Introduction
Oakridge International School (“Oakridge”, “we”, “us”) with just a Two decades of presence, has garnered a strong repertoire to become one of the best international schools in the country. Oakridge operates a range of activities related to its educational operations, including the Oakridge website (“Site”). The prestigious international school was started with a mission to build a community of leaders, over a foundation of shared beliefs, values and ethos.
Oakridge is dedicated to nurturing responsive and motivated students through a dynamic and success-oriented education program. The program empowers students to gain an indigenous as well as global perspective on various aspects. With its world-class schools in Hyderabad, Bengaluru, Visakhapatnam, and Mohali – Oakridge is regarded as one of India’s top international schools with its high standards of teaching methodology, technology collaboration, and global culture in every aspect of learning.
This Privacy Policy (“Privacy Policy”) explains how Oakridge collects, uses, stores and otherwise processes personal data with your interaction with the Site and the educational services provided by Oakridge, and outlines your rights in relation to such personal data. This Privacy Policy applies to students, parents or guardians, and visitors to the Site.
Information We Process
Oakridge processes personal data when you (including student/parent/guardian) interact with us through the Site or in other contexts such as in person, over phone, at our premises or otherwise. In addition, we may receive and process personal data from third parties and intermediaries in connection with our educational services, including but not limited to transport service providers, catering service providers, and extracurricular activity providers. Such interactions may include for the purpose of enquiries, registrations, requests for abstracts and publications, signing up for newsletters, participation in surveys, bulletin boards and discussion forums, etc. or otherwise through the course of you pursuing education with us. Personal data includes information in a digital form (or in a non-digital form digitized subsequently) that can directly or indirectly identify a natural person. The personal information collected may consist of the following categories:
Basic Identifiers which includes Title, First Name, Last Name;
Contact Information which includes Email, Phone Number, Address, Fax Numbers, Postal/Zip Code, City;
Demographic Data which includes Nationality, Second Nationality (optional), Native/Second Language, Gender, Date of Birth;
Location Data which includes Country Code, Country or Region of Residence;
Family Data which includes Number of Children, Number of Children to Enrol, Number of Parent/Guardian Profiles, Relationship to Child, Existing Student Enrolment at Oakridge International school;
Identification Record which includes Household Registration, Scan of Parents/Guardian Passport/ID Card, Scan of Student Passport/ID Card or Birth Certificate, Passport-Style Photograph;
Organization Details which include Company Name;
Schedule/Timing Data which includes Preferred Date of Enrolment, Preferred Time, Preferred Date, Intended Start Date;
Education Details which includes Curriculum Preference, Previous School Attendance, Current/Previous School Name, Current/Previous Year Grade, School Attendance Year Details (From and To), Curriculum, Language of Instruction, Reason for Leaving, Disciplinary History, Student Interest/Talent, Previous School Details, Copy of Last School Report, Reference Request, Requested Grade Level, class information, school ID, grades, transcripts of public exams, copies of assignments, classroom observations, information about class participation, learning skills, notes, timetables, transport routes, communications with Parents or Guardians, teachers and other Students and information relating to reports made by/concerning Student including bullying reports;
Financial Data, including bank account and payment instrument information, wherever relevant;
Health Data which includes Medical Condition, Prescription Medication Details, Physical Restrictions, Allergy Information, Vaccination Details, Dietary Requirements, Health Insurance Card;
Legal & Role Data which includes Legal Custody Status, Criminal Convictions Data (specifically incidents occurring on Oakridge premises where relevant), Primary Contact Status, Fee Responsibility, Emergency Contact Status;
Preference Data which includes Schooling Preference (Day/Boarding Type), Communication Preference, Boarding Interest, Preferred Campus, Marketing Communication Preference, English Language Proficiency – Spoken and Written;
Support / Special Needs which includes Academic/Social Concerns, Special Educational Needs (AEN/SEND), Support Requirements;
Inquiry Data which includes any additional information that you or a student you are responsible for may provide to us, such as through completing enquiry or feedback forms;
Meta Data which includes Unique Access such as login IDs and other access-related information;
Website and communication usage data which includes details of visits to our websites (including use of any educational tools) and information collected through cookies and other tracking technologies including, but not limited to, IP address and domain name, browser version and operating system, traffic data, location data, web logs and other communication data, resources that are accessed and associated telemetry data;
Media Data which includes photographs, videos and audio recordings of students taken during school activities and events;
Our Correspondence includes where we are contacted by you or a Student you are responsible for, we will keep a record of that correspondence;
Processing of Children’s Data
We may collect certain personal data relating to children (i.e., individuals under eighteen years of age) (“Children’s Data”) and handle that data in accordance with applicable laws and regulations. In respect of such data, please note that:
- Except as permitted by law, we will not use such Children’s Data for behaviourally monitoring, tracking a child or for conducting targeted advertising at a child;
- Except as permitted by law, we will seek verifiable and prior consent from the parent or legal guardian prior to processing such data; and
- We will not, under any circumstances, undertake any processing which is likely to cause harm to a child.
