Privacy policy

This explains what The Independent School of Jakarta holds about families, why it is allowed to hold it, how long it keeps it, and what a family can ask for. It is written to be shown to a parent, a data-protection officer or an inspector.

The Independent School of Jakarta decides what it collects and how long it keeps it — it is the data controller. Alumno OS is the software it uses, acting only on the school's instructions as a data processor.

1. What is held

2. Why the school is allowed to hold it (lawful basis)

Data-protection law requires a reason for each use. Schools normally rely on a mix of the following — confirm which apply to you:

Sensitive information — health, medical or safeguarding details — needs a second, stricter reason on top of the ones above. The Independent School of Jakarta relies on the fact that handling it is necessary in the substantial public interest of keeping children safe and to meet its child-protection and health-and-safety duties; where none of that applies, it asks for explicit consent instead — for example to hold a dietary or medical note that is a convenience rather than a safeguarding matter. This information is only held where there is a specific need, and is seen by fewer people than ordinary records.

3. How long it is kept

Information is kept only as long as it is genuinely needed. The Independent School of Jakarta sets these periods, and they are applied automatically every night, so nothing quietly accumulates:

4. Who can see it

Only staff at The Independent School of Jakarta, each signed in as themselves, and only the areas their role allows. Every change is recorded. Each school's information is kept separate from every other school's. Alumno OS's own staff do not browse school data; access for support is limited and logged.

The AI features never receive documents, photographs, identity scans or health records — they work only with short pieces of text — and a member of staff reviews anything drafted before it is sent.

Others who may receive information. Beyond the school and Alumno OS, information may be shared with:

• Alumno OS's own service providers — hosting, database and file storage, email delivery, and, where the school switches them on, Google Workspace, WhatsApp and the AI provider. Each is under a contract requiring it to protect the information, and the current list is published at alumno.app/privacy.
• Authorities and bodies the school must report to — for example the education ministry or department, examination and awarding bodies, and safeguarding or child-protection agencies, where the law requires it.
• Others the school engages to deliver the service — for example a school doctor or nurse, transport, catering or a trip provider, limited to what each needs.
• Professional advisers — such as auditors or lawyers, where the school needs advice or has to defend a claim.

Information is never sold, and never shared for advertising. The Independent School of Jakarta should confirm this list matches the organisations it actually shares with.

5. What a family can ask for

Requests should go to the school (section 8), which will normally answer within a month.

If a family is unhappy with the answer, they may complain to their data protection regulator — the authority in their own country, or the one named in section 8 — as well as, or instead of, raising it with the school.

6. When a request to delete can be refused

The right to have information deleted is not absolute. A school can, and sometimes must, decline — in particular:

• While the child is at the school. The school needs the records to educate and safeguard the child and to meet its legal duties. Alumno OS enforces this: a pupil with a place or a live application cannot be deleted at all.
• Where the law requires the records to be kept — safeguarding and child-protection records especially, for the period the law sets.
• Where the school may need them to defend a legal claim — for example an unresolved complaint, or a dispute about fees.
• Signed agreements. An agreement the family has signed is a contract, and the school must be able to produce it — so the signed document and its signing evidence are kept even when the rest of the record is removed. Agreements the family never signed are deleted with everything else.

Where a request is declined, the school should tell the family, explain why, and record the decision. Where it is granted, Alumno OS removes the information for good — records, documents and photographs, enquiry and tour history, emails and messages, staff notes, unsigned agreements and their files, and the personal details held in the change history — and keeps a dated record that it was done, which itself contains no personal data. Agreements the family signed are the one deliberate exception, kept as set out above.

7. Where the information is held, and keeping it safe

Data is held on servers in the European Union, encrypted while travelling and while stored. Backups are taken every night, held separately and encrypted, and are regularly test-restored so the school knows they work. A school can also take a full, readable copy of its own data at any time, into its own Google Drive.

Information crossing borders.Because the servers are in the European Union, staff and families outside it — including at a school in another country — are reaching data held in the EU, and a few of the services above may process information outside the EU too (for example the AI provider). Where that happens, the transfer is covered by the safeguards data-protection law requires — an adequacy decision for the destination country where one exists, and otherwise the European Commission's standard contractual clauses in the contract with that provider. The Independent School of Jakartacan ask Alumno OS for the current position for any provider, and should check what its own national law requires as well — for example Indonesia's Personal Data Protection Law (UU 27/2022) for a school there.

8. Who to contact, and how to complain

Families should contact The Independent School of Jakarta first, as the school decides what is held and why — complaining to a regulator does not require raising it with the school first, but it usually gets sorted out faster. The school can raise anything about the software itself with Alumno OS.