This Privacy Statement explains how Britannica International School Shanghai, part of Orbital Education Group, collects, uses and protects personal information in accordance with the Personal Information Protection Law of the People’s Republic of China (PIPL) and other applicable Chinese data protection laws.
It applies to:
- student applicants, current and former students and their parents or guardians;
- employees, officers, consultants and contracted staff engaged by the school;
- job applicants;
- users of school‑managed IT systems, tools and services; and
- visitors to the school campus and school‑managed websites.
This Privacy Statement should be read alongside any more specific privacy information provided at the point personal information is collected.
For the purposes of applicable data protection law, Britannica International School Shanghai, with registered address at 1988 Gubei Rd, Minhang District, Shanghai, China, acts as the personal information handler.
As part of an international education group, the school may work with other Orbital Education Group entities to support governance, information technology services and operational management, in accordance with applicable legal requirements.
The school operates within Orbital Education Group’s data protection framework. At a local level, responsibility for overseeing personal information protection compliance and handling personal information matters rests with the school’s designated Data Protection Officer (DPO).
For any questions, requests or concerns regarding personal information, please contact: admissions@britannicashanghai.com
Personal information refers to any kind of information, recorded electronically or otherwise, relating to an identified or identifiable natural person, excluding anonymised information.
This may include:
- identification and contact details;
- family and guardian information;
- financial and billing information;
- academic records and school reports;
- photographs, video recordings and CCTV images; and
- information relating to health, safeguarding or educational support.
Certain personal information is classified as sensitive personal information under Chinese law, including biometric data, health data, precise location data and personal information of minors under the age of 14.
Sensitive personal information is processed only where strictly necessary and subject to enhanced safeguards and separate consent where required.
We collect and process personal information for clear, specific and reasonable purposes directly related to the operation of the school, the provision of education, safeguarding, and compliance with legal and regulatory obligations.
We do not process personal information for purposes that are not reasonably related to these.
In some circumstances, personal information may be obtained from sources other than the individual it relates to, including previous schools, guardians, authorised agents, professional advisers, recruitment agencies, public authorities or other Orbital Education Group entities, where permitted by law.
Lawful basis for processing
Under Chinese law, personal information is generally processed on the basis of consent, unless otherwise permitted by law.
Depending on the context:
- consent is obtained before processing personal information;
- separate consent is obtained where required, including for sensitive personal information and cross‑border transfers;
- certain processing may be carried out where necessary to perform contractual arrangements, comply with legal obligations, or as otherwise permitted under applicable law.
Where consent is required, it is obtained in a clear, specific and informed manner and may be withdrawn at any time, subject to legal and operational limitations.
Further information about the applicable basis for specific processing activities is provided at the point of collection or in relevant supplementary notices.
Retention of personal information
Personal information is stored securely and retained only for the minimum period necessary.
Retention periods are determined by reference to:
- the purpose for which the personal information was collected and processed;
- applicable Chinese legal, regulatory and educational requirements;
- operational, contractual and administrative needs; and
- the rights and reasonable interests of the individuals concerned.
By way of example, student records may be retained in accordance with regulatory and safeguarding requirements, and recruitment data retained only for a limited period following completion of the recruitment process.
Retention is managed in line with applicable legal requirements and internal data management practices.
Students, parents and guardians
We process personal information relating to students and their parents or guardians in order to provide education and associated services, including admissions, learning, assessment, pastoral care, safeguarding and compliance with legal obligations.
Most student‑related personal information is required to deliver education and meet statutory and regulatory responsibilities. Where personal information is optional or processed on the basis of consent, this will be made clear at the point of collection.
Personal information is collected during the admissions and enrolment process and throughout a student’s time at the school. Information may be collected through application forms (paper or electronic), school systems, correspondence, meetings, assessments, observations and communications with parents or guardians.
Student personal information is used for purposes including:
- managing admissions and enrolment;
- identifying students and maintaining school records;
- billing and financial administration;
- supporting learning, development and assessment;
- safeguarding student welfare;
- providing pastoral and educational support;
- communicating with families;
- monitoring academic progress; and
- meeting statutory, regulatory and inspection requirements.
Personal information of minors under the age of 14 is processed only with the consent of a parent or legal guardian, in accordance with Chinese law.
Student records are retained in line with applicable legal requirements and internal data management practices.
Children’s online privacy
Where personal information is collected online from or about students, including through admissions portals, learning platforms, forms or other school‑managed website features, the school ensures that such processing is carried out transparently and only for legitimate educational, safeguarding or operational purposes.
Where required under Chinese law, consent is obtained from a parent or legal guardian, including separate consent where required for sensitive processing.
Personal information collected online about students is used only for the purposes explained at the time of collection and is not disclosed to third parties unless this is necessary to deliver those purposes, required by law, or subject to appropriate safeguards.
Employees and contracted staff
We collect and process personal information during recruitment, onboarding and throughout the course of employment or engagement with the school.