Verifiable Consent:
Except where otherwise required by law, we will seek the verifiable consent of the parent or legal guardian prior to collecting Children’s Data. In certain limited circumstances, as permitted under applicable law, we may process Children’s Data without consent where such processing is necessary for:
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- educational activities of the institution; or
- ensuring the safety and well-being of students, including limited tracking or behavioural monitoring for such purposes.
Such processing will be carried out only where necessary, proportionate, in compliance with applicable legal requirements and for the purposes permitted by law.
In all other instances, we will seek such consent through reliable details voluntarily provided to us, reliable details available with us (such as through admission forms) and through virtual tokens which are issued by an authorized entity under law.
Use of Information
The intention behind gathering the personal information is to contact you and help with the information you require. All processing of personal data by us, including our employees and stakeholders, collected from students and/or their parents/guardians, including Children’s Data, in connection with their education at Oakridge or in connection with your use of the Site will be in accordance with applicable laws and regulations. We may use such personal data, including Children’s Data, for the following purposes:
- Responding to queries / questions raised on the Site or other platforms;
- Accessing digital platforms, tools and systems managed by Oakridge;
- Verification of a student’s academic and other information;
- School administration and operations;
- Providing a safe and healthy environment for Students;
- Recovering any unpaid amounts including using debt collection agencies or legal action if necessary;
- Sending communications to parents and students including newsletters and information about events and extra-curricular activities provided by Oakridge or third-party providers;
- Organisation, administration and operation of extra-curricular expeditions and activities, including but not limited to planning with third parties for relevant insurance cover, medical assistance, supervision and execution of activities;
- Statistical and research purposes;
- Publication in magazines, flyers, prospectus, advertisement, social networking sites and other publications of Oakridge;
- Global programmes, publications, and promotional activities undertaken by Nord Anglia Education and its regional or central offices for group-level initiatives;
- Alumni activities; and
- Complying with applicable legal and regulatory obligations.
In the event that a student already has a sibling at Oakridge, the records of such sibling will be updated according to the data provided on the new student’s enrolment form where relevant. Failure to provide the requested data may affect the Students’ ability to participate in certain events, activities and expeditions arranged by Oakridge.
Sharing Your Personal Information
We may, where necessary, disclose the personal data provided by you to third parties outlined below for the purposes indicated above:
- agencies (including governmental bodies) to whom such personal data may be required to be provided by law;
- service providers, including insurance providers, security/medical service providers, transport service providers, and third-party activity/expedition organisers, technology service providers, and other third parties;
- partners, including standardized testing, examination boards, financial institutions and related third parties necessary in light of the purposes outlined above;
- sharing data between affiliates of Oakridge for the purposes outlined above; and
- contractors appointed by us, whether within or outside the jurisdiction in which the personal data was collected to undertake some of our academic, pastoral, extra-curricular and administrative functions.
In respect of any disclosures made by us to third parties, we will comply with applicable laws and regulations including by:
- ensuring that such disclosures are necessary for the purposes outlined above;
- ensuring that we have entered into respective agreements with third parties in relation to the processing of personal data by such third parties; and
- ensuring that such processing of personal data, including transfer or disclosure to third parties, is in accordance with applicable laws and regulations.
Site, Cookies and External Links
You may access and browse the Site without providing us with personal data. However, if you engage with our Site or otherwise contact us, you may provide and we may collect personal data, such as when you make enquiries, register for admissions, subscribe to email or other communications, or submit requests. Such information will be used only for the purposes outlined in and in accordance with this Policy and law.
Third Party Websites, External Links:
The Site contains links to third-party websites. We request that you exercise discretion in accessing the links, contents therein. Oakridge does not take any responsibility of whatsoever nature as to the content of third-party sites and safety/security of information furnished to such third parties. We strongly recommend, encourage you to review and understand the terms and conditions including the privacy policies of these websites before providing any information to them.
The Site may provide links to other websites and access to content, products and services from third parties, including you, advertisers, affiliates and sponsors of the Site. You agree that Oakridge is not responsible for the availability of, and content provided on, third party websites. You are advised to go through and be aware of the policies associated with use of such websites prior to accessing the same or sharing any data therein.
Oakridge is not responsible for third party content accessible through the Site, including opinions, advice, statements and advertisements and you shall bear all risks associated with the use of such content. The Oakridge is not responsible for any loss or damage of any sort that you may incur from dealing with any third party.
