Last updated: 2025-05-08
Le Régent International School SA
Rue du Zier 4, 3963 Crans-Montana, Switzerland
As a data controller, we determine how and why personal data is processed.
This Data Privacy Policy explains how Le Régent collects, uses, stores, shares, and protects the personal data of students, parents, staff, alumni, and members of our wider school community.
We are committed to:
- Protecting your personal data according to the Swiss Federal Act on Data Protection (nLPD).
- Acting transparently and lawfully in all data processing activities.
- Ensuring the accuracy, security, and minimisation of personal data.
This policy applies to data collected via:
- Paper forms, email, verbal communication.
- Information systems, websites, learning platforms, CCTV, and third-party digital services.
We only process personal data when it is lawful and necessary for:
- Fulfilling our educational mission and contractual obligations.
- Complying with legal obligations (e.g., child protection laws).
- Protecting vital interests (e.g., health emergencies).
- Pursuing our legitimate interests (e.g., IT monitoring, school improvement).
- Activities based on consent (e.g., marketing, some alumni relations).
We collect different types of data, depending on your relationship with the school:
- Full name, date of birth, address, nationality.
- Contact details (email, phone), identification numbers.
- Family relationships, emergency contacts.
- Admission, attendance, progress reports.
- Learning needs, languages spoken, behaviour.
- Examination results, internal assessments.
- Health information (allergies, medical history, care plans).
- Psychological or counselling reports.
- Disciplinary records, safeguarding files.
🔒 This data is only processed with:
- Explicit consent.
- Legal obligation.
- Vital interest protection.
¶ 🔹 Photos and Videos
- Used for educational or promotional purposes.
- Prior consent is required for named use in public-facing materials.
- Secure platforms (e.g., yearbook, VLE) may show identifiable content.
Your data is processed for:
- 🧾 Enrolment and admission management.
- 🧑🏫 Teaching, learning and personalised education support.
- 🩺 Health, wellbeing, and counselling services.
- 🏫 School administration and campus safety.
- 📣 Communication with parents and staff.
- 📷 Internal media and event documentation.
- 🎓 Alumni engagement and limited fundraising (with consent).
Our processing is justified when:
- 📄 It’s necessary to perform our duties under contract.
- 🛡️ Required by law or public interest.
- 💬 Consent has been given freely and specifically.
- ❤️ It protects someone’s life or wellbeing.
- 📈 It supports legitimate interests without harming individual rights.
¶ 📤 7. Data Sharing and Transfers
We may share your personal data with:
- 📚 Schools and universities (for transitions and applications).
- 🏥 Medical professionals, social services (where justified).
- 🛠️ IT service providers and learning platforms.
- 🧾 Government authorities (if required by law).
- 🏢 Insurance providers (e.g. school travel coverage).
We ensure that:
- Only data necessary for the service is shared.
- Recipients uphold equivalent data protection standards.
When we transfer data outside Switzerland:
- We verify that the destination offers an adequate level of data protection.
- If not, we use safeguards such as standard contractual clauses.
- Data transfers (e.g., university applications, online tools like Google Workspace) are done lawfully.
¶ 💾 9. Data Storage and Retention
We retain data for as long as necessary to:
- Comply with legal, educational, or contractual obligations.
- Support former students or staff (e.g., transcript requests).
Once no longer needed:
- Data is securely deleted or anonymised.
We apply:
- 🔒 Technical measures (firewalls, encrypted backups, secure access).
- 🛡️ Organisational controls (limited access, staff training).
- 🚨 Regular audits and incident response procedures.
We comply with nLPD Article 8 and Article 22 requiring security and confidentiality.
¶ 🎥 11. CCTV and Video Surveillance
- CCTV is used for campus safety.
- Footage is kept for a maximum of 3 months unless required for investigation.
- Access to CCTV is restricted and logged.
- We may contact you about school events and news.
- Alumni may be contacted for community or fundraising activities.
- You can opt-out at any time by contacting the Data Protection Officer.
- Most data is collected under legal or contractual basis.
- For activities not covered (e.g., optional surveys, marketing), we ask for explicit consent.
- Consent can be withdrawn at any time without impact on legal processing already done.
To comply with the nLPD and to prevent unauthorized access to outdated or unneeded data, Le Régent applies strict data destruction protocols:
- Data on computers, servers, or portable drives is securely deleted using secure deletion tools.
- HDDs (hard disk drives) undergo low-level formatting, are opened manually, and physically destroyed using a drill before being placed in a recycling bin designated for electronic waste.
- SSDs and USB keys are wiped and broken prior to disposal.
- Confidential paper records are shredded using cross-cut shredders (DIN 66399 P-4 or higher).
- Shredding is performed in-house or via trusted, certified partners with proper chain-of-custody documentation.
Data destruction occurs:
- After retention periods expire.
- On withdrawal of consent (when applicable).
- When data becomes obsolete.
All destruction procedures are supervised by IT or designated data custodians.
You have the right to:
- 📖 Be informed about how your data is used.
- 🔍 Access your personal data.
- ✏️ Correct inaccurate or incomplete data.
- ❌ Request deletion of your data (“right to be forgotten”).
- ⏸️ Limit processing under specific circumstances.
- 🔁 Receive your data in a portable format.
- 🙅♂️ Object to certain processing (e.g., marketing).
- 📝 Withdraw consent where it was previously given.
- 📬 File a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC).
Some rights may not apply in full depending on legal or contractual requirements. All requests will be answered within 30 days.
For any data-related request or concern, contact our Data Protection Officer:
Email: dpo@regentschool.ch
Postal Address: Le Régent International School, Data Protection Office, Rue du Zier 4, 3963 Crans-Montana, Switzerland
| Date |
Version |
Summary of Changes |
| 2018-08 |
v1.0 |
Original version |
| 2025-05-08 |
v2.0 |
Full rewrite for clarity and nLPD compliance |