Privacy Policy | Trio World Academy

1. Introduction

At TRIO World Academy, we understand that families trust us with important personal information, particularly information relating to their children.
As an international school welcoming students, families and educators from different countries and cultures, we are committed to respecting privacy, protecting personal information and handling it responsibly.
This Privacy Policy explains how we collect, use, store, share and protect personal information relating to students, parents, guardians, prospective families, employees, job applicants and visitors.
It covers information collected through our website, admissions, academic programmes, school administration, educational platforms and other school-related activities.
Our practices are guided by applicable Indian laws, including the Information Technology Act, 2000 and relevant rules, the Digital Personal Data Protection Act, 2023, the Digital Personal Data Protection Rules, 2025, and other applicable educational, employment, immigration and child-protection requirements, as their provisions come into force or otherwise apply.
We also take into account the relevant privacy and information-sharing requirements of the International Baccalaureate (IB) and Cambridge International Education.

2. Information We Collect

The information we collect depends on your relationship with the school and the services or educational programmes involved.

A. Student Information

Student's name, date of birth, gender, nationality, photograph and contact details.
Residential address, previous school information and academic history.
Passport, visa, OCI and other identification details where applicable and lawfully required.
Admission applications, assessments and relevant placement information.
Attendance, assessments, academic progress, examination results and certifications.
Language proficiency and individual educational-support requirements.
Medical information, allergies, emergency contacts and relevant wellbeing records.
Participation in extracurricular activities, competitions, educational trips and school events.
Transport, boarding, campus-access and other relevant administrative information.

B. Parent and Guardian Information

Names and contact information.
Residential and correspondence addresses.
Relationship to the student and relevant guardianship information.
Emergency contacts and authorised collection arrangements.
Admission, fee-payment and communication records.
Identity verification information where required by applicable law.
Information relevant to international relocation or student documentation.

C. Employees and Job Applicants

Name, address, contact details and identification information.
Qualifications, professional experience and employment history.
References and relevant background-verification records.
Professional registration, training and certification information.
Passport, visa, work authorisation and immigration documentation where applicable.
Salary, banking, tax, attendance and employment-related records.
Information required for statutory employment and child-safeguarding obligations.
Additional information about employee and applicant records may be provided through relevant recruitment or employment privacy notices.

D. Website Visitors and Enquiries

We may collect information submitted through website forms, admission enquiries, school-tour requests, event registrations and other communications.
We may also collect technical information such as IP addresses, browser details, device information, cookies and website-usage information where relevant to website functionality, security and analytics.
We seek to collect only information reasonably necessary for the relevant purpose.

3. How We Use Personal Information

Personal information may be used to:

Respond to enquiries and process admission applications.
Register students and maintain educational records.
Deliver the school's IB and Cambridge programmes.
Monitor student learning, assessments, academic progress and attendance.
Register students for examinations and academic certifications.
Provide learning support, language assistance, counselling and wellbeing services.
Maintain student safety, safeguarding and emergency-response arrangements.
Administer school transport, boarding, educational trips and activities.
Communicate with parents and guardians.
Provide career guidance and support authorised university applications.
Manage fees, accounts, school systems and administrative operations.
Recruit and manage employees and meet applicable employment requirements.
Comply with government reporting, statutory and immigration obligations.
Maintain website security and improve services.

We process information on an appropriate basis permitted by applicable law:

Where consent is required, we will obtain it through a suitable consent process.
Certain processing may instead be required or otherwise permitted by law.

4. International Baccalaureate — Student and Educator Information

TRIO World Academy is an authorised IB World School offering the IB Primary Years Programme (PYP) and IB Diploma Programme (DP). To deliver and administer these programmes, relevant information may be shared with the International Baccalaureate Organization and its authorised systems and service providers:

Student identification and programme-registration details.
IB Diploma examination registration and subject information.
Internal assessments, coursework, extended essays and other assessment submissions.
Predicted grades, assessment results and certification records.
Information required for approved assessment access arrangements.
Academic-integrity and examination-administration information.
Relevant educator information for IB programme administration, training and professional development.
The IB operates internationally, and information submitted to its systems may be processed or stored outside India.
Such sharing and transfers will be handled in accordance with applicable laws and the IB's relevant requirements.
The IB may independently process information received for authorised programme, examination, certification and related purposes under its own privacy arrangements.
Parents and students are encouraged to review the International Baccalaureate Privacy Policy available at www.ibo.org.

