Privacy Notice

Aiglon Collège Services SA (hereinafter "Aiglon", "The School", "we" or "our"), with registered offices at Avenue Centrale 61, 1885 Chesières-Villars, Switzerland is the data controller of the personal data you provide to the School. Aiglon College Services SA is a limited company, fully owned by the Aiglon College Association (ACA), a non-profit association established pursuant to the Swiss Civil Code and registered in Chesières, Switzerland.

Aiglon determines the purposes for which and the manner in which, any personal data (e.g. relating to students and their families, employees, contractors and candidates, business contacts and other third parties) is to be collected and processed.

We have written this Privacy Notice to explain how we keep your personal data safe and respect your privacy. Below you will find information about what category of data we process, why we process that data and the legal basis for processing that data. The present document is structured as follows:

Section 1	General Privacy Notice: this section presents the School’s overarching data protection principles applicable to all data subjects
Section 2	Privacy Notice for Students, Parents, Guardians and Alumni
Section 3	Privacy Notice for Job Applicants
Section 4	Privacy Notice for Employees
Section 5	Privacy Notice for Donors
Section 6	Privacy Notice for Agents

Should you have queries or concerns about your personal data, please contact dataprotection(at)aiglon.ch. 
 

1.1 Why we collect and use data

Personal data is essential for Aiglon’s operational use, for the purpose of managing our relationship with you, fulfilling a contract with you, communicating with you and/or to provide you with information you may request from us. 

Most of the personal data is provided by you during the application process and in the course of our contractual relationship or collected through the use of Aiglon online services. Insofar as permitted, we may also hold personal data about you that we have received from publicly accessible sources (e.g. social media channels), authorities or other third parties such as other schools.

1.2 Automated data decisions

We usually do not use automated data decisions (these are decisions affecting data subjects that are completely automated, i.e. without human influence). Should this exceptionally be the case, we would inform you separately.

1.3 Your rights

Under the applicable data protection regulations, you have a number of rights with regards to your personal data. You have the right to request from us access to your personal data, rectification or erasure of your personal data; you have the right to restrict, or to object to processing of your data. You have rights in relation to automated decisions making and profiling, as well as in certain circumstances the right to data portability. Where we are processing your data based on your consent, you have the right to withdraw that consent at any time.
The above-listed rights belong to the individual to whom the data relates. As far as children are concerned, the School will often rely on parental consent to process personal data relating to students (if consent is required) unless, given the nature of the processing in question, and the student’s age and understanding, it is more appropriate to rely on the student’s consent. In any case, the School commits to supporting children to protect their various rights under the UN Convention on the Rights of the Child, and notably their ability to exercise their privacy rights.
The rights are subject to some exceptions and do not always apply to all circumstances. Upon request, your personal data, including your contact details, shall be deleted from our marketing database and alumni website. However, the School may nonetheless need to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number). To access your personal information, get any information related to it, or exercise your rights, please contact dataprotection(at)aiglon.ch.

1.4 Security, storage and processing in third countries

Your personal data may be processed in Switzerland or in countries inside the European Economic Area (EEA). In addition, Aiglon may also transfer data to a country outside the EEA, provided that the legal requirements for such transfer have been fulfilled pursuant to the Swiss and European data protection regulations. Upon request, Aiglon shall notify you as to which countries the data will be processed in.
Aiglon maintains appropriate technical and organisational measures to preserve the confidentiality and integrity of your personal data (protection against unauthorised or unlawful access or processing, accidental loss, destruction or damage, cybersecurity).
Aiglon does not store personal data indefinitely; data is only stored for as long as is necessary to serve the announced purpose. It may be processed beyond the end of our contractual relationship to establish, defend or exercise claims (during the applicable limitation period), meet legal or post-contractual obligations, including legal documentation requirements and to safeguard other legitimate interests of Aiglon. If records have been identified as historically important they will be archived.

1.5 Data disclosure

Personal data you provided are processed by authorised School staff or by authorised persons/subcontractors acting on behalf of the School. We do not sell, rent, disclose or otherwise make available any personal information to third parties, except as described below.

Contractors, suppliers and third parties
External recipients who Aiglon routinely shares personal data with are the following:

• service providers to enable them to provide the service we have contracted them for (e.g. providers of IT services, academic services providers, providers of co-curricular activities, expeditions and trips, tertiary education institutions);
• educators and examining bodies;
• family nurses, doctors, or other organisations where sharing is in the vital interests, or where not sharing could have a negative impact on the individual;
• schools, colleges or universities that the students attend after leaving us;
• any company or provider where sharing the information is necessary to make payments or book benefits to you;
• our auditors (e.g. accounting audits, accreditations visits).

