Privacy Policy

Introduction

Darlington School is committed to protecting the privacy of our constituents, including our Students, Parents, Employees, Alumni, and Friends. This Privacy Policy explains how we collect, use, protect, and handle personal information, ensuring transparency and compliance with current privacy regulations.

Personal Information We Collect

We collect and process various types of personal information necessary for school operations, including:

Core Information

• Basic biographical and contact details (name, physical addresses, phone numbers, email addresses)
• Demographic information (gender, birth date, photograph)
• Family information (spouse/partner, children, family relationships)
• Emergency contact information
• Health and medical information (as required for student safety and accommodation)

Educational Information

• Academic records and performance data
• Attendance records
• Behavioral records
• Extra-curricular activities and achievements
• Special educational needs and accommodations
• Student work samples and portfolios

Digital Information

• Login credentials for school systems
• Device information when accessing school networks
• IP addresses and browsing data on school websites
• Communication preferences
• Video recordings from remote learning sessions
• Security camera footage (where applicable)

Financial Information

• Payment information for tuition and school services
• Financial aid applications and related documentation
• Donation records and giving history
• Wealth assessment information (for development purposes)

How We Collect Information

We gather information through:

• Direct submission through forms and applications
• Regular school operations and communications
• Our website and digital platforms
• Third-party services and databases
• Public records and directories

Use of Personal Information

We use personal information to:

• Deliver educational services and support student learning
• Maintain student records and track academic progress
• Communicate with parents and guardians
• Ensure campus safety and security
• Process payments and manage financial accounts
• Support alumni relations and fundraising activities
• Analyze and improve our educational programs
• Comply with legal and regulatory requirements

Data Protection and Security

We implement comprehensive security measures including:

• Enterprise-grade encryption for data transmission and storage
• Multi-factor authentication for sensitive systems
• Regular security audits and vulnerability assessments
• Employee training on data protection
• Strict access controls and monitoring
• Secure backup systems
• Incident response procedures

Third-Party Services

We partner with carefully selected service providers for:

• Learning management systems
• Student information systems
• Business and accounting systems
• Customer relationship management and fundraising systems
• Admission systems
• Payment processing
• Emergency notification systems
• College counseling services
• Other school management systems as needed

Cloud storage and computing providers must meet our security standards and privacy requirements.

Your Rights and Choices

You have the right to:

• Access your personal information
• Request corrections to inaccurate data
• Opt-out of certain communications
• Request deletion of information (subject to legal requirements)
• Receive an explanation of how your data is used
• Lodge complaints about data handling

Special Provisions for Minors

We take additional precautions to protect student privacy:

• Parental consent required for students under 13
• Age-appropriate privacy controls and restrictions
• Limited data collection from minors
• Strict sharing protocols for student information

International Data Transfers

For international students and families:

• Data may be transferred across borders for educational purposes
• We comply with international data protection standards
• Special provisions for EU residents under GDPR
• Additional safeguards for international data transfers

Changes to This Policy

We regularly review and update this policy to reflect:

• Changes in our practices
• New legal requirements
• Technological developments
• Community feedback

Contact Information

For privacy-related questions or concerns:

Derek Fine, Director of Information Technology
1014 Cave Spring Road
Rome, GA 30161
(706) 235-6051