Parent & guardian privacy notice (template)
Last updated: 6 October 2026.
Template provided by iEasySR. Adapt it and replace the bracketed placeholders.
This is a template your school can adapt and give to parents and guardians. As the data controller, the school must tell families how children's data is processed. Replace the items in [brackets] with your school's details, then publish or hand out the notice.
Who processes your child's data
[School name] is the controller of your child's personal data. We use iEasySR, a school-management platform, as our processor that hosts and processes this data on our behalf and on our instructions.
What we collect
- Your child's name, date of birth, gender and photo.
- Your contact details as a parent or guardian (email, phone).
- Academic scores, attendance and report cards. In the parent portal you see your child's report cards and, where the school switches it on, their provisional marks, the scores of quizzes whose results the teacher has released, and the days they were marked absent, late or excused.
- Fee bills and the payments recorded against them (date, method, amount, receipt number), which you can see and download receipts for in the parent portal.
- Where the school uses online quizzes, the answers your child types on the public quiz page (using a quiz code and a personal PIN); where the school switches on the results checker, the school code, student ID and date of birth your child enters to view their own report cards.
- Where relevant, health notes (allergies, diet, medical information) and, for ministry reporting, disability information.
- Where the school uses child pickup security, the people you authorise to collect your child: their name, relationship, phone number, the identity document they will show, and a vehicle registration if you give one. The school also keeps a record of the document staff checked at each collection.
Why
To run the school, record results, produce report cards, bill fees, and meet our legal obligations, including the education ministry's statutory census (for example EMIS or SIGE).
Legal basis
We process this data on the basis of [your consent / a public task / a legal obligation: choose].
Who we share it with
With our software provider iEasySR and its sub-processors, which store the data in the United Kingdom with limited processing in the United States, under appropriate safeguards; and with the education ministry when we produce a required statutory return. We do not sell your child's data or use it for advertising.
International transfer
Your child's data is stored securely outside [country]: records in the United Kingdom, as are private files such as medical pages; photos and other uploaded images are held by a file-storage provider in the United States. All under appropriate safeguards (contractual clauses, encryption and data minimisation).
Your rights
You can ask to access, correct or delete your child's data, or object to its processing. Contact us at [school contact]. You may also complain to [the data-protection authority, for example the Ghana Data Protection Commission].
Retention
We keep the data while your child is enrolled and in line with our retention policy.
Contact
[School contact name]: [school email / phone].