Additionally, the School may have to share your personal information with persons, partners or institutions linked to the School educational activities. Any personal data we share with the above-listed recipients is limited to what is necessary to provide their service. The School assumes the responsibility of ensuring that contractors offer sufficient guarantees to ensure protection of your personal data. 

Authorities and legal or regulatory proceedings
We share specific information with local, cantonal or Swiss federal authorities (e.g education authorities, child protection authorities, immigration authorities and health authorities) to meet our legal obligations.
In addition, we reserve the right to disclose information to authorities or third parties (such as police forces, courts, tribunal) when it is legally mandatory, required in connection with legal or regulatory proceedings or in relation with our legitimate interests.
1.6 When using the School’s facilities

Please note that our campus is equipped with physical surveillance tools. The resulting data are:

• Data obtained through the School’s security camera system;
• Data relating to access to the premises;
• Data relating to the identification of the number plate of vehicles entering the car parks.

The following data are used fo the following purposes: to prevent the perpetuation of offences against persons or property; to detect incidents and accidents that may occur, and answer to it, to provide evidence in such situation; to facilitate external responses (police, fire, emergency medical services); to respond to requests from the police or judicial authorities.

Guest Wi-Fi is available on our campus. To access it, you need to create a Wi-Fi account. The data you provide will be used for the following purposes: to identify you; to give you access to the Wi-Fi and solve any issue related to it; for security purposes; for our legitimate interests; to comply with legal obligations. 

1.7 When using the School’s website

We may use cookies on our website. For more information, please see our website Legal Terms and Cookie Policy.

1.8 Changes or updates to this Privacy Notice

Aiglon’s Privacy Notice is subject to change following changes in the applicable laws. We may also need to change the present Notice from time to time as we improve our website and services. Please periodically review this Privacy Notice. If you do not agree to the changes made, you must stop accessing and/or using the impacted services.

1.9 Applicable law

The present notice is subject to Swiss law only. Any dispute arising out or in connection with this Privacy Notice shall be subject to the exclusive jurisdiction of the competent Swiss courts.
 

This privacy notice explains how we collect, store and use personal data about students and their parents or guardians. It applies by extension to candidates (future students and their parents/guardians) and alumni (former students and their parents/guardians). 

2.1 Overview of data processed  

Type of data we process	Purpose of processing data	Lawful basis for processing
Name, date of birth, nationality, gender, contact details (postal and email addresses, phone numbers).   Relationship with the students.	To identify you and communicate with you	Fulfilment of a contract with you
	For marketing purposes	Necessary for our legitimate interest (to promote our school and educational activities)
	For debt collection purpose	Necessary for our legitimate interests (for the running of our business)
Student’s special educational needs, special requirements or disabilities	To provide appropriate information and assistance for you	Fulfilment of a contract with you
Next of kin and emergency contact numbers	To contact the designated relative or friend in the event of an emergency	To protect your vital interests
Student’s passport(s) and visa details	To meet immigration regulations   To organise Student’s trips and expeditions	Compliance with a legal obligation   Fulfilment of a contract with you
Student’s educational records and test or exam results from previous schools or from platform tests we use	To offer you the most appropriate courses	Fulfilment of a contract with you
Student’s medical information, including health history, immunisations and vaccinations, medications, allergies and dietary requirements	To help you manage your health while you are with us	Fulfilment of a contract with you   Compliance with a legal obligation
Student’s attendance records and in/out records for School and Boarding Houses	To look after your wellbeing    To manage discipline in School	Fulfilment of a contract with you   Necessary for our legitimate interests (to manage School discipline)
Details of Student’s welfare such as how they are getting on at School, safeguarding or child protection records and any problems or issues they may have had	To look after your wellbeing and meet safeguarding regulations	Fulfilment of a contract with you   Compliance with a legal obligation
Details of Student’s behaviour issues or exclusions	To manage discipline in School	Necessary for our legitimate interests (to manage discipline in School)
Data about Student’s use of information and communication systems, including internet use	To meet our safeguarding obligations   To administer and protect the School	Compliance with a legal obligation   Necessary for our legitimate interests (to secure our School)
Bank account details	To manage payments and refunds	Fulfilment of a contract with you
Details of fees paid and any amount owed	To assist with debt collection	Necessary for our legitimate interests (for the running of our business)
Images	To identify and protect Students on campus   To communicate on School’s events within our community   For marketing of our services	Necessary for our legitimate interests (to secure our School)   Where you have given us consent   Necessary for our legitimate interests (to promote our educational activities or advertise our services)
CCTV footage	For security management	Necessary for our legitimate interests (to secure our buildings)

This privacy notice explains how we collect, store and use personal data about applicants, the reasons for processing this data and the lawful bases for processing this data. 

