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Data Protection Policy

UWC Thailand International School recognises the importance of the protection of our community’s personal data. This Personal Data Protection Policy explains our practices regarding the collection, use or disclosure of personal data including other rights of the data subjects in accordance with the Personal Data Protection Act of Thailand BE 2562 (“PDPA”).
1. Collection of Personal Data
We will collect personal data on our students, staff, parents, applicants, visitors and alumni that may include, but is not limited to the following:
  • Personal data such as name, surname, age, date of birth, nationality, identification card, passport, preferred pronoun, etc.
  • Contact information such as address, telephone number, e-mail address, etc.
  • Proof of identity such as copy of identification card, copy of passport, etc.
  • Family/guardian information 
  • Technical data such as IP address, Cookie ID, Activity Log, etc.
We may collect, use or disclose sensitive data that is specially categorised by law when we have obtained explicit consent from the data subject or the data subject’s parent or guardian or where necessary as permissible under law. We may collect, use or disclose the following sensitive personal data:
  • racial
  • ethnic
  • religious or philosophical beliefs
  • sexual orientation
  • health 
  • criminal 
  • any data which may affect the data subject in the same manner, as prescribed by the Personal Data Protection Committee (as defined in the PDPA).
The provision of all information requested in various forms from UWC Thailand is mandatory, unless specified otherwise. This is to enable us to process applications and/or provide educational services and/or provide employment. 
In general we will only collect personal data when it has been voluntarily provided directly by an individual or a relevant family member. The main points at which consent is sought from data subjects are at the following times:
  • When first applying to UWC Thailand, either as a prospective family or for employment
  • Upon acceptance of a place and/or re-enrolment as a student or an offer of employment as a staff member
This policy serves as the key information source for informed consent. Signing the Terms and Conditions of enrollment or an employment contract, which reference to this policy, serves as the consent process in these cases. We do not normally seek further consent for collecting or processing personal data unless the reason for that collection or processing is not covered under this policy. 
The personal data of data subjects under the age of 20 or having legal restrictions, may be collected, used or disclosed. We require the parents or guardians to be aware and provide consent to us or as permitted by applicable laws. 
2. Storage of Data
Personal data may be stored in hard and soft copy.
Personal data will be stored by using the following systems:
  • Our server in Thailand
  • Third-party server service providers inside and outside of Thailand
3. Use of Data
We use the collected data for various purposes, including but not limited:
  • To process applications for admission and re-enrolment
  • To support the education and well-being of our students 
  • To maintain student and alumni records and to monitor and report on their progress
  • To improve products, services, or user experiences
  • To share and manage information within our organisation
  • To conduct marketing activities
  • To gather feedback and assess the performance of the School 
  • To process tuition fees and other payments 
  • To comply with our Terms and Conditions
  • To comply with laws, rules, and regulatory authorities 
  • To communicate information to government authorities, relevant accreditation authorities or examination boards
  • To provide appropriate personal and social care
  • To provide required reports to the UWC International Office and global programming initiatives (the way UWC International processes your data is governed by the UWC International Data Protection Policy, which is reviewed regularly and can be found here. UWC International may change this privacy policy from time to time.) 
In particular, we may: 
  1. make available information to any internal organisation or society set up for the purpose of maintaining contact with students or for administration, fundraising, marketing or promotional purposes relating to the school. UWC Thailand will remain as the data controller and this policy will govern data usage.
  2. make use of photographs, videos or sound recordings of students in internal publications, the school website and other official communication channels, as well as in external media.
  3. make personal data, including sensitive personal data, available to staff for planning activities and trips relating to the UWC Thailand learning programme, both in and outside of Thailand.
  4. retain and use personal data after a student has graduated to provide references, educational history and alumni services consistent with an independent school environment.
4. Disclosure of Personal Data
We may disclose personal data to the following parties in certain circumstances:
  1. Organisation
    We may disclose your personal data within our organisation to provide and develop our products or services. 
  2. Service Providers
    We may use service providers to help us provide our services such as ManageBac, SchoolsBuddy and OpenApply. In addition, we may share personal data to service providers insofar as they relate to a service provided to the school, such as transport, catering, travel, and medical care.  We will only share data for the purposes of obtaining a necessary service from these service providers and not for commercial gain. Please note that these service providers may have their own privacy policies
  3. Law Enforcement
    Under certain circumstances, we may be required to disclose your personal data if required to do so by law or in response to valid requests by government authorities.
  4. Cross-Border Data Transfer
    We may disclose or transfer your personal data to third parties, organisations or servers located in foreign countries. We will take steps and measures to ensure that your personal data is securely transferred, and the receiving parties have an appropriate level of personal data protection standard or as permitted by applicable law.
5. Data Retention
We will retain your personal data for as long as necessary during the period you are under relationship with us, or for as long as necessary in connection with the purposes set out in this Data Privacy Policy, unless law requires or permits a longer retention period. We will erase, destroy or anonymise your personal data when it is no longer necessary or when the period lapses.
6. Data Subject Rights 
The data subject has certain rights to access and rectify their personal information in our databases, as provided in the PDPA. Data subjects are encouraged to notify the school of any changes in a timely manner.
Any request to exercise the data subject’s rights under the PDPA should be directed to our Data Protection Officer as mentioned below. Any access request may be subject to an administrative fee to meet our costs for providing the requested information.
The PDPA does not provide the right of access to any and all information held by the organisation. Therefore, we retain the right to refuse access to: 
  • Opinion data kept for evaluative purposes
  • Examination papers or the results of examinations
  • Confidential references written to support a student’s application to other educational institutions or courses
  • Data or material that would provide personal data about other individuals in contravention of this policy or the PDPA.
7. Advertising and Marketing
We may send certain information or newsletter for the purpose of utilising your preference via your email. If you no longer want to receive communications from us, you can click the “unsubscribe” link in the email or contact us through our email.
8. Data Security
We endeavour to protect the personal data of our students, staff, and alumni by establishing security measures in accordance with the principles of confidentiality, integrity, and availability to prevent loss, unauthorised or unlawful access, destruction, use, alteration, or disclosure including administrative safeguard, technical safeguard, physical safeguard and access controls.
9. Data Breach Notification
In the event of data breach, we will notify the affected data subjects pursuant to the requirements of the PDPA.
10. Changes to this Privacy Policy
This Data Privacy Policy may be changed from time to time. Any changes of this Data Privacy Policy will be made available to the data subject via our website.
11. Cookies Policy
Cookies are small text files that enable your browser to provide a better user experience. UWC Thailand uses cookies to anonymously save user preferences and provide data for 3rd party analytics software. The UWC Thailand website uses analytics services provided by Google Analytics. Google Analytics is a suite of tools designed to collect and analyse anonymous user data in order to optimise our website’s user experience. Cookies can be disabled in your browser, however, some website functionality relies on the use of cookies and some features of our website may not function correctly without cookies. We do not use cookies to identify or store personal information.

