Privacy Policy

1. Data Controller

The Little Oaks Montessori
Address:  Rua das Buganvílias 14, 2760-017 Caxias
Email: info@littleoaksmontessori.com

The school acts as the Data Controller and is responsible for determining how personal data is collected, used, and safeguarded.

For any questions regarding the processing of your personal data, you may contact our administrative office via the email address above.

2. Introduction

This Privacy Policy is prepared in accordance with the Portuguese Data Protection Law (Law No. 58/2019 of 8 August) and the General Data Protection Regulation (EU) 2016/679 (GDPR).
It explains how The Little Oaks Montessori collects, uses, stores, and protects personal data belonging to students, families, employees, candidates, suppliers, and others who interact with the school.

3. Types of Personal Data We Process

We process a range of personal data necessary for the operation of the school, including:

General Personal Data

• Names, addresses, phone numbers, email addresses, and other contact details
   
• Family information
   
• Safeguarding information (e.g., court orders, professional involvement)
   
• Education and employment history
   
• Images
   
• Financial information
   
• Previous education records
   

Special Categories of Personal Data

Where necessary and lawful, we may also process sensitive information such as:

• Health data or medical information
   
• Behavioural information
   
• Special educational needs
   
• Criminal record information
   
• Biometric data
   
• Ethnicity
   
• Religion
   
• Nationality and location
   

Such data is processed only when essential for educational, legal, or operational purposes and always in line with GDPR requirements.

4. How We Collect Personal Data

We collect personal data through various channels, including:

• In-person interactions and telephone communications
   
• Online forms on our website (information requests, enrolment forms, event registrations, careers applications, newsletter subscriptions, etc.)
   
• Email exchanges and physical documents (job applications, consent forms, invoices)
   
• Educational platforms, apps, and school administration software
  
   
• Third parties such as referees, authorities, or professionals involved with the individual
   

5. Purposes for Processing Personal Data

We process personal data to fulfil our legal, educational, administrative, and operational responsibilities. These include:

For Students and Families

• Assessing admission eligibility
   
• Delivering educational services and monitoring student progress
   
• Providing medical assistance and other student services
   
• Meeting social, physical, and emotional needs
   
• Communicating with parents regarding progress, emergencies, school events, or operational updates
   
• Meeting legal, administrative, and regulatory requirements
   

With consent, we may also take photographs or record images of students for yearbooks, the school website, or official publications.

For Marketing Communications

With prior authorisation, we may send newsletters or promotional communications via email, SMS, or other channels.
Recipients may unsubscribe at any time using the link provided in the communication.

For Staff and Applicants

If you apply for a position or work at the school, we may process your data for:

• Recruitment and selection
   
• Verifying suitability for employment

• HR administration
   
• Payroll, pensions, and leave management
   
• Performance appraisal
   
• Disciplinary procedures
   
• Compliance with employment laws
   

6. Sharing of Personal Data

We may share personal data with authorised third parties when necessary and lawful, including:

• Government authorities
   
• Regulatory bodies
   
• Professional advisers
   
• External service providers (e.g., IT platforms, educational tools)
   

In all such cases, we ensure appropriate safeguards through data processing agreements and strict confidentiality requirements.

We do not rent or sell personal data to third parties.

7. Data Retention

Personal data is retained only for the duration required to fulfil the purpose for which it was collected or as required by law.
In some instances, data may be retained for archiving, research, or statistical purposes in the public interest.
Data that is no longer needed is securely destroyed or anonymised.

8. Your Rights

Under GDPR and Portuguese Law, you have the right to:

• Be informed about how your data is used
   
• Access your personal information and request a copy
   
• Request rectification of inaccurate or incomplete data
   
• Request erasure ("right to be forgotten"), subject to legal limitations
   
• Request restriction of processing
   
• Request data portability
   
• Object to processing, including for direct marketing
   
• Withdraw consent at any time
   

To exercise any of these rights, submit a written request with a copy of your identification document to:
info@thelittleoaksmontessori.com

Please note that certain exceptions apply, including data relating to other individuals, exam-related information, and confidential staff data.

9. Consent

Where processing is based on consent, you may withdraw your consent at any time.
Withdrawal does not affect the lawfulness of processing prior to the withdrawal.

10. Data Security

The Little Oaks Montessori implements appropriate technical and organisational measures to ensure the confidentiality, integrity, and availability of personal data.
This includes protection against unauthorised access, accidental loss, destruction, or unlawful processing.

11. Complaints

If you have concerns about how your data is being processed, you may contact our IT Team

zuri.salah@thelittleoaksmontessori.com

12. Updates to This Policy

The Little Oaks Montessori may update this Privacy Policy from time to time. We recommend reviewing it periodically to stay informed of how we protect your personal data.