PRIVACY NOTICE

STUDENTS AND PARENTS

Identity and address of the Responsible Party:

The American School Foundation, A.C. (hereinafter “ASF” or the “School”), with address at 215 Bondojito St., Las Americas, Alvaro Obregon, 01120, Mexico City, Mexico.

Categories of the data treated by the School:

As part of the admission and/or reenrollment process of students, and, if applicable, to provide you our educational services, as well as the registration process of the student and their parents, guardians, legal representatives, and other third parties that are related to the School, ASF will directly collect and process the following information:

  1. From the student: identification (including his/her image whether in photo, video or any other similar format), contact information, academic, sensitive data (medical records and, in case, disabilities or special needs), and geolocation (for the school transportation service).

  2. From the parents and/or guardians: identification (including their image whether in photo, video or any other similar format), contact information, labor, financial, assets information, and sensitive data (medical records).

  3. From his/her sibling(s): identification information and the school they belong.

The data mentioned above are collected during the admission and/or reenrollment process of the student and the course of the academic life of the student and added in the academic record of the student.

Also, we inform you that in order to comply with the purposes mentioned in this Privacy Notice, the School will collect and process sensitive data, as those which may reveal aspects such as present and future health status. This information allows us to understand the behavior of your child, which can reflect factors that occurred during pregnancy, birth and the family situation where the student develops.
 

Additionally, ASF informs you that may take images (whether photo, video or any other similar format) of i) interviews with the student and/or parents or guardians, ii) virtual and/or face-to-face meetings and/or tours, iii) academic activities, and iv) psych-pedagogy assistance in which parents and/or guardians do not participate, with the purpose to ensure the safety and the student’s best interest, which only may be consulted only by the persons with the legal custody of the student, by the School staff and, if applicable, by third parties with the prior written approval of the parents or guardians of the student. Such records will be eliminated at the end of the corresponding school year. Any doubt regarding this specific treatment please contact the Data Privacy Office of the School to the email privacy@asf.edu.mx 

Purpose of the handle of the data:

ASF will treat your data and/or the student for the following purposes necessary to fulfill our obligations derived from our legal relationship on where the student develops.¡

Primary purposes:
  1. To validate the information and/or documentation of the student and/or his/her parents or guardians

  2. To carry out the necessary steps for the student’s enrollment and/or re-enrollment process to the School, to register him/her in our system and to complete the medical and academic records and, in case, for academic revalidation and accreditation in Mexico and abroad, as well as to make the necessary arrangement with the corresponding scholar/academic authorities.

  3. To provide you and/or the student the academic services of the School and make all activities needed to contribute to the personal development of the student, including academic test.

  4. Participation of the student in academic, school, sports, cultural and social events, extracurricular activities, activity clubs and other events and/or activities organized by the School and/or third parties.

  5. To issue an ID credential that identifies you as a student, parent, or guardian or “caretaker”.

  6. To borrow your didactic materials for academic and/or extra-curricular activities.

  7. To contact and share with you information on academic, school, medical and administrative affairs regarding the student, as well as to contact you in case of emergency.

  8. To investigate a possible commission of behaviors contrary to the School’s Family Handbook, its core values or the Ethics Code or any fact that jeopardizes to the best interest of the student and, in case, inform the corresponding authorities regarding the events occurred.

  9. Use of technological tools and/or applications (property of ASF and/or third parties) with academic, school, extra-curricular, and administrative purposes for the benefit of the student and/or parents or guardians.

  10. Keep an updated database of the students and/or parents and/or guardians.

  11. To provide transportation services to the student from his/her home to the School’s facilities and vice versa and, in case, transportation services to academic and extra-curricular activities and/or sports events.

  12. Receive payments, issue voucher payments, billing statements, as well as to document and conduct collection activities in case of debit.

  13. Grant you with financial aid, financial support, scholarship, and/or loans, in case of compliance with the corresponding requirements and, if applicable follow up of such financial supports.

  14. Take out, manage, and/or cancel the corresponding insurance (including medical insurance).

  15. To have a medical control and record of the student, including special medical needs of the student, detect the existence of any illness or medical condition that we should know, or medical prescription to be considered for the care of the student, as well as to know if the student is on physical conditions to doing sports and/or any other extra-curricular activities.

  16. If necessary, consider the student in special education programs provided by the School and carry out all activities necessary to provide the student with special educational services, as well as to promote his/her full development.

  17. To arrange the participation of the student in academic and/or school events, camping, and any other events related organized by the School.