At UWC Thailand, we are committed to upholding the highest standards of privacy and respect for individuals' personal likeness and voice in the context of artificial intelligence (AI) utilisation. This policy outlines our dedication to safeguarding the privacy of users, customers, and any individuals whose personal information may be involved in AI-related processes.


Informed Consent
We prioritise obtaining informed consent from individuals before collecting, storing, or utilising their personal likeness or voice data for AI applications. This includes transparent communication regarding the specific purposes for which the data will be used.

Purpose Limitation
We strictly adhere to the principle of purpose limitation, ensuring that personal likeness and voice data are only used for the explicit purposes disclosed to individuals during the consent process. Any deviation from these purposes requires renewed consent.

Data Security
Robust security measures are implemented to protect personal likeness and voice data from unauthorised access, disclosure, alteration, and destruction. We continuously assess and update our security protocols to address emerging threats.

User Control and Accessibility
Individuals have the right to control their personal data. We provide accessible mechanisms for users to review, modify, or withdraw their consent regarding the use of their personal likeness and voice data in AI applications.

Third-Party Collaboration
When collaborating with third parties for AI-related initiatives, we ensure that these partners adhere to similar privacy standards. Contracts and agreements with external entities explicitly outline the expectations regarding the protection of personal data.

Ethical AI Practices
We commit to the development and deployment of AI technologies that prioritise ethical considerations. This includes avoiding the creation or use of AI applications that may lead to the infringement of personal privacy or the generation of biassed outcomes.

Compliance and Accountability
UWC Thailand regularly assesses its privacy practices to ensure compliance with applicable laws and regulations. We hold ourselves accountable for upholding the principles outlined in this policy, and our employees undergo training to foster a culture of privacy awareness.

Review and Updates
This policy is subject to periodic review to align with evolving legal standards, technological advancements, and societal expectations. Updates will be communicated transparently to stakeholders.

By adhering to these principles, UWC Thailand is dedicated to fostering trust, respecting individual privacy, and promoting responsible AI practices in the pursuit of innovation and excellence.


Contact Information

Any questions about this Data Privacy Policy or would like to exercise your rights, you can contact us by using the following details:
Data Controller
UWC Thailand International School
115/15, Thep Krasatti, Thalang, Phuket, 83110
Data Protection Officer
115/15, Thep Krasatti, Thalang, Phuket, 83110