Cookies and IP Addresses:
Cookies are small data files that are placed on your device when you visit the Site. We use cookies to enhance your browsing experience, analyse site usage and facilitate better services. Cookies shall be deployed only with your consent. Such consent shall be obtained through an appropriate consent mechanism made available on the Site, which allows you to accept, reject, or manage your Cookie preferences. While certain Cookies are necessary for the functioning of the Site and may be used without your consent, other non-essential cookies including those used for analytics or performance purposes, will be used only with your consent.
By accepting our cookies, certain information may be stored on your device to recognise your preferences and enable access to certain features of the Site without requiring repeated logging in. We recommend that in this case that you secure the access of your computer in order to avoid usage of the Site by unauthorized persons with your personal login and password. Oakridge also collects and logs IP addresses, or related information to help diagnose problems with our server, to administer the Site and for security reasons.
We sometimes collect information in anonymised or aggregated manner, from visitors to our sites to help us provide better service. For example, we keep track of the domains from which people visit, and we also measure visitor activity on the Site, but we do so in ways that that information does not identify you or any individual. Oakridge or its affiliates or vendors may use this data to analyze trends and statistics and to help us provide better customer service. We maintain the highest levels of confidentiality for this information our affiliates and vendors follow the same high levels of confidentiality. This information is used and analyzed only at an aggregate level to help us understand trends and patterns. None of this information is reviewed at an individual level. If you do not want non-essential cookies to be used for this purpose, you can either disable your cookies or manage your cookie preference through the Site or your browser settings.
Your Rights
Please note that the law has conferred you with certain rights in relation to your personal data that is handled or processed by us. These rights may include:
- Right to Access: You have the right to request confirmation of whether we are processing your personal data and to obtain access to the personal data we hold about you. Upon request, we will provide you with a summary of your data and the categories of information processed.
- Right to Correction and Erasure: You have the right to request the correction of any inaccurate or incomplete personal data. You may also request erasure of your personal data when it is no longer necessary for the purpose for which it was collected, or if it must be deleted as per legal or regulatory requirements.
- Right to Withdraw Consent: Where your personal data is processed based on consent, you have the right to withdraw that consent at any time.
- Right to Grievance Redressal: You have the right to raise concerns or complaints regarding the processing of your personal data. Our designated Grievance Officer will respond within ninety (90) days of receiving your complaint. You also have a right to make a complaint before appropriate authorities including Data Protection Board of India, as provided under applicable laws.
- Right to Nominate: You have the right to nominate another individual who may exercise your rights under the Act on your behalf in the event of your death or incapacity. This nomination will allow the authorised individual to request access, correction, erasure, or raise grievances concerning your data.
Students or their parents/guardians may submit a request to exercise these rights in writing on the coordinates outlined below.
Retaining Your Personal Data
Personal data may be stored in our or our affiliates’ database systems (which may be located within or outside the jurisdiction in which the personal data was collected) and online portals and will form part of the applicant’s official student records. It may also be stored in online student resource platforms and other systems owned or controlled by us. This may also involve the transfer of personal data across jurisdictions. These transfers will be carried out to territories and in accordance with applicable laws. Such data shall be retained only as long as necessary for the purposes outlined in this Policy and for such period as is permitted in compliance with law.
In certain situations, such as where such personal data is no longer required for the purpose for which it was collected, where such data is not required to be retained by law, where consent has been withdrawn by parent or guardian, such personal data shall be securely destroyed by Oakridge unless otherwise required or permitted by law.
Protecting Your Information
All practicable steps will be taken to ensure that personal data held by us is accurate. We will take all reasonable steps and safeguards to ensure security of the personal data. Some of the reasonable security measures we have adopted include:
- Implementing necessary policies, technical and organisational measures to safeguard personal data;Limit access to personal data and associated processing activities only to such personnel who are required to access the same;
- Measures to avoid unauthorized or accidental access, collection, use, disclosure, copying, modification, disposal, erasure or other use; and
- Reasonable information security measures which are required to safeguard personal data collected and processed by Oakridge.
Modification to Privacy Policy
We reserve the right to amend or update this Privacy Policy at any time, and such changes will take effect upon being posted on our official platforms. Where required under applicable law, we will provide prior notice of material changes to this Privacy Policy and/or obtain fresh consent before such changes take effect, including where we intend to process personal data for purposes not previously specified in this Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
Queries and Complaints
If you have any questions, concerns, or complaints about how your personal data is collected, used, or processed, or if you wish to exercise the rights outlined in this policy, you may contact Oakridge by submitting a written request to the following:
Name: Dipika Rao
Designation: Principal, Oakridge International School Gachibowli
Email: dipika.rao@oakridge.in