  18. Take images from you and/or student, either photographs, video recording or any other similar means, academic activities and/or psych-pedagogy assistance, including such sessions in which parents and/or guardians do not participate, with the purpose to ensure the safety and the student’s best interest.

Secondary purposes.

In case you do not express the contrary, the School may have a treatment of your and/or the student’s data for the following secondary purposes:

  1. Keep you in our database to notify you of future opportunities to be part of ASF in case not be admitted.

  2. Contact and share with you information regarding all kinds of extra-curricular, sports, social events organized by the School.

  3. Invite you to participate in activities related to fundraising purposes and, if applicable, register you as donor and issue a tax receipt according with current legislation.

  4. Register you as participant and/or speaker at an event, issue your certificate of participation and, if applicable, present yours with the corresponding prize.

  5. To send you and/or your child all kind of gifts, prizes and/or presents to your home.

  6. So that parents or guardians of the Student may participate and/or be part of academic and/or extracurricular clubs organized by the School.

  7. Send you advertising and communications form the School with marketing and telemarketing purposes.

  8. Invite you to participate in our own and/or third parties surveys to improve our services, and with market research and contest purposes, as well as for tasks, homework and research carried out by students, ASF and/or third parties.

  9. In case of request of the student and/or parents or guardians, to provide support during your inclusion and adaptation to the community and the School activities.

  10. Take images from you and/or student, either photographs, video recording or any other similar means, to make internal publications in print and/or digital media, as FOCUS magazine, School’s web page and social media, TV screens, and the yearbook, as well as authorized external publications, regarding of the personal and academic story of the student, his/her participation in academic, school, extra-curricular, social and sports events and any other kind of events organized by the School, as well as to promote the School.

  11. Video surveillance inside and around the School’s facilities for the safety of all ASF community, including images taken inside the school transportation units.

  12. One the student has finished is studies at the School, register him/her as alumni of the School in our systems and maintain a communication channel with him/her to announce births, marriages, deaths and other important events related to the alumni of the School, invite him/her to all kind of social, academic, sports, extracurricular, conferences and fundraising events organized by the School or third parties, send gifts, prizes and/or presents to his/her home, promote services and/or products offered by members of the ASF community, send benefits, promotions and news according to the his/her needs, including job offers from our job bank, as well as provide academic references to companies, organizations or third parties that request them.

In case you don’t want that your data and/or the student been treated for the secondary purposes mentioned above, you have the right to refuse the treatment for such purposes through the procedure established in this Privacy Notice, specifying the secondary purpose(s) you want to refuse for the treatment of your data and/or the student. Your refusal will not be a cause to stop rendering you the educational services that the School provides.

In case you don’t refuse the treatment of your images/pictures and/or the student (either photographs, video recording, or other similar means) for the secondary purposes mentioned, the School understood that you have granted your consent for the use of your images/pictures and/or the student, according to the Data Protection Law (Ley de Protección de Datos Personales en Posesión de los Particulares) (“Law”) and articles 17 and 19 of the Civil Responsibility for the Protection of the Right to a Privet Live, Honor and Self Image Law for the Mexico City (Ley de Responsabilidad Civil para la Protección del Derecho a la Vida Privada, el Honor y la Propia Imagen en el Distrito Federal). You have the right to revoke your consent for the use of your image/picture and/or the student at any time.

Transfer of the data:

With the purpose to comply with the primary purposes, ASF may transfer without requiring your consent due to being an exception mentioned on article 37 of the Law, the necessary data to the following (natural persons and/or legal entities):

  1. To insurance companies which ASF has taken out the medical insurance mandatory for all students, as well as for school accident coverage, either by the School or through an insurance broker.

  2. To companies that provide services to the School, such as transportation, cafeteria, courier and parcel services and companies that organized all kind of academic, school, sporting, cultural and social events, extracurricular activities, activity clubs and other events.

  3. To other schools, educational institutions, commissions, associations, or leagues which participate in academic and/or extracurricular activities like sports tournaments, leagues, academic competitions, and/or contests.

  4. To other parents which participate in the “Ambassadors” program to support your inclusion and adaptation to the community and the School activities and/or “Home Room Parents” (“HRP”) programs for being a liaison with the parents, professor, and the classroom with the purpose to keep you informed regarding the activities of the student classroom and/or the School, inform you about camping and other activities and keep a calendar of special dates.

  5. To authorities and/or academic entities to make the necessary arrangements for the academic revalidation and accreditation in Mexico and abroad, as well as administrative arrangements with such institutions.

  6. To academic institutions in case of participating in scholarship programs and similar projects with the purpose that students could be contacted and participate in such programs.

