Here we describe which personal data Swedish International School collects about students and guardians – via the website, the application form and during the time as a student with us – why we do so, how long the data is kept and what rights you have. Updated: 2026-10-06.
1. Who is responsible for the data
The data controller is Swedish International School S.L., NIF B44935344, Urb. Costalita 1, Cancelada, 29680 Estepona, Spain. The school is responsible for all personal data processed in connection with applications, school agreements and schooling, and when you visit the website.
Questions about personal data: rektor@sweintschool.com.
2. What data we collect
Via the application form you provide information about the student and the guardians:
- The student’s name, date of birth, gender, nationality, country of residence and ID number (personal identity number, NIE/DNI or equivalent).
- Address, previous school, siblings at the school and any other information you choose to provide.
- Requested term, year group, period, start date and any optional services such as after-school care, football academy or padel/tennis.
- The guardians’ names, relationship to the student, e-mail, telephone, nationality, address and, where applicable, ID number.
Once the student has been offered a place we also process: the school agreement and invoices, attendance and timetable, information about schoolwork and progress shared with guardians, contact details of persons authorised to collect the student, information about health and special needs that you provide to us, photos and video according to the choice you make in our photo form, and the information needed for optional services (after-school care, Malmö FF football academy, padel/tennis) and for distance studies via Sofia Distans or Hermods.
Health information. To look after your child safely we ask you to tell us about allergies, medication, dietary needs and any need for special support. We process this information in order to fulfil the school’s educational function and our responsibility for the student’s safety and support, not on the basis of consent. The information is used only by the staff who need it for the student’s safety and support, is not shared with others except where urgent medical care is needed, and is deleted when the student leaves us, unless we must keep it for an ongoing matter or a legal claim. You must provide this information before the school agreement is signed and inform us without delay of anything new or changed during the enrolment; the school decides whether a need can be accommodated. You can update or correct the information at any time via rektor@sweintschool.com.
On the website we collect anonymous visitor statistics (if you accept it) and what you write to our AI guide Sol, as described in the cookie policy. Please do not enter health information or other sensitive details in the chat with Sol; use the health fields in the application form instead.
3. Why we process the data
We use the data to handle applications, assess placement and year group, calculate fees, contact guardians, draw up agreements, invoice, register the student in the school’s administration, run the day-to-day school activities safely and meet the requirements the law places on us, such as accounting. We do not use the data for marketing and never sell it.
The legal basis for each part of the processing is:
| What we do | Basis for the processing |
|---|---|
| Handle the application and give notice of a place | You have asked us to consider a place – steps prior to an agreement |
| Follow up the application and contact you about a place later | The school’s legitimate interest in following up your application; you can ask us to stop at any time |
| School agreement, invoicing and payment follow-up | The school agreement and accounting and tax legislation |
| Day-to-day school activities: attendance, timetable, contact, collection | The school agreement |
| The student’s safety: allergies, medication, health, special needs | The school’s educational function and responsibility for the student’s safety under education legislation; in an emergency, the student’s life and health |
| Photos and video internally (classroom, yearbook) | The school’s legitimate interest in documenting its activities, according to your choice in the photo form |
| Photos and video externally (website, social media) | Your consent in the photo form, which can be withdrawn at any time |
| Optional services and partners (Malmö FF, Sofia Distans, Hermods, school photographer) | The school agreement and the optional service you have chosen |
| Visitor statistics on the website | Your choice in the cookie banner |
| The AI guide Sol: answering what you write | The school’s legitimate interest in answering your questions; the storage in your browser is necessary for the conversation to work and is described in the cookie policy |
| Security, disputes and legal claims | The school’s legitimate interest in protecting students, staff and its operations |
4. Children under 14
Information about students under 14 is always provided by guardians, and it is the guardians who exercise the student’s rights under this policy.
5. Who receives the data
We never sell data. Data is shared only with:
- Suppliers working on our behalf under data processing agreements: database and administration platform (Supabase), website delivery and protection (Cloudflare), e-mail, accounting and invoicing, visitor statistics and the AI service behind the guide Sol.
- Partners needed for optional services you have chosen: Malmö FF (football academy), Sofia Distans and Hermods (distance studies), the school photographer and the membership card provider. They receive only the data needed for that service.