Student Coursework and Intellectual Property

Students generally retain ownership of their original academic work, subject to applicable intellectual-property laws and relevant assessment rules.
Certain work submitted to the IB may be used for assessment, moderation, educational, training or other purposes permitted by the applicable IB regulations.
The school will inform students and parents of relevant IB rules concerning submitted work and obtain the written permission or other authorisation required for particular uses.
For the PYP, where the school is asked to submit a child's work to the IB under the applicable rules, the school will obtain the required written parental permission.
For IB Diploma assessment submissions, the school will inform students and guardians about the applicable IB licence terms and the procedures available under IB rules concerning use of submitted work outside the assessment context.
Separate parental media consent for the school's promotional activities does not replace the permissions or notices required for IB assessment submissions.

5. Cambridge International Education — Student Information

TRIO World Academy offers Cambridge Lower Secondary and Cambridge IGCSE programmes. Relevant student information may be shared with Cambridge International Education, Cambridge University Press & Assessment, authorised examination centres and approved assessment providers:

Student name, date of birth and candidate identification details.
Programme and examination registration information.
Subject selections and examination entries.
Coursework, assessments and examination results.
Information required for approved special consideration or access arrangements.
Relevant academic-integrity, certification and results-verification records.
Cambridge may process relevant candidate information internationally in accordance with its own privacy notices and applicable legal obligations.
The school will provide necessary information to students and parents regarding Cambridge registration and assessment-related data sharing.
Further details are available through Cambridge International Education's privacy information at www.cambridgeinternational.org.

6. Sharing Information with Government Authorities

TRIO World Academy may be required or otherwise lawfully authorised to share relevant personal information with State and Central Government departments, education authorities and other competent statutory bodies. Depending on applicable requirements, this may include:

SATS (Student Achievement Tracking System), Karnataka, where applicable.
UDISE+ (Unified District Information System for Education Plus).
PEN (Permanent Education Number) and associated student-registration systems.
Other authorised State or Central Government education-management portals.
Government agencies responsible for educational reporting, verification and statutory compliance.
Other competent authorities where disclosure is required or permitted by law.
Information may include identification particulars, enrolment records, academic information, attendance and other details necessary for the relevant official purpose.
Where disclosure is required by law, the school will comply with the applicable requirement. Where separate consent is legally required, it will be obtained through the appropriate process.
Data submitted to government systems will be limited to the information required or lawfully authorised for the stated purpose.

7. International Students, Immigration and FRRO Requirements

TRIO World Academy welcomes students from different countries and recognises that international families may have additional documentation and regulatory requirements. For foreign nationals, including OCI cardholders where applicable, the school may collect and maintain:

Passport and nationality information.
Visa, OCI and immigration-status details.
Residential and local guardian information.
Relevant admission and enrolment records.
Information required for applicable immigration registration or reporting.
Where required under Indian immigration laws and rules, information may be submitted to the Foreigners Regional Registration Office (FRRO), Foreigners Registration Office (FRO), immigration authorities or other competent government systems.
The school may also be required to submit prescribed foreign-student enrolment reports and, where applicable, accommodation-related reports for students residing in school-provided boarding facilities.
These disclosures will be limited to information required under applicable law and authorised government procedures.
The school will take appropriate measures to protect the confidentiality and security of international students' personal and immigration records.

8. International Employees and Recruitment

TRIO World Academy employs and recruits educators and other professionals from India and overseas. Personal information collected during recruitment and employment may be used for:

Evaluating employment applications.
Verifying qualifications and professional experience.
Conducting appropriate references and background checks.
Carrying out child-safeguarding and employment eligibility checks.
Managing employment contracts, payroll and benefits.
Meeting applicable tax, labour, immigration and regulatory requirements.
Registering staff for authorised professional-development and educational programmes.
For international employees, relevant immigration, passport and work-authorisation information may be processed and shared with competent government authorities where required by law.
Staff information may also be shared with IB, Cambridge or approved professional-development providers where necessary for authorised educational and professional activities.
Access to employee records will be restricted to authorised personnel.
Where additional employee-specific privacy information is necessary, this will be provided separately through recruitment or employment documentation.