3.1 Overview of data processed  

Type of data we process	Purpose of processing data	Lawful bases for processing
Details that appear on CVs, cover letters and application forms such as names, address, date of birth, education/professional qualifications	To assess your suitability for the position you have applied for	To perform an employment contract with you, in the event you are successful
Interview notes/results from assessments	To assess your suitability for the position you have applied for	Necessary for our legitimate interests (to make recruitment decisions)
References from former employers or other contact person	As pre-employment check to assess your suitability for the position you have applied for	Where you have given us consent   Necessary for our legitimate interests (to make recruitment decisions)
Criminal records and other background checks	To assess your suitability for the position you have applied for and to work with children	Compliance with a legal obligation
Salary, benefits and bonus information	For the purposes of making an offer of employment	To perform an employment contract with you, in the event you are successful

This privacy notice explains how we collect, store and use personal data about employees, the reasons for processing this data and the lawful bases for processing this data. 

4.1 Overview of data processed  

Type of data we process	Purpose of processing data	Lawful basis for processing
Name, date of birth, gender	To administer our relationship with you	Fulfilment of a contract with you
Telephone number, email address, postal address		Necessary for our legitimate interests (to manage the workforce)
Next of kin and emergency contact numbers	To contact family or close friends in the event of an emergency	To protect your vital interest
Copy of passport and work permit	To meet immigration and work regulations	Compliance with a legal obligation
Bank account details, payrolls records, AVS number, tax status information, salary, annual leave, pension and benefits, marital status	To process salary payment	Fulfilment of a contract with you
	To provide tax and related data to relevant authorities and pension scheme	Compliance with a legal obligation
Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter as part of the application process	To facilitate safe recruitment, as part of our safeguarding obligations towards the students	Compliance with a legal obligation
Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships	To administer our business	Necessary for our legitimate interests (to manage the workforce)
Performance information; outcomes of any disciplinary and/or grievance procedures; absence data	To administer our business	Fulfilment of a contract with you
		Necessary for our legitimate interests (to support effective performance management)
Copy of driving licence	To ensure legal, insured use of company vehicles	Compliance with a legal obligation
Images	To identify and protect Students on campus   For marketing of our services	Necessary for our legitimate interests (to secure our School)   Necessary for our legitimate interests (to promote our educational activities or advertise our services)
CCTV footage	For security management	Necessary for our legitimate interest (maintaining the security of the building)
Data about your use of the organisation’s information and communications systems, including Internet use	To meet our safeguarding obligations	Compliance with a legal obligation   To administer and protect the business   Necessary for our legitimate interests (to secure our buildings)
Criminal record information	To meet our safeguarding obligations	Compliance with a legal obligation
Medical and disability information	To administer our relationship with you (in relation to sick pay, occupational health, making reasonable adjustments and complying with health and labour laws)	Fulfilment of a contract with you Compliance with a legal obligation

This privacy notice explains how we collect, store and use personal data about donors, the reasons for processing this data and the lawful bases for processing this data. 

5.1 Overview of data processed  

Type of data we process	Purpose of processing data	Lawful basis for processing
Name, gender	To identify you and communicate with you	Where you have given us consent   Necessary for our legitimate interests (to support our educational endeavours)
Telephone number, email address, postal address
Donation history	To administer our relationship with you	Fulfilment of a contract with you
Agreements, written communications and meetings notes		Necessary for our legitimate interests (to administer our relationship with you)

This privacy notice explains how we collect, store and use personal data about agents, the reasons for processing this data and the lawful bases for processing this data. 

6.1 Overview of data processed  

Type of data we process	Purpose of processing data	Lawful basis for processing
Name, gender	To identify you and communicate with you	Where you have given us consent   Necessary for our legitimate interests (to support our educational endeavours)
Telephone number, email address, postal address
Students’ application history	To administer our relationship with you	Fulfilment of a contract with you
Bank account details		Fulfilment of a contract with you
Contracts, written communications and meetings notes		Necessary for our legitimate interests (to administer our relationship with you)