Application for primary school place – Student database

 

Information on personal data protection and processing

In order to verify the applicant's eligibility for a school place, in accordance with the regulations of the City of Hafnarfjörður and applicable law, the City of Hafnarfjörður must collect specified personal data. Failure to provide the necessary information may result in the application not being able to be processed adequately.

 

In order to process the application, the local authority needs to process certain personal information about the child, the guardian, and other family members, where applicable.

We process the information provided by the applicant during the application process, as well as any information that is necessary and specifically requested.

The City of Hafnarfjörður is the controller of the processing and the Centre for Education and School Services is the processor. The City of Hafnarfjörður has entered into a processing agreement with the Centre for Education and School Services (MMS), as the Student Register is operated by MMS.

Purpose of processing and legal basis

The City of Hafnarfjörður must process personal data to handle the enrolment of children in primary school. The processing is based on a legal obligation, i.e. the Act on Primary Education No. 91/2008, and the public authority vested in the municipality. The processing of sensitive personal data is based on points 7 and 8 of the first paragraph of Article 11 of the Personal Data Act.

Categories of personal data:

The following categories of information are processed:

General personal data:

 

  • General public information of all those registered, i.e. their names and, in most cases, their identification numbers, as well as information on the applicants' sex and their chosen names and personal pronouns.
  • Contact information, i.e. addresses and, where applicable, place of residence, postcode, municipality, telephone number and email addresses of all applicants, legal guardians and users. In addition to registered contacts.
  • Education and Career Information, i.e. where applicable, information about periods of study, previous schools and the year groups in which the applicant has been enrolled.

If we have, the applicant may enter sensitive personal data and/or personal data of a sensitive nature:

  • Allergies, intolerances, whether there are any medical diagnoses that the school needs to be aware of and whether assistance with medication administration is required, support needs, special provision or support for the integration of services for the child's welfare, information from Children's Services regarding temporary foster care and an application for international protection or refugee status

Where does the information come from? The applicant provides the information that is processed in relation to the application, in addition to which the City of Hafnarfjörður obtains basic information about the applicant from the National Registry.

Information is then specifically and directly obtained from the following parties in connection with the application:

  • My pages on Ísland.is
  • Centre for Education and School Services

Disclosure of personal data to third parties The information provided during this application process is shared with the primary school to which the child is registered and, where applicable, also with the child's catchment school, if an application is made for a school place outside the catchment area or a place in the primary schools of the City of Hafnarfjörður is declined. The information is then saved in the school's information system, where a login is created for parents and pupils.

The municipality will otherwise not disclose personal data to third parties unless required to do so by law, government order or court order. Furthermore, personal data will not be disclosed outside the European Economic Area, except on the basis of a specific authorisation for this purpose.

Automatic decision-making

This is not an automated decision-making process.

How long are the personal data retained: Your personal data is stored indefinitely on the basis of a legal obligation resting on the City of Hafnarfjörður under the Public Archives Act no. 77/2014. Generally, after 30 years, the City of Hafnarfjörður is required to hand over to the National Archives for preservation the documents created in connection with the application.

Rights: You may have the right to access the personal data that Hafnarfjörður Municipality processes in connection with your application. You may also have the right to object to the processing, have information rectified, request its erasure, or request that processing be restricted.

Complaint regarding the processing of personal data: Please note that if you are unhappy with the way the City of Hafnarfjörður handles your personal data, you can always contact the City of Hafnarfjörður's Data Protection Officer (personuvernd@hafnarfjordur.is) or send an inquiry to the Data Protection Authority.

Further information on the processing of personal data by the City of Hafnarfjörður can be found in the municipality's privacy policy, which is available on the website www.hafnarfjordur.is.