Employee and contractor personal information is processed for purposes including:
- managing employment and contractual relationships;
- administering pay, benefits and workforce processes;
- complying with Chinese labour, tax, social security and safeguarding requirements; and
- ensuring the effective operation and management of the school.
Where lawful and appropriate, this may include sensitive personal information, which is processed subject to enhanced safeguards and separate consent where required.
Employment‑related records are retained in accordance with applicable legal requirements and internal data management practices.
Job applicants
We collect personal information when you apply for a role at the school, whether applications are made through recruitment platforms, by email or during interviews.
Applicant data is processed to assess suitability for roles and manage recruitment processes.
Applicant data is retained for a limited period following completion of the recruitment process, in line with applicable legal requirements and internal data management practices.
Where applicants consent to receive information about future opportunities, limited contact details may be processed using third‑party communication platforms. Individuals can withdraw consent at any time.
Marketing and Communications
We may process personal information for marketing, communications and community engagement purposes, including providing information about school events, admissions, educational programmes, open days, newsletters, alumni activities and other school-related services.
Marketing and communications may be sent by email, telephone, SMS, post, social media or other appropriate communication channels, depending on the nature of the communication and the contact preferences provided.
Where required under Chinese law, consent will be obtained before sending marketing communications. Individuals may withdraw consent or opt out of receiving marketing communications at any time by using the unsubscribe option provided in the communication, updating their communication preferences, or contacting the school directly.
Where marketing communications are provided on the basis of consent, withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
We do not sell personal information. Personal information used for marketing and communications is managed in accordance with applicable legal requirements, consent records, communication preferences and retention practices.
Users of school IT Systems
Personal information is generated through the use of school‑managed IT systems, networks and email accounts. This information is used to:
- maintain the security, integrity and proper use of systems;
- prevent unauthorised access or misuse; and
- support diagnostics and troubleshooting.
Access to IT‑related data is restricted to authorised personnel and protected by appropriate technical and organisational security measures.
IT-related data is retained for as long as necessary to support system security, integrity and operational requirements, in line with internal data management practices.
Visitors to the school site (including CCTV)
We collect limited personal information about visitors to the school campus, including visitor sign‑in details and CCTV footage, for the purpose of ensuring the safety and security of students, staff and premises.
CCTV operates only in public areas, is clearly signposted, and recordings are retained only for the minimum period necessary in accordance with Chinese law, unless required for incident investigation or legal proceedings.
Where consent is required under applicable law (for example, for certain uses of images, video, marketing or optional services), it is obtained in a clear, specific and informed manner.
Separate consent is obtained where required under Chinese law, including for sensitive personal information and cross‑border transfers.
Consent may be withdrawn at any time by contacting the school.
We limit the sharing of personal information to what is necessary and lawful. Personal information may be shared with:
- other Orbital Education Group entities, where this is necessary for governance, safeguarding, reporting, IT, finance or operational support;
- trusted third‑party service providers who support the delivery of education and school operations, such as IT service providers, learning platforms, safeguarding partners, payroll and finance providers. These providers process personal information only on our instructions and are subject to contractual data protection obligations;
- public authorities, regulators or law enforcement bodies, where disclosure is required to comply with legal or regulatory obligations; and
- third parties in connection with a corporate transaction.
Where personal information is shared for reporting, analytics or planning purposes, this is done in anonymised or aggregated form wherever possible.
We do not sell personal information.
As part of an international education group, personal information may be transferred outside mainland China.
Where such transfers take place, we comply with applicable Chinese legal requirements, including implementing appropriate transfer mechanisms and obtaining separate consent where required.
Under Chinese law, individuals have rights in relation to their personal information, including:
- the right to access and copy personal information;
- the right to request correction or completion of inaccurate or incomplete personal information;
- the right to request deletion of personal information where permitted by law;
- the right to restrict or object to certain processing activities;
- the right to withdraw consent where processing is based on consent;
- the right to request an explanation of personal information processing rules; and
- the right to know about and make decisions regarding how their personal information is processed.
Requests may be submitted to admissions@britannicashanghai.com. Identity verification may be required before a request can be processed.
The school will handle requests in accordance with applicable Chinese legal requirements and may require additional information where necessary to verify identity or assess a request. Certain rights may be subject to legal, regulatory, safeguarding or educational requirements.
We encourage individuals to raise concerns directly with the school in the first instance. Individuals may also raise concerns regarding the processing of their personal information with the relevant regulatory authorities in accordance with applicable Chinese law.
We do not use personal information for automated decision‑making or profiling that produces legal or similarly significant effects on individuals.
The school implements appropriate technical and organisational measures to protect personal information against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, system protections, staff training and contractual safeguards with third‑party providers.
The school operates within Orbital Education Group’s data protection framework. This framework includes group‑wide policies, procedures and oversight mechanisms designed to ensure compliance with applicable data protection requirements.
This Privacy Statement is reviewed at least annually and may be updated to reflect changes in law, regulation or school operations. The most current version will always be available through the school’s official channels. This Privacy Statement was last updated on 01/06/2026.
