Privacy Notice for Pupils and Parents

1.    Who we are and the purpose of this Privacy Notice

We are Australian International School / ACG AUSTRALIAN INTERNATIONAL EDUCATION SERVICES COMPANY LIMITED, a company registered in Vietnam (the “School”).  Our company registration number/ Tax Code is 0304497584, and our registered office is at 264 Mai Chi Tho Road, An Phu Ward, Thu Duc City, Ho Chi Minh City, Việt Nam. The School is a member of the Inspired Education Group (the “Group”), a company registered in England with company registration number 10392529, having its registered address at Sixth Floor, 3 Burlington Gardens, London, W1S 3EP, United Kingdom.

This Privacy Notice is intended to provide information about how the School will collect, use and hold (or "process") personal data about individuals including: current, past and prospective pupils; and their parents, carers or guardians (referred to in this policy as "parents"). Please note that the School has a separate Privacy Notice applicable to its employees and other staff.

This Privacy Notice applies alongside any other information the School may provide about a particular use of personal data. This Privacy Notice also applies in addition to the School's other relevant terms and conditions and policies, including:

  • any contract between the School and the parents of pupils;
  • the School's policy on taking, storing and using images of children;
  • the School’s CCTV and/or biometrics policy;
  • the School’s Data Retention Policy; 
  • the School Individual Rights Policy;
  • the School's safeguarding, pastoral, or health and safety policies, including as to how concerns or incidents are recorded; and 
  • the School's or the Group’s (as applicable) IT policies, including 

This Privacy Notice may be updated from time to time to ensure continued compliance with applicable laws and to reflect best practice.

2.    What information is collected about pupils and parents/carers

The types of personal data the School may process include:

  • name and contact information such as the address, email and telephone number of the pupil, parent, guardian, fee payer and next of kin;
  • pupil date and country of birth, gender and country of domicile, passport number or national identity card details and visa status and other immigration status information;
  • car details (about those who use our car parking facilities);
  • information relating to pupil education history such as previous schools, courses completed, dates of study, attendance, disciplinary and safeguarding records and examination results;
  • information about pupils’ family circumstances / living arrangements, including any information about personal circumstances where this is relevant for the School’s operations and/or to the assessment of suitability to receive a bursary;
  • Safeguarding information;
  • correspondence with and concerning pupils and parents (past and present);
  • references given or received from previous schools or education establishments, and relevant information provided by previous educational establishments and/or other professionals or organisations working with pupils;
  • information relating to fees such as parents’ financial information (including any source of funds and/or anti-money laundering information we are required to collect by law), and pupil scholarships and bursaries;
  • images of pupils (and occasionally other individuals) engaging in School activities, and images captured by the School's CCTV system in accordance with the school's policy on taking, storing and using images of children

Where this is necessary, we may also collect sensitive personal data, including:

  • information revealing racial or ethnic origin;
  • information about pupils’ health and medical conditions, and special educational needs, including information which may assist with the provision of appropriate medical and pastoral care of the pupil such as any disability, medical, or dietary issues;
  • information relating to parents’ banking details;

Other sensitive personal data might also come to our attention if disclosed by the pupils through their actions or communication with the School’s staff, such as: Information concerning religious beliefs, or information concerning your sexual life or orientation. However, the School undertakes to process such personal data where and to the extent it is necessary for a lawful purpose.

3.   How the School collects information 

Generally, the School receives personal data from the individual directly (including, in the case of pupils, from their parents). However, in some cases personal data will be supplied by third parties (for example another school, or other professionals or authorities, or third party service providers who credit and identity check parents and their source of funds); or collected from publicly available resources.

With the above in mind, the following are the primary ways the School collects personal data about pupils and parents:

  • information provided during the admission process and when the pupil is attending the School;
  • information generated during the course of studies and time at the School (e.g. attendance, academic achievement, behaviour or safeguarding information);
  • information received from previous places of education (whether part of the Group or not);
  • information received from statutory agencies;
  • information provided by third parties in relation to the pupil’s right to study at the School or in relation to funding (for example for bursaries or scholarships); and
  • information from access to and use of the School’s website, or other online educational tools and software including the Group’s Global Study Platform. 

