Privacy Policy and Data Protection Notice

Nucleus International Schools (“NIS,” “the School,” “we,” “us,” or “our”) is committed to protecting the privacy, security, and personal data of our students, parents and legal guardians (“Parents”), staff, job applicants, and visitors to our websites and digital portals.

This Privacy Policy explains how we collect, store, process, use, and safeguard personal information across our academic campuses (including our Vatican campus), digital learning management systems, official website, and administrative portals.

By enrolling a student at NIS, using our website, or interacting with our digital services, you acknowledge the data practices described in this Privacy Policy.

This Policy is formulated in accordance with:

1. 1.The laws of the Federal Democratic Republic of Ethiopia (FDRE): Including constitutional privacy protections, applicable provisions under the Civil Code of Ethiopia, the Computer Crime Proclamation (No. 958/2016), and relevant national data protection regulations established by the FDRE Ministry of Innovation and Technology and the FDRE Ministry of Education.
2. 2.Cambridge International Education standards: Data processing standards required by Cambridge Assessment International Education for examination registration, baseline assessment, candidate identification, and international academic benchmarking.

We collect personal data necessary for admissions, educational delivery, student safety, administrative efficiency, and regulatory compliance.

A. Student personal data

• Identity and demographic data: Full name, date of birth, gender, nationality, national identification details, photographs, and spoken languages.
• Academic records: Previous school transcripts, assessment results, Cambridge examination entry details, attendance records, behavioral logs, and special educational needs (SEN) assessments.
• Health and medical information: Blood group, allergies, immunization records, pre-existing medical conditions, doctor contact details, and emergency treatment logs.

B. Parent and guardian data

• Contact details: Full name, phone numbers, email addresses, residential address, and emergency contact details.
• Financial data: Payment history, bank account details, and transaction records for tuition and activity fees.
• Employment information: Occupation and employer details for verification and emergency contact context.

C. Website and digital platform data

• Usage and technical data: IP address, browser type, device information, pages visited, and cookies collected when accessing our online portals or filling out electronic forms.

We collect data through various direct and indirect interactions:

• Direct submission: Enrollment forms, online inquiry portals, paper application packages, fee payment receipts, and health declaration forms.
• Academic evaluation: Classroom evaluations, Cambridge baseline assessments, teacher feedback, and counselor observations.
• Automated technologies: Website analytics, camera surveillance (CCTV) on school grounds for security, and digital learning platforms.

NIS uses personal data strictly for legitimate educational, administrative, and statutory purposes, including:

1. 1.Educational delivery: Facilitating teaching, administering the Cambridge curriculum, managing exams, and evaluating academic performance.
2. 2.Pastoral care and safety: Ensuring student wellbeing, managing medical emergencies, maintaining campus security via CCTV, and handling disciplinary matters.
3. 3.Communication: Sending school newsletters, including our Teachers’ Capacity Building Training series, along with emergency alerts, academic progress reports, and event invitations.
4. 4.Administrative and financial operations: Processing tuition payments, maintaining official school archives, and verifying candidate eligibility for Cambridge exams.
5. 5.Statutory compliance: Fulfilling mandatory reporting obligations required by the Addis Ababa City Administration Education Bureau and the FDRE Ministry of Education.

We respect your privacy and do not sell or rent personal data to third parties for commercial or marketing purposes. Personal data is shared only under strict confidentiality agreements with the following entities:

1. 1.Cambridge Assessment International Education (UK): Student registration data, examination scripts, candidate numbers, and assessment marks are transferred to Cambridge for processing, certification, and verification.
2. 2.Government and regulatory authorities: Data shared with the FDRE Ministry of Education, local health authorities, or law enforcement as required by Ethiopian law or court orders.
3. 3.Third-party service providers: Vetted IT infrastructure providers, educational software platforms, and financial institutions handling payment processing on behalf of NIS.
4. 4.Emergency services: Healthcare providers and emergency responders in case of urgent medical necessity.

• Capturing images: NIS routinely photographs and films school events, sports activities, classroom innovations, and field trips to celebrate student achievement.
• Use of media: Images may appear in internal school newsletters, official social media channels, brochures, website updates, or press releases.
• Opt-out rights: Parents and guardians may opt out of public media exposure for their child by completing the NIS Media Release Opt-Out Form during enrollment, or at any point by contacting the administration in writing.

1. 1.Security measures: NIS employs physical, technical, and administrative safeguards to protect personal data against unauthorized access, loss, alteration, or disclosure. Digital records are stored on secure servers with restricted user access.
2. 2.Retention period: Personal data is retained only for as long as necessary to fulfill the educational purpose for which it was collected, or to comply with statutory retention periods under Ethiopian law. Permanent academic records are archived in accordance with Ministry of Education regulations.

Under applicable privacy standards, parents and guardians, and adult students, have the right to:

• Access: Request a copy of the personal data held by NIS regarding their child.
• Rectification: Request corrections to inaccurate, incomplete, or outdated personal information.
• Restriction and opt-out: Withdraw consent for non-essential data processing, such as marketing communications or photo publication.
• Inquiries and complaints: Raise concerns regarding how personal data is handled by contacting the school administration.

Our website uses standard technical cookies to improve user experience, measure traffic, and optimize website functionality. Users can adjust their web browser settings to block cookies, though certain features of our online portal may be affected.

NIS reserves the right to update or modify this Privacy Policy periodically to reflect operational changes, technological updates, or legislative developments in Ethiopia. Updates will be published on our official website with an updated effective date.