeping requirements
• Marketing Communications: We retain contact information for marketing purposes until you unsubscribe or request deletion
• Website Analytics: We retain anonymized analytics data for up to 26 months

After the retention period expires, we securely delete or anonymize your personal information.

7. Your Rights

Under applicable data protection laws, you have the following rights regarding your personal information:

• Right to Access: You can request a copy of the personal information we hold about you
• Right to Rectification: You can request correction of inaccurate or incomplete information
• Right to Erasure: You can request deletion of your personal information (subject to legal obligations)
• Right to Restrict Processing: You can request that we limit how we use your information
• Right to Data Portability: You can request a copy of your information in a structured, machine-readable format
• Right to Object: You can object to processing of your information for marketing purposes
• Right to Withdraw Consent: You can withdraw consent at any time (without affecting prior processing)

To exercise any of these rights, please contact us at privacy@vaelsinternationalschool.com. We will respond to your request within 30 days.

8. Children's Privacy

Our website and admissions process are intended for use by parents and guardians on behalf of children seeking admission. We do not knowingly collect personal information directly from children under the age of 13 without parental consent.

If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately, and we will delete such information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than India, including countries where our third-party service providers operate (such as the United States for Supabase and Resend services).

When we transfer your information internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses, to protect your information in accordance with applicable data protection laws.

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience. For detailed information about our use of cookies, please refer to our Cookie Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Effective Date" at the top of this policy
• Post a notice on our website homepage for at least 30 days
• Notify you via email if you have provided us with your email address

We encourage you to review this Privacy Policy periodically for any updates.

12. Compliance with Indian Laws

Vaels International School complies with applicable Indian data protection laws, including:

• The Information Technology Act, 2000
• The Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
• Any amendments or successor legislation, including the Digital Personal Data Protection Act, 2023 (when it comes into force)

We also respect the principles of the General Data Protection Regulation (GDPR) for any users from the European Economic Area.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: