Our goal is to collect the minimum amount of information necessary - whether from students, parents, employees, or contractors.
We collect information you provide to us. A person’s interaction with The Emma Willard School occurs during the admissions process, throughout a student’s enrollment at The Emma Willard School, during matriculation, and as alumnae. We also collect information from applicants for employment as well as employees and contractors of the school.
Generally, we receive personal information from the individual directly (including, in the case of students, from their parents). This may be via a form, or simply in the ordinary course of interaction or communication (such as via email or written assessments).
However, in some cases personal information may be supplied by third parties (for example, another school, or other professionals or authorities working with that individual); or collected from publicly available resources such as internet searches in the course of due diligence of prospective donors.
It is important to the School to protect the privacy of young children who may use our website. The School does not knowingly solicit or collect the personal information of children under the age of 13 on this website. Children under the age of 13 are not permitted to submit an inquiry form or application to the School. Parents or legal guardians of a child under the age of 13 must complete the inquiry form and consent to the submission of an application to the School.
Types of Personal Information we process
Here are some examples of types of Personal Information we typically process:
- Names, addresses, telephone numbers, e-mail addresses and other contact details;
- Car details (for those who use our car parking facilities);
- Financial information, e.g. about parents who pay fees to the school, including in some cases information from third parties such as credit reference agencies or a previous school;
- Past, present, and prospective student academic, disciplinary, admissions and attendance records (including information about any special needs), and examination scores;
- Where appropriate, information about health and welfare, and contact details for emergency contacts;
- References given or received by us about students, and information provided by previous educational establishments and/or other professionals or organizations working with students;
- Correspondence with and concerning students and parents;
- Images of students (and occasionally other individuals) engaging in school activities, and images captured by the school's surveillance system in accordance with the school's policy on taking, storing and using images of children;
- Careers and professional information to support our student Signature and Practicum programs;
Website Usage Information, Site Activity and Location Information
There is a cookie that ASP.NET automatically creates and uses for maintaining website sessions. This cookie does not gather Personal Information and expires when the browser is closed, or the session is ended.
Most Web browsers are initially set up to accept cookies. At this time, the school does not recognize automated browser signals regarding tracking, including "do-not-track" signals. You can remove persistent cookies and change your privacy preferences by following directions provided in your Internet browser’s "help" directory. However, certain features of the site or services may not work if you delete or disable cookies. Some of our third-party providers may use their own cookies in connection with the services they perform on our behalf.
Email and Web Inquiries
You also may send us Personal Information, for example, in an email message containing a question or comment, or by completing a web form that provides us with this information. We use Personal Information from these communications primarily to respond to you. We may forward your correspondence to school representatives who are better able to answer your questions. We may also use your email to contact you in the future about our programs that we deem may be of interest to you. We do not share your name or email address with any third parties.
It is expected that information shared with The Emma Willard School during the admission process is given with the consent of a parent. The school does not knowingly collect information from anyone under the age of 18 without the consent of a parent.
During the admissions process, Personal Information will be collected and stored about the applicant and family for the purposes of evaluating the applicant. The Emma Willard School will also use the information for communicating with the family during the admissions process.
Personal Information about applicants and their parents and siblings will be collected via our website (the Inquiry Form), as well as by The Standard Application Online administered by the Enrollment Management Association, The Gateway to Prep School Application, or other similar common applications administered by a third party. Additional information may be collected by the admissions office via various interviews, phone calls, reference checks, and emails.
Types of Personal Information collected include names, addresses, phone numbers, emails, gender, dates of birth, race, ethnicity, nationality, citizenship, educational history, and legacy status. Further, we collect information about the student’s academic and disciplinary history, athletic and extra-curricular records and interests, and possibly financial information (to process financial aid requests). Additional information regarding the applicant’s parents such as employment and