- Public authorities where the law requires it, for example the tax authority or education authorities.
Applications and student data are stored in the school’s administration system and are accessible only to staff who need them in their work.
6. Transfers outside the EU/EEA
Some suppliers, for example AI and analytics services, process data in the United States. Transfers take place under the EU–US Data Privacy Framework or the European Commission’s standard contractual clauses, which give the data the same protection as within the EU. Contact us if you would like to know which suppliers this concerns or to obtain a copy of the safeguards that apply to a particular transfer.
7. How long we keep the data
| Data | Kept |
|---|---|
| Applications that do not lead to a place | 24 months after notice, so that we can follow up and contact you about a place later – earlier if you ask us to delete |
| Invoices, payments and accounting records | 6 years from the last accounting entry, under Spanish accounting law |
| School agreement and related correspondence | 5 years from the date on which the last obligation under the agreement could be claimed (general limitation period for contractual claims, Código Civil art. 1964). Where the limitation period is interrupted, for example by a written claim or legal proceedings (art. 1973), the period runs anew from the interruption; where a specific limitation period applies to a claim, that period applies. Data are always kept for as long as a claim is ongoing. |
| Everyday administration (attendance, timetable, contact, collection) | During schooling and for 12 months thereafter, so that questions about the schooling can be answered; then deleted |
| School reports and certificates issued by the school | For the period required by the education regulations that apply to the school; data needed for an ongoing matter or legal claim is kept until the matter is closed |
| Health information and special needs | Deleted when the student leaves, unless needed for an ongoing matter or legal claim |
| Photos and video, internal (classroom) | Until the student leaves or you object |
| Yearbook | Before printing you can object to your child being included. Printed copies already distributed cannot be recalled. The school’s own copy is kept as its historical record (legitimate interest); you can object at any time to future use of the image, such as reprints or digital publication |
| Photos and video, external (website, social media) | Until consent is withdrawn or the student leaves |
| Visitor statistics | 24 months |
| Draft application in your browser | Until the application is submitted or the browser storage is cleared |
8. How we protect the data
We use technical and organisational safeguards such as access control, encrypted transfers, backups and restricted access for staff. Our suppliers are bound by data processing agreements with equivalent requirements.
9. Your rights
You have the right to access the data we hold about you and your child, to have incorrect data corrected, to have data deleted when it is no longer needed, to request that processing be restricted, to object to processing based on legitimate interest, to receive the data you have provided in a common file format (data portability) and to withdraw consent at any time, for example for photos. Write to rektor@sweintschool.com and we will respond within one month. Some data we must nevertheless keep by law, such as invoices.
If you believe we are processing data incorrectly you can complain to the Spanish data protection authority, Agencia Española de Protección de Datos (AEPD), www.aepd.es.
10. Cookies and visitor statistics
How the website uses cookies and visitor statistics, and the choices you can make, is described in our cookie policy at sweintschool.com/en/cookie-policy. You can change your choice at any time via "Cookie settings" at the bottom of every page.
11. Information about other people
If you provide information about another guardian or about persons authorised to collect the student, you are responsible for ensuring they have been informed and referred to this policy, which is always available at www.sweintschool.com/en/privacy-policy.
Support person. If the student’s place requires a support person provided by you, we process the support person’s name, contact details, qualifications and attendance in order to assess and approve the person and to coordinate the support with the school. We do so on the basis of the school agreement and our legitimate interest in the student’s support working safely. The information is kept during the student’s time at the school and for 12 months afterwards. You are responsible for ensuring that the support person has been informed and referred to this policy.
12. Photos and video
At the start of term you complete a form in which you choose whether images of your child may be used internally (classroom, yearbook) and/or externally (website, social media, information material). Your choice applies until you change it, which you can do at any time by writing to rektor@sweintschool.com.
13. Changes to this policy
We may update the policy when our operations or the law change. The latest version is always available at sweintschool.com/en/privacy-policy. For major changes affecting enrolled students we inform guardians by e-mail.
14. Contact
If you have questions about the policy, or would like us to add further information, contact rektor@sweintschool.com or +34 607 148 331.