Welcome to the Ghana International School’s website, located at www.gis.edu.gh. Our privacy notice serves to inform you about the personal data we retain, and how we gather, use, and possibly share that information. 

Ghana International School is committed to keeping you informed about the reasons why we collect specific personal data, how we store it, how long we keep it, and your rights as a data subject under the Ghanaian Data Protection Act 2012 (Act 843). 

By accessing, browsing, or utilizing our website and online admission and student management system, you acknowledge that you have read, comprehended, and agreed to the terms and conditions outlined in this privacy notice. We encourage you to review it thoroughly, particularly the sections that detail your rights concerning the personal information we collect from you.

GIS values the privacy of our students, parents, and website visitors. This Privacy Policy outlines how we collect, use, and protect your personal information when you visit our website, (www.gis.edu.gh), and engage with our online services.

By using our website, you agree to the collection and use of information in accordance with this policy.

Rationale

The main objective of this policy document is to protect and preserve all data provided for use by the School. To achieve this, the School has established procedures and measures to ensure that all data is accurately maintained, properly utilized, and accessed solely by authorized personnel. This policy outlines the specifics of these measures.

Furthermore, GIS’ privacy policy is designed to ensure that the School complies with the directives of the Data Protection Commission which aims to enhance the safety and security of all data on its citizens held by organizations. The Policy also guarantees that GIS adheres to the Data Protection Act, 2012 (Act 843) of the Republic of Ghana, the School’s host country.

The Policy also details how data is utilized, including the corresponding authority or department responsible for receiving and processing the data.

 

Data Collection 

Ghana International School collects, processes, and uses the personal data of stakeholders, including students, parents, teachers, staff, directors, and alumni, among others, to support our operations and provide an internationally diverse school experience. 

We may collect the following types of information:

  • Personal Information: This includes names, contact details (such as phone numbers and email addresses), date of birth, student information, parent information, staff information, and other data provided voluntarily through our various forms or registration processes.
  • Health information
  • Attendance information
  • Academic records
  • Videos and images
  • Financial information

As a school, we may receive data from various sources, including minors, students, parents or guardians, other organizations, other schools, local authorities, examination boards, and local and international organizations. 

 

Purpose of Data Collection

Our school collects data for various purposes, including admissions, recruitment, accreditation evaluations, exchange programs and partner schools, experiential trips, conferences, and competitions. We also collect data for school activities and events such as the PTA Bazaar, Sponsored Walk, UN Day, Ghana Day, and TIME Conference. Furthermore, we collect data for internship and college applications, alumni news, security and safety assurance (including health and emergencies, staff and student accountability), and legal and regulatory requirements. Finally, we may take photos to record learning and development and share progress information with parents for advertisement, marketing, and promotional purposes.

 

Data Processing

When schools collect data, they can use it for various purposes. However, parents have the right to opt out, especially when it comes to using their child’s photographs for promotional activities. Parents can write to the school to withdraw their consent. Parents may also fill out forms to update personal information with the school on a regular or periodic basis.

 

Sharing of Personal Data

It is important to note that the school may share data with third-party institutions and vendors. Data may also be shared with students, parents, and alumni. In some cases, this information may be shared with: 

 

  • Educational institutions, or sister schools where school information is needed after leaving GIS
  • Legal compliance
  • Social media platforms (Facebook and X)
  • Third-party Service Providers (food service providers, health service providers, security systems, website hosting, etc) where consent has been given
  • Teaching and recruitment agencies
  • Software Service Providers

Legal Basis for Processing Information

GIS processes your personal information based on the following legal grounds:

  • Consent: For specific activities, we will ask for your consent before collecting or using your personal information.
  • Contractual Obligations: Processing information to fulfill our contractual obligations to you (e.g., enrollment agreements).
  • Legal Compliance: Where necessary, to comply with legal or regulatory obligations.
  • Legitimate Interests: For purposes related to the school’s legitimate interests, such as improving services and security.

Disclosure of your Personal Data

GIS does not sell, rent, or lease personal information to third parties. However, we may share information:

  • With Service Providers: Third-party providers that support our website operations, such as web hosting only for operational purposes. Third-party providers such as meal providers, financial institutions, educational software providers, travel companies, sponsors, and HR systems.
  • With Regulatory Authorities: Where required by law or for compliance with court orders, government requests, or applicable regulations.
  • With Parent and Legal Guardians: As necessary, for educational or health-related purposes.
  • With students, parents, and alumni. 
  • Higher education institutions, sister schools, and other private entities.

Parents may also fill out forms to update personal information with the school on a regular or periodic basis.

 

Links to External Websites

Our website may provide links or references to third-party websites of advertisers and affiliates. Any links to third-party websites and applications are provided as a convenience to the visitors of this website. The School is not responsible for the content and privacy practices or policies of websites linked to or from this website. If you use a link that accesses another website, please familiarize yourself with their rules by reading their privacy notice.

Data Safety and Protection Measures

At GIS, we take data safety and protection seriously. As a data controller, we are committed to achieving the privacy objectives outlined in our policy. We use appropriate means to ensure that personal data is protected from misuse, loss, and unauthorized access, modification, and disclosure. Access to systems, applications, and information we collect is limited to authorized staff members only.

Sensitive data is handled with special care. Personal data received by GIS is securely stored on school devices (servers) with up-to-date virus software and firewalls. 

GIS encourages stakeholders to use strong passwords and never share them. Personal details should only be sent via email if encrypted. Computers and devices should always be locked when not in use, and screens with personal data should not be visible to unauthorized individuals. Personal data, whether hard copy or soft, must be protected when taken out of school.

GIS uses the Ed-Admin School Administration and Information Management System, which assigns data recipients access based on employee roles and data requirements. The entire system is managed by an administrator.

Data Retention

Personal information is retained/held only as long as is necessary to fulfill the purposes outlined in this policy or as required by law. Once the retention period has expired, we securely delete or anonymize the information.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for which we process the personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

GIS will hold personal information securely in digital format permanently unless you ask us in writing to dispose of the records.  Any hard copy transcripts or documents retained after a student withdraws are retained for ten(10) years, after which the hard copy documents are securely destroyed.

Data Subject Rights

As a data subject, you have rights as provided for in the legislation that guides our school’s privacy policy. To process requests, one must complete a data subject access request form (DSAR) and provide one valid form of identification. Rights are as follows:

  • The right to be informed: The School must provide clear and transparent information about our data processing activities.
  • The right of access: GIS will grant the data subjects the right to access their information if an identity is provided.
  • The right to amend: GIS will give data subjects the right to correct any inaccuracies in their information.
  • The right to erasure: Requests can be made for the deletion of data that may have been unlawfully or lawfully processed.
  • The right to prevent processing: The data subject has a right to ask us to stop processing data under certain conditions.
  • The right to complain: Complaints of any form can be made in writing to the school.
  • The right to object: The data subject has a right to disapprove of the use of their data under certain conditions.

Changes to This Privacy Policy

GIS may update this Privacy Policy periodically to reflect changes in legal requirements or our privacy practices. Changes will be posted on this page, and the updated date will be indicated at the top of the policy.

Contact Us

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

Ghana International School
2nd Circular Road, Cantonments, Accra
School Contact Email: prinoffice@gis.edu.gh
School Contact Phone Number: 030 277 7163; 0303 979198; 0303 979588