9. Sharing Information with Educational and Service Partners

The school may share relevant information with approved providers involved in educational and administrative services:

School ERP and parent-communication platforms.
Learning-management and digital education systems.
IB and Cambridge educational or examination services.
Cloud storage, website hosting and IT support providers.
Assessment and language-learning providers.
School transport and boarding service providers.
Payment processors and financial service providers.
Medical and emergency service providers.
Universities, authorised academic partners and competition organisers.
Approved organisers of international collaborations, exchanges and educational trips.
We aim to limit such sharing to information necessary for authorised purposes and to apply appropriate confidentiality, contractual and security safeguards.
Where another TRIO institution or related organisation provides a shared service, personal information will be disclosed only for a defined and lawful purpose with appropriate safeguards.
Information will not be shared between institutions merely because they have a common brand.

10. Student Health, Safety, Counselling and Wellbeing

Student safety and wellbeing are important responsibilities of the school. We may collect and use relevant information concerning:

Medical conditions, allergies and prescribed emergency care.
Health and infirmary visits.
Emergency contacts and authorised caregivers.
Counselling and learning-support requirements.
Safeguarding and student welfare concerns.
Attendance, authorised access and school transport.
Boarding arrangements, where applicable.
Medical, counselling and safeguarding records will be treated with appropriate confidentiality and accessible only to authorised personnel with a legitimate need to know.
Where necessary and lawfully permitted, relevant information may be shared with healthcare professionals, emergency services or competent authorities to protect the health, safety or wellbeing of a student.

11. Child Protection and Safeguarding

TRIO World Academy is committed to maintaining a safe, respectful and supportive environment for every child.
The school follows applicable child-protection requirements, including the Protection of Children from Sexual Offences (POCSO) Act, 2012, relevant Indian and Karnataka safeguarding requirements and applicable IB school standards and policies.
Where a sexual offence under POCSO is known or reasonably apprehended, the matter must be reported to the Special Juvenile Police Unit or local police as required by law. Such mandatory reporting does not depend on parental consent and must not be delayed by internal school procedures.
Information relating to safeguarding concerns may be disclosed to law-enforcement agencies, Child Welfare Committees or other competent authorities where required or permitted by law.
The identity and legally protected information of children involved in safeguarding matters will be handled with strict confidentiality.
Access to safeguarding records will be limited to authorised personnel, and appropriate measures will be taken to protect the child's dignity, privacy and safety.
Further information is available through the school's Safeguarding Policy and Child Safeguarding information.

12. Children's Privacy and Parental Consent

The school recognises that personal information relating to children requires particular care.
Under the applicable provisions of Indian data-protection law, children are generally persons below 18 years of age.
Where verifiable parental or lawful guardian consent is required, the school will obtain it through an appropriate process, subject to applicable legal exemptions.
Consent will be sought for clearly identified purposes and recorded as appropriate.
The school will not undertake targeted advertising directed at children or processing that is prohibited under applicable law.
Educational monitoring, transport-related safety information and other student-safety measures will be handled only within the scope permitted by applicable law.
Where consent is the applicable legal basis, parents may withdraw it through the school's designated process, subject to the legal consequences of withdrawal.
Withdrawal of optional consent will not prevent information processing that is otherwise legally required or permitted.

13. Student Photographs, Videos, Podcasts and Publicity

TRIO World Academy documents school activities, student achievements, performances, educational projects and community events through photographs, videos and recordings. These may include student-led podcasts, interviews, competitions, exhibitions and school publications.

Where required, separate parental permission will be obtained for identifiable public or promotional uses, including:

The official school website.
Instagram, Facebook, YouTube and other official public channels.
Promotional brochures and admission campaigns.
Public interviews, podcasts and video productions.
Other approved promotional materials.
Parents will be given appropriate choices regarding optional media use.
Declining optional promotional-media permission will not affect admission or participation in regular educational activities.
Parents may withdraw applicable permission for future use. The school will take reasonable steps to stop further publication and address material under its control, while recognising that content already independently copied or distributed by third parties may not be fully retractable.
Student media will not be publicly disclosed in ways that compromise a child's safety, dignity or legally protected privacy.

14. Boarding and Residential Student Information

Where school boarding facilities are offered, relevant student information may be processed for residential supervision, safeguarding and day-to-day care:

Boarding registration and parent or guardian contact details.
Room allocation and authorised residential-access records.
Medical and emergency-care information.
Leave, travel and authorised collection arrangements.
Welfare, attendance and safety-related records.
Statutory immigration or accommodation reporting where applicable.
Access will be restricted to authorised boarding, academic, medical and safeguarding personnel according to their responsibilities.
Boarding-related data processing and retention will be governed by appropriate school procedures and applicable laws.

