Monte Rosa S.A. ("Monte Rosa"), a limited corporation headquartered in Territet-Montreux within the canton of Vaud, Switzerland, bearing the identification number CH-550.0.128.600-7, provides you with this Privacy Policy.

Introduction

Our institution is dedicated to adhering to the General Data Protection Regulation (GDPR) for European Union citizens and residents, as well as the Federal Act on Data Protection for individuals in Switzerland. We are resolute in maintaining the accuracy, currency, and security of personal information and in respecting privacy. This Privacy Policy delineates how we handle personal data, with a comprehensive view of the information we collect, its purpose, and how we safeguard it. This policy is applicable to all personal data collected for and on behalf of our institution, encompassing both analog (forms and written documents) and digital data gathered through information systems and email.

In instances where we require additional personal data for specific processing, we will communicate this through separate privacy notices.

Utilization of Personal Data

Monte Rosa collects personal information and sensitive personal data of students, parents, employees, and, on occasion, third parties, with the primary aim of providing a safe and nurturing environment conducive to education and learning. We utilize this data in accordance with legal requirements and contractual obligations. We always ensure there is a legal basis for processing personal and sensitive information.

We use the provided information for the following purposes:

• Managing school admissions, enrollment, and winter or summer programs
• Organizing school trips or excursions
• Ensuring a secure learning environment in compliance with child protection regulations
• Supporting academic, pastoral, and personal development goals of students, including monitoring and reporting on progress for emotional and psychological well-being
• Safeguarding the health of students and staff, which may include data from other healthcare professionals
• Personalizing the learning environment and making education-related decisions based on evidence
• Developing a comprehensive overview of the workforce and its deployment
• Informing the creation of recruitment and retention policies
• Facilitating employee hiring and appraisal processes
• Enabling salary payments
• Supporting employee development in their roles
• Moderating teacher assessments of students
• Guiding students in post-Monte Rosa career decisions
• Establishing and maintaining post-graduation relationships, including successful semester completion or upon request
• Aiding in financial planning for future resource investment
• Meeting statutory reporting obligations to the Département de la formation, de la jeunesse et de la culture and other authorities
• Investigating any concerns or complaints

Purpose of Data Collection

We collect and use personal information to fulfill our educational services as outlined above. We do this based on legal grounds as stipulated by applicable regulations. In some cases, we may be required to share your personal data for legal or statutory purposes or in accordance with legitimate interests. We will ensure that you are informed when necessary.

Categories of Personal Data Processed by Monte Rosa

The categories of personal information that we collect, store, and may share include:

• Personal information (e.g., name, date of birth, unique identifier, email address, and mailing address)
• Special categories of data (e.g., health, religion, medical information, criminal records)
• Other pertinent data for service performance (e.g., assessments, medical information, special educational needs information, exclusion or behavioral information, psychological reports, and assessments)
• Attendance details (e.g., sessions attended, absences, and reasons for absence)
• Logs and audits of IT system use and educational technology applications
• Photographs and videos captured by staff and students to document school life at Monte Rosa; these may include identifiable images of your child
• Photographs taken for identification purposes, such as ID cards
• Records related to admissions, academics, discipline, and other education/employment matters
• Personal references, examination results, and grades
• Financial information (e.g., for financial aid assessment or fundraising)
• Records of courses, meetings, or events attended

Collecting Student Information

While most student information is required for the performance of a contract or legal compliance, some may be provided voluntarily. We will inform you when your consent is necessary to process your information in compliance with data protection laws. If consent is given, you or your child may withdraw it at any time, and you can contact our Data Protection Officer for such requests.

Retention and Storage of Personal Data

Our school acknowledges that efficient records management is essential for fulfilling legal and regulatory obligations and ensuring effective institutional management. Records serve as evidence to protect the school's legal rights and interests, as well as to demonstrate performance and accountability.

All student and staff records are securely maintained, with both paper and electronic records equipped with appropriate security measures. This setup preserves confidentiality while allowing lawful and authorized access.

Disposal of student and staff records adheres to safe disposal guidelines, with historical records being archived when necessary.

Security

We are committed to safeguarding your personal data through appropriate security measures to prevent unauthorized or unlawful processing, as well as accidental loss, destruction, or damage. We will notify you and the Federal Data Protection Commissioner of the Canton of Vaud, Switzerland in the event of a data security breach as required by law.

Sharing of Information

We may share data with various entities, including schools, healthcare providers, government authorities, standardized testing bodies, third-party service providers, and law enforcement, depending on legal requirements and the specific context. The sharing of workforce information with authorized entities is subject to statutory requirements, consent, and applicable policies.

CCTV

We employ CCTV systems to ensure the safety and security of students and staff. Access to CCTV images is available upon request, and these images are retained for 30 days. Location and positioning of cameras, system operation, management, and image transfer and disclosure can be addressed in detail to maintain transparency and security.

Cookies

Our website may use cookies, and you can learn more about our cookie usage by contacting our Data Protection Officer.

Keeping in Touch

We maintain contact with alumni, current/past parents, and other members of the school community with their consent. You can manage your contact preferences by updating your data through the provided channels.

Requesting Access to Personal Data

Under data protection legislation, you have the right to request access to the information we hold about you. You also have additional rights, including the right to correction, erasure, data use restriction, objection to processing, and the right to not be subject to automated decision-making. Details regarding these rights can be obtained through our Data Protection Officer.

If you have concerns about our data collection or use, please reach out to us initially. You can also contact the Supervisory Authority in Switzerland for further assistance.

Contact

For inquiries or discussions related to this privacy notice, please contact our Data Protection Officer via email, phone, or postal mail. Our contact details are as follows:

Data Protection Officer

Email: info@monterosa.ch

Phone: +41 21 965 45 45

Postal Address: GDPR, Institut Monte Rosa, Av. de Chillon 57, 1820 Montreux, Switzerland

This Privacy Notice was last updated on 27^th November 2023.