4.    Why the School needs to process personal data

The primary use of the personal data we collect is to support the learning and development of pupils during their time at the School, whilst ensuring the wellbeing and safeguarding of the pupils. In order to do so, the School needs to process a wide range of personal data about our community as part of our daily operations.

The School will need to carry out some of these activities because it is necessary for the performance of a contract for the provision of educational services: 

  • For pupil selection, to confirm the identity of prospective pupils and their parents, and retain a record (if appropriate) for the purposes of future applications or openings; 
  • To carry out credit, identity and source of funds checks, whether with previous schools and/or third party sources or service providers, including for the purposes of verifying that parents are not subject to (or within the purview of) sanctions;
  • To provide education services (including musical education, physical training or spiritual development, career services, and extra-curricular activities to pupils), and monitoring pupils' progress and educational needs, including where such services are provided remotely / via apps or other technology platforms including where assisted by AI (either temporarily or permanently); 
  • To provide school transport services, catering or specialised care;
  • To report to and liaise with parents about their child’s progress, welfare and development including by way of regular reports and parents’ evenings; 
  • To organise and manage meetings, events and social engagements for pupils and parents;
  • To give and receive information and references about past and current pupils, including relating to outstanding fees or payment history, to/from any educational institution that the pupil attended or where it is proposed they attend; and to provide references to potential employers of past pupils;
  • For debt collection purposes;
  • To enable pupils to take part in national or other assessments, and to publish the results of public examinations or other achievements of pupils of the School;
  • To safeguard pupils' health and welfare and provide appropriate pastoral care;
  • To provide educational services in the context of making reasonable adjustments for a pupil’s disability and/or any special educational needs of a pupil;
  • To carry out or cooperate with any School or external complaints, disciplinary or investigation process; 

Other uses of personal data will be made in accordance with the School’s legitimate interests, or the legitimate interests of others. The School expects that the following uses will fall within that category of our (or our community’s) “legitimate interests”:

  • To maintain relationships with alumni and the School community, including by direct marketing or fundraising activity;
  • For the purposes of donor due diligence, and to confirm the identity of prospective donors and their background and relevant interests; 
  • For the purposes of management planning and forecasting, research and statistical analysis, including that imposed or provided for by law (such as tax, diversity or gender pay gap analysis);
  • To promote diversity and equality;
  • To monitor and evaluate the performance and effectiveness of the School, and to maintain and improve the academic, corporate, financial, estate and human resource management of the School; 
  • To monitor (as appropriate) use of the School's IT and communications systems in accordance with the School's Acceptable Use Policy;
  • To make use of images (including photographs and videos) of pupils for administrative and day to day internal uses such as newsletters and year books, in accordance with the School's policy on taking, storing and using images of children;
  • For security purposes, including CCTV in accordance with the School’s CCTV policies; 
  • To contact parents or pupils to promote the Group’s services on matters such as openings on waiting lists at sister schools, opportunities within the Parent Teacher Associations or friends of the School, or for Alumni events and activities;
  • To promote the School to prospective parents and pupils; and
  • The establishment, exercise or defence of legal claims (for example, to protect and defend the School’s rights, property, or those of any affiliates, including the Group); 
  • Where otherwise reasonably necessary for the School's purposes, including to obtain appropriate professional advice and insurance for the School.

The School may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data for the following:

  • To enable relevant authorities to monitor the School's performance and to intervene or assist with incidents as appropriate;
  • For the prevention and detection of crime, and in order to assist with investigations (including criminal investigations) carried out by the police and other competent authorities;
  • To meet our compliance and regulatory obligations, including in order to comply with any requirement of any applicable statute, regulation or regulatory rule, such as compliance with anti-money laundering laws and safeguarding requirements;
  • To comply with public health requirements; 
  • For legal and regulatory purposes (for example child protection, diversity monitoring, attendance / absence reporting, health and safety and immigration / visa sponsorship compliance) and to comply with its legal obligations and duties of care.
  • To administer and maintain such records as may be required by applicable laws and regulations from time to time.

We may also process your personal data where it is necessary to protect the vital interests of the pupil or another person and notably:

  • To safeguard pupils' welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual's health / medical condition or other relevant information where it is in the individual's interests to do so: for example for emergency medical care, to arrange the assessment and diagnosis of a pupil’s health and medical conditions and special educational needs, for social protection, safeguarding, and cooperation with police or social services, for insurance purposes or to caterers or organisers of school trips who need to be made aware of dietary or medical needs (e.g., allergy).

