Who does the Privacy Policy apply to?

This Privacy Policy applies to:

  • Student Applicants, their Parents, current and former students of Britannica International School, Shanghai.
  • Employees of Britannica International School, Shanghai,
  • Job Applicants to school roles,
  • Users of School IT Systems,
  • Visitors to the school site and
  • Visitors to school website(s).
What is Personal Information?

Personal information is information that identifies you as an individual and relates to you.

This includes your contact details, next of kin and financial information. We may also hold information such as your religion or ethnic group. CCTV, photos and video recordings of you are also personal information.

How, Why and for What length does Britannica International School, Shanghai Collect and Store Personal Data?

Student Applicants, current and former students their guardians and relations

In order to deliver an education to our students we process personal information about our students, relations and guardians.

Whilst the majority of information we collect is mandatory, some of it is provided or processed on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether the personal information collection or processing is Opt-in.

We collect personal information through the admissions process and during the contracted time in the school. Personal information is collected using a variety of methods but most commonly using: forms (paper and digital), emails, post, student observations and verbal (face to face, phone or video conference) communication between school staff, our students their guardians and relations.

We primarily use personal information:

  • to ensure efficient processing of your enquiry
  • to identify our students
  • for billing and financial purposes
  • to support pupil learning
  • to ensure the safety of our students
  • to ensure a balanced structure to the school
  • to monitor and report on pupil progress
  • to provide appropriate pastoral care
  • to keep our school community up to date on events
  • to assess the quality of our services
  • to comply with our statutory requirements

Marketing and Communications

We may collect your preferences to market to you directly from us by email, SMS, Social media channels, telephone and post in the following ways:

  • When you sign up online, through advertisements, via our school subsidiaries or at event exhibitions and indicate that you would like to receive such marketing from us.
  • If you submit an application or enquiry and/or engage our school services and indicate (by opting in) you would like to receive marketing information.
  • When you meet us at an event or exhibition and indicate (by opting in) you would like to receive marketing information.
  • When you update your marketing preferences via email, SMS, social media channels, telephone or post, or when responding to a request from us to do so.
  • You have the right to opt-out of our use of your personal information to provide marketing to you in any of the ways mentioned above. Please see “What rights do I have regarding the information Britannica International School, Shanghai holds?” below for further details on how you can do this.

Some of the personal information we hold is classified as Sensitive Information. We only process and store this information to ensure the safety of our students/ staff or due to a legislative requirement.

We hold pupil data for 6 years following a student’s last entry.

Employees of Britannica International School, Shanghai

We will collect personal information during final offer and contractual process and during your contractual term as an employee.

We collect and process information to fulfil our contractual employer-employee relationship between yourself and Britannica International School, Shanghai.

We do hold what under GDPR would be classed as sensitive information – this is information on the outcome of safeguarding and criminal record checks that were carried out with your agreement, either during your employment or on joining the Britannica International School, Shanghai. We will also hold information on any health issues you inform us about, to ensure in the case of an emergency while working with us we are able to offer assistance.

We will retain information on your employment for seven years after a persons normal retirement age or completing employment with us to ensure we can answer safeguarding queries from regulatory authorities/future employers.

For Job Applicants

We will collect information when you submit an application to us using email or via any web based application methods and during the interview/ screening process.

We process your information as a result of your interest in the role applied for. This information will be held for six months or longer in the case of compliance with our statutory or legal obligations.

If you have asked to be kept informed about job opportunities then this information will be processed by Mailchimp on behalf of Britannica International School, Shanghai. As our form clearly identifies that your information will be used for sending updates on job opportunities we have available we will keep you on our mailing list. In every mailing we send to you we will ensure there is the option to not receive any further mailings from us.

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in Slovenia and seek assurance as to their trustworthiness, integrity and reliability.

If you are unsuccessful for the position you have applied for, we may ask if you would like your details to be retained in our talent pool.

For users of our IT Systems

We collect personal information during usage of our IT systems on premises or remotely or if you send us an Email.

We process information on your usage of our IT Services. This information is processed to ensure the security of our systems, for diagnostic and for analytical purposes.

We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Visitors to the school site

We collect information on visitors to the school site. We collect CCTV images and information on visitors into the premises. This information is collected to ensure the safety of our premises and our students and staff. We only use CCTV in the public areas of the building. We keep the processing and storage of CCTV information to a minimum.

Britannica International School, Shanghai uses website use information to measure interest in and develop its website. We also use the information to help diagnose problems with its servers. The information we hold is anonymised.

For website visitors

A cookie is a unique alphanumeric identifier that we use to determine the number of unique Visitors that view our website, whether or not those Visitors are repeat Visitors, and the source of the visits. Cookies cannot be executed as code or used to deliver a virus. Other servers cannot read cookies and personal information cannot be gathered from cookies. Cookies are simply an identifier shared between you and us to allow Baleares International College to improve the information we offer to you through our website.

You have options regarding the cookies that are placed on your local device during your web visit. Your options are outlined in the Cookie Consent banner. Some cookies are necessary for our website to function properly, and others help us personalise your experience via analytics and relevant ads. If you don’t make a selection via the consent banner on which cookies you accept, you’ll continue to browse with cookies in the ‘Necessary (required)’ pot.

