DATA PROTECTION POLICY
GREEK-FRENCH SCHOOL URSULINES
In view of the implementation of the General Data Protection Regulation GDPR (EU 2016/679) and the legislation 4624/2019, we would like to inform you about the processing of your data.
Personal data is defined as information by which any person can be identified directly or indirectly (name, full name, identification details, VAT number, contact details, registration number, image and sound files). Your data is securely stored and not transmitted to third parties without your prior signed declaration, except for the respective legal obligations.
The Data Controller, the authority that determines the purposes and processes the data, is the French-Greek School Ursulines.
The Personal Data Subject is defined as the natural persons for whom the information is collected and the data processed:
Students - Students and Parents.
During the visit to the School and with the application form, parents or guardians will be asked to provide certain personal data of both themselves and their children, such as:
Full names
Contact details
Additional benefits information
Travel information
School of previous attendance (optional)
Tax information (optional)
Medical information (optional)
In the event of non-enrolment, withdrawal or graduation from the School, the data of parents or guardians and students will be retained for the legally predetermined period of time and then permanently deleted from the School's system.
In case of registration, the required data are requested from the Ministry of Education and the MySchool Panhellenic School Network Platform, the student file is created and updated:
Teaching Staff
School Management
Medical Staff
Student Office
Children's files are kept in secured lockers.
In the event of divorce of the parents, the legal rules apply, according to the respective court decision.
If parents or guardians want to be informed about the progress of the students, they can contact the Head of School, the Unit Management, the teachers of the class in question, as well as the medical staff of the School.
The PTA of the School has access to some of the students' data, in accordance with Chapter III of the General Data Protection Regulation (GDPR).
Parents or guardians of pupils have full access rights to their children's data.
Medical staff. The school psychologist and nursing staff maintain a file on each student for whom they have provided services. The file is kept in the medical staff's offices within the School. Access to these files is available to the Head of School, the Unit Director and teachers if required.
Teaching staff. Teaching staff may have access to the Curriculum and the statutory books. The teacher in charge of each class also has access to fitness and personality data for the students in his/her class.
Photographic material. Regarding photographs in school publications, video recording of events, as well as postings on the School's website and Social Media (public display), a declaration is signed when the student registers. For each additional activity a new signed declaration will be requested.
Student Office. The Student Office keeps records of the pick-up and drop-off of students and the relevant family members declared by the parent or guardian. The relevant lists are handed over to the drivers and school bus drivers and attendants, who are obliged to keep them securely and return them at the end of the school year without keeping a copy.
Rights in relation to data processing:
Right to Information and Access: information on the data processed and how they are processed, possibility of making copies.
Right to rectification: a request for correction or completion of data.
Right to Oblivion: restriction or deletion of data that is not necessary or if the processing is carried out in an unlawful manner.
Right to restriction of processing: restriction of data processing until their rectification or erasure.
Right to Portability: downloading an electronic copy and requesting transmission to third parties.
Right of Rejection: possibility of disagreement with the treatment.
The personal data requested by the School are necessary for the registration of students and for the smooth cooperation between the School and the students. For the proper functioning of the School, the Secretariat, the Accounting Department and the Head of School have access to all data of parents or guardians and students. The teaching and administrative staff who manage the data operate responsibly and confidentially.
Teaching & Administrative staff. The School keeps personal data of the teaching staff, administrative staff and job applicants. The data is collected and kept in accordance with labour legislation. They include what is necessary for the payment of salary and allowances to the bank account. An evaluation file shall be kept for each employee. For job candidates, a CV and an assessment after an interview are kept. Health records are maintained for sick leave or special benefits purposes, with medical certificates from the Occupational Physician. For special categories of employees, if required by law, a copy of a criminal record shall be kept.
Process of collecting personal data. At the time of recruitment, the Secretariat collects data through a form and official documents. The data is then entered into the School's system and an employee file is created. The data are also entered in the ERGANI system.
The processing is granted to the School's departments according to the rights of each group:
Secretariat: full access to employee data, except health, criminal records, evaluation.
Accounting: access to data on wages, benefits, tax and labour issues.
Head of School: full access to evaluation files and candidate files.
Unit Manager: access to personnel evaluation files of staff under his/her responsibility.
Occupational Physician: maintains medical records of employees in the practice. Only the Director-General has access.
Access to employee data. Employees have rights of access to their personal data, through a written request to the Secretariat. The data is not forwarded to third parties, unless required by law or for School activities, with prior notification.
Processing for specific purposes.
Photography/videography of events. The School organises events of an educational, recreational or informative nature, in which parents or external persons may participate with the approval of the School. Events may be photographed or filmed and published:
On the School's website
On the School's social media (for commemorative, historical, educational, informational or promotional purposes)
Consent is given at the time of registration or electronically. If there is no response, it is considered an acceptance. In case of refusal, if the face appears in pictures, it is blurred.
Closed circuit television. CCTV has been installed to protect people and property. It operates in accordance with the legislation and the instructions of the Data Protection Authority. There are no cameras in classrooms or staff work areas. They exist in public, storage, cashier and perimeter areas (no image of public space).
The public is informed by signs. The cameras are switched off during school hours. Only the Head of School and the responsible staff have access. The cameras do not record sound. The material is kept for 15 days and then destroyed, unless there is an incident.
Use of the website. The website is managed by staff with confidentiality clauses. The controller shall inform the authorities of any breaches. Information is posted in accordance with the GDPR. It is not allowed to post personal data without consent or illegal content.
The website may link to third party websites, for which the School is not responsible. Interested parties can register for updates by providing their full name and email. Before registration they are informed that the data will only be used for communication purposes.
Office 365 and educational services. Students and teachers can use Office 365 applications for study and projects. The data processed are the student's full name and email. There are safety policies depending on the level of study.
General Commitments. The data is kept for as long as required. All members of the School and its associates are bound by a duty of confidentiality and disciplinary responsibilities.