While we implement appropriate technical and organizational measures to protect your personal data, no online environment can be guaranteed 100% secure; as such, unauthorized access or misuse may occur, potentially resulting in consequences such as reputational damage, emotional distress, or increased vulnerability to identity theft. 

5.    Who personal data may be shared with

Processing by third parties.  For the most part, personal data collected by the School will remain within the School, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). However, some functions are outsourced including: accounting, IT, cloud storage / records management, monitoring, mailing. This type of external data processing is subject to contractual assurances that personal data will be kept securely and used only in accordance with the School’s specific directions.
Data sharing.  the School will from time to time, need to share personal information relating to its community of pupils and parents with third parties, such as:

  • External health professionals such as educational psychologists and speech therapists;
  • Appropriate contractors and third-party suppliers, such as visiting music teachers; 
  • Government and local authorities, statutory agencies and/or regulatory bodies;
  • Bursary and scholarship funding organisations;
  • Examination boards /assessment centres;
  • The Group or other schools in the Group. 
  • Exit/destination schools (including in the form of confidential references);
  • Professional advisers (e.g. lawyers, insurers, auditors, PR advisers and accountants); and
  • Third parties and their advisers in the event of a possible or actual sale, merger or other restructuring of the School / Group. 

Where data is transferred internationally, we will put in place appropriate measures to ensure the adequate protection of your personal data when it is transferred to countries that do not provide the same level of protection for personal data.

6.    How long the School keeps personal data 

The School will process personal data securely from the moment it is collected and will continue to process and retain it only for as long is necessary for the legitimate and lawful reasons previously described, including to meet regulatory and legal requirements or for archiving purposes. For further information on data retention, please see the School’s Data Retention Policy which is available upon request.

7.    Keeping in touch and supporting the School

On leaving the School, pupils will also become members of the Alumni community. Where applicable some personal data from pupil records will be transferred to the Alumni database. This may include items such as contact details, sporting interests, and academic details. The School will use the contact details of parents, alumni and other members of the school community to keep them updated about the activities of the School, or alumni and parent events of interest, including by sending updates and newsletters, by email and by post.

You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising. However, the School is nonetheless likely to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number).

8.    Your personal data rights and obligations

You have a number of rights in relation to your personal data. These are:

  • The right to be informed: You have the right to know about the School’s processing of your personal data. This privacy notice is aimed at providing you with sufficient information on our processing activities.
  • The right to consent: You may decide to consent or not to the School’s processing of your personal data. 
  • The right to withdraw consent: You may withdraw your consent at any time, without affecting the lawfulness of our processing based on consent before its withdrawal.
  • The right to obtain a copy: You may request a copy of the personal data that the School holds about you or to transfer your personal data to another entity, using the standard form in Annex 1.
  • The right to access/rectification: You may ask the School to correct any information we hold about you if it is incorrect.
  • The right to erasure: You may ask the School (in certain circumstances) to delete information that the School holds on you. Please note that the School cannot delete data required to be kept for our legislative and regulatory compliance.
  • The right to restrict processing: You may ask the School to restrict our data processing activities. Please note that we may not be able to comply with requests that contravene our legal and regulatory obligations. 
  • The right to object: You may object, on grounds relating to your particular situation, to any of the School’s particular processing activities in order to prevent or restrict the disclosure of personal data or the use of personal data for advertising and marketing purposes.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply. The School will endeavour to respond to any such requests as soon as reasonably practicable and in any event within legal time limits. 

If you believe that our processing activities are done in contravention of our legal obligations, you have the right to file complaints, denunciations and lawsuits; the right to claim damages; and the right to self-protect.

You also have the following obligations: 

  • Data Accuracy: You have the obligation to provide accurate personal data when you agree to provide such personal data. 
  • Data Protection: You have the obligation to protect your personal data and the personal data of others. 
  • Cooperation: You have the obligation to cooperate with the data protection authorities, upon request. 

To exercise any of the above rights, or if you have any data protection related concerns, please contact Privacy Champion at dpo@aisvietnam.com, always copying the Inspired Group Global Data Protection Officer at dpo@inspirededu.com.

Last updated: June 2025