15. University Applications and International Educational Opportunities

For students seeking higher education, the school may assist with university and scholarship applications, academic references and transcript submissions.
Relevant information may be shared with universities, admission platforms, scholarship providers or other authorised recipients where requested or otherwise lawfully permitted.
Students and parents will be informed about the information required for the relevant application and any applicable international transfer.
Where consent or a specific authorisation is required, this will be obtained through the appropriate process.

16. International Data Transfers

Because TRIO World Academy offers internationally recognised programmes and supports a global school community, certain information may be transferred to or processed in countries outside India. Examples include information shared with:

The International Baccalaureate Organization.
Cambridge University Press & Assessment.
Approved international educational platforms.
Overseas universities and admission services.
Authorised professional-development providers.
Cloud and technology service providers operating internationally.
The school will undertake such transfers only where permitted by applicable law and will take appropriate steps to ensure the relevant privacy, security and contractual requirements are addressed.
The school will also consider additional international data-protection requirements where they legally apply to a particular processing activity.

17. Website Cookies and Analytics

Our website may use cookies and similar technologies to maintain functionality, enhance security, analyse website usage and improve the user experience.
These technologies may collect information such as IP address, browser type, device information and website interactions.
Where optional analytics, advertising or other tracking activities require consent, appropriate information and choices will be provided.
Visitors may manage certain cookies through browser settings or available website preference controls.
More detailed information about specific cookies and service providers may be provided through a separate Cookie Notice where appropriate.

18. Data Security

The school takes appropriate technical, organisational and physical measures to protect personal information against unauthorised access, misuse, alteration, disclosure, loss or destruction.
These measures may include access restrictions, authentication controls, secure information systems, staff confidentiality requirements, appropriate backups and safeguards for information shared with authorised providers.
Access to personal data will be limited according to legitimate responsibilities.
Where a personal-data breach occurs, the school will take appropriate investigative, corrective and notification measures in accordance with applicable legal requirements.

19. Data Retention and Deletion

Personal information will be retained for as long as reasonably necessary for the relevant educational, administrative, safety, employment or statutory purpose, subject to applicable legal requirements. Retention periods may vary for:

Admission enquiries and unsuccessful applications.
Student academic and attendance records.
IB and Cambridge examination records.
Government and immigration documentation.
Health, counselling and safeguarding records.
Staff recruitment and employment records.
Financial and payment records.
CCTV recordings and digital-system logs.
Photographs, videos and other media.
Certain academic, assessment, immigration, safeguarding and statutory records may require longer retention.
When information is no longer needed and there is no legal requirement to retain it, it will be securely deleted, anonymised or otherwise disposed of in accordance with the school's approved procedures.

20. Rights of Individuals

Subject to applicable law and eligibility, students, parents, guardians, staff and other individuals may have rights to:

Obtain information about the processing of their personal data.
Request correction or updating of inaccurate information.
Request completion of incomplete information.
Request erasure where legally applicable.
Withdraw consent for processing based on consent.
Raise privacy-related concerns or grievances.
Exercise other rights available under applicable data-protection law.
Requests concerning children may require verification of parental or lawful guardian authority.
The school will respond in accordance with applicable legal requirements.
Withdrawal of consent will not prevent processing or retention otherwise required or permitted by law.

21. Communications and Marketing

The school may communicate with parents and guardians regarding admission enquiries, applications, academic progress, school activities and other necessary educational or administrative matters.
Optional promotional communications, including future admission campaigns, events and marketing updates, will be managed in accordance with applicable consent and communication requirements.
Individuals may opt out of optional marketing communications without affecting essential educational or administrative communications.

22. External Websites and Platforms

Our website may link to third-party educational websites, examination services, payment platforms, school systems and social media channels.
These services may operate under their own privacy policies and terms.
We encourage users to review the relevant information before submitting personal data to third-party services.
Where a third party processes personal information on behalf of the school, the school will fulfil its applicable data-protection responsibilities.

23. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect changes in applicable laws, school operations, technology or data-processing practices.
The current version and effective date will be published on the school website.
Where material changes require additional notification or fresh consent under applicable law, the school will follow those requirements.

24. Contact and Privacy Enquiries

For questions, correction requests, withdrawal of applicable consent or concerns regarding personal information, please contact:

TRIO World Academy
Managed by: TRIO VIDYAKKENDRA PRIVATE LIMITED
Address: Kodigehalli Main Road, Sahakar Nagar, Bengaluru – 560092, Karnataka, India.
Telephone: +91 80 40611222
Website: www.trioworldacademy.com
Email: info@trioworldacademy.com