Below is a list of the cookies we use on our website, along with information on how long each cookie, if accepted, will stay on your local device.

Necessary (Required)

Cookies that the site cannot function properly without. This includes cookies for access to secure areas and CSRF security. Please note that Craft’s default cookies do not collect any personal or sensitive information. Craft's default cookies do not collect IP addresses. The information they store is not sent to Pixel & Tonic or any 3rd parties.

Name: CraftSessionId
Description: Craft relies on PHP sessions to maintain sessions across web requests. That is done via the PHP session cookie. Craft names that cookie “CraftSessionId” by default, but it can be renamed via the phpSessionId config setting. This cookie will expire as soon as the session expires.
Provider: this site
Expiry: Session

Name: *_identity
Description: When you log into the Control Panel, you will get an authentication cookie used to maintain your authenticated state. The cookie name is prefixed with a long, randomly generated string, followed by _identity. The cookie only stores information necessary to maintain a secure, authenticated session and will only exist for as long as the user is authenticated in Craft.
Provider: this site
Expiry: Persistent

Name: *_username
Description: If you check the "Keep me logged in" option during login, this cookie is used to remember the username for your next authentication.
Provider: this site
Expiry: Persistent

Description: Protects us and you as a user against Cross-Site Request Forgery attacks.
Provider: this site
Expiry: Session


Statistic cookies help us understand how visitors interact with websites by collecting and reporting information anonymously.

Name: _ga
Description: This cookie name is associated with Google Universal Analytics - which is a significant update to Google's more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default it is set to expire after 2 years, although this is customisable by website owners.
Provider: Google Analytics
Expiry: 2 years

Name: _gid
Description: This cookie name is associated with Google Analytics. It is used by gtag.js and analytics.js scripts and according to Google Analytics this cookie is used to distinguish users.
Provider: Google Analytics
Expiry: 1 day

Name: _gat_*
Description: This cookies is used to read and filter requests from bots.
Provider: Google Analytics
Expiry: 1 minute

Name: _gcl_au
Description: This cookie name is associated with Google Adsense. It is used to store and track conversions.
Provider: Google Adsense
Expiry: Persistent

Name: _hjSession_*
Description: This cookie ensures subsequent requests in the session window are attributed to the same session.
Provider: Hotjar
Expiry: 30 minutes

Name: _hjSessionUser_*
Description: This cookie persists the Hotjar User ID which is unique to that site. Hotjar does not track users across different sites.
Provider: Hotjar
Expiry: 1 year

Name: msd365mkttrs
Description: To find out how much time a user spent on a page
Provider: Dynamics365
Expiry: Session

Name: msd365mkttr
Description: Identifies users. We set this cookie when a user visits a marketing page or a select a link (with tracking enabled). At some point of time, when a form is submitted by a user, a new contact/lead is created and we leverage the cookie available in the browser to associate previous visits with the newly generated contact/lead.
Provider: Dynamics365
Expiry: 2 years


Marketing cookies are used to track visitors across websites. We use this information to improve your website experience, provide relevant content, and sometimes send relevant and engaging ads.

Name: _fbp
Description: This cookie is used to store and track visits across websites.
Provider: Facebook
Expiry: 3 months

Name: Hm_lvt_#
Description: Used to send data to Baidu about the visitor's device and behavior. Tracks the visitor across devices and marketing channels.
Provider: Baidu
Expiry: 1 year

Name: Hm_lpvt_#
Description: Used to send data to Baidu about the visitor's device and behavior. Tracks the visitor across devices and marketing channels.
Provider: Baidu
Expiry: Session

Who do we share information with?

You have the right to know who we share your personal information with. We limit the sharing of your information to external parties to a minimum. This said we do share your personal information on the following grounds:

  • We share your information with other parties who provide services to us.
  • We also provide personal information to other parties who provide services to you.
  • We will also share personal information to external parties in accordance with our statutory responsibilities.
  • A transaction relating to Britannica International School, Shanghai.
  • In anonymised form as part of statistics or other aggregated data shared with third parties.
What rights do I have regarding the information Britannica International School, Shanghai holds?

You have the right to correct any incorrect information we hold about you. Let the relevant person know and we will make the change. If you don’t know the person to contact, please contact Orbital Education Head of IT; Myles McNeany.

You have the right to request we delete information we hold about you. We attempt to only process information on you to fulfil our contractual and safeguarding responsibilities. This said if you think we are processing information on you that you deem unnecessary we will happily remove it. We cannot delete information if we are handling the information due to our contractual commitments.

You have the right to request the information we hold about you. This right existed before GDPR, but you have enhanced rights and timescales in which we would have to report this information to you. For example, you now have the right to request if we hold data in a structured format for it to be in a portable format (eg. CSV).

You have the right to lodge a complaint. We would hope that we raise the issue initially with your primary school contact. If you feel your request has not been handled according to you rights you can always contact the Local Data Protection agency.

To exercise any of these rights please contact:



Amendments to this Privacy Policy may be made at any time and you should check back frequently for any changes. This Privacy Policy was last updated on 19/01/2022.