Likewise, in case we have your consent, ASF may transfer your necessary data to the following (natural person or legal entities), in which we need your consent:
 

  1. To other academic institutions in case, the students have applied to a different school, with the purpose to provide reference regarding the student.

Except to comply with the purposes abovementioned or such required by the law or corresponding authorities, ASF will not transfer your data and/or the student to third parties outside the School and only transfer your data in the situations provided by the law

At any time, you have the right to refuse the transfer of your data and/or the student whose ASF needs your consent according to the procedure established in this Privacy Notice. In case you do not refuse the transfer, the School understood that you have granted your consent for the transfer of the data in which we need your consent.

Procedure to refuse the treatment of your data and/or the student.

You may refuse the treatment of your data and/or the student for those purposes which are not necessary for the legal relationship with ASF and/or the transfer of the data in which we need your consent, by sending an email to privacy@asf.edu.mx which must include the following information/documentation:

  1. Name of the owner of the data and address or any other means to receive communications;

  2. Official ID of the owner of the data and, in case, of his/her legal representative and/or parents or guardians ID (IFE, passport, professional license)

  3. A clear and precise description of the data of which you want to refuse the treatment; and

  4. Your express refusal to the treatment of your data.

In case you do not refuse the treatment of your data within the 5 (five) business days after the acceptance of this Privacy Notice, it is understood that you consent the treatment of your data the secondary purposes, as well as the transfer of the data which we need your consent.

You have the right to revoke your consent or refuse the treatment of your data and/or the student in case you do not express your refusal for the treatment of your data before its delivery or its use, by following the procedure above.

Means and procedures to exercise the ARCO rights and/or revoke your consent:

You have the right to access, rectify, cancel or object (“ARCO rights”), as well as to revoke your consent to the treatment of your data and/or the student that owns ASF, by sending a written notice to the email privay@asf.edu.mx which must include the following information/documentation:
 

  1. Name of the owner of the data and address and email to receive our response;

  2. The official ID of the owner of the data and, in case, of his/her legal representative and/or parent or guardian’s ID (IFE, passport, professional license);

  3. A clear and precise description of the data which you want to exercise your ARCO rights

  4. Any other information or documentation that allows the identification of your data.

Such a request should be made in a free form or by completing the ARCO Right Application drafted by the School and available at the following link and which contains all the elements required in the paragraph above. So that the Privacy Committee of the School may attend and process your application, you must duly prove your identity and the legal custody of the student, so it is necessary to fulfill all the required boxes in the ARCO Right Application and attached copy of the corresponding documents indicated in such application form.
 

In case of wrong or inadequate information/documentation, ASF may require you the missing information/documentation to can answer your solicitation, within 5 (five) business days after the reception of your solicitation. You will have 10 (ten) business days to answer such requirements, after the day you’ve received the communication. In case you don’t answer the requirement within such a period, your solicitation will be considered as not filled.

In case a correct answer with all the necessary information/documentation to accept your ARCO rights solicitation, ASF will answer you within 20 (twenty) business days after the date of reception of your solicitation. In case off appropriate solicitation, your solicitation will be applicable within 15 (fifteen) business days after the ASF’s communication.
 

When you exercise your ARCO rights to access your data, such information will be shared to you thought the email you’ve indicated in your ARCO application or provided by writing at the ASF address.

Options and means to restrict the use or disclosure of your data:

You have the right to restrict the use or disclosure of your data (different than your ARCO rights or to revoke your consent), by sending an email to privay@asf.edu.mx The requirement to validate your identity and the procedure and periods to answer your solicitation shall be by following the procedure of the section above. If your request is considered viable, the School will record it on the exclusion list for the purposes for which the exclusion list is applicable.

Use of cookies, web beacons, and any other similar technologies:

ASF inform you that use “cookies” and other similar technologies with the purpose to improve the experience of the users in its web page, whose allow us to collect and store information of when you access to our web site, which allow us to analyze the traffic of our web site and applications, identify and store your languages preferences, identify your IP address, schedule and time of navigation into our web site, sections visited and web site visited before access to our web site.

These cookies and similar technologies may be disabled by consulting the help menu of your browser and following the procedure indicated in such a browser.

Privacy notice updates:

ASF has the right to make any amendments or updates to this Privacy Notice at any time. Such amendments will be available at the website www.asf.edu.mx/privacy-policy We recommend you check from time to time our website to keep you informed of such updates or amendments.

Governing language:

In case of any argument issue related to this Privacy Notice, the Spanish language version must govern this Privacy Notice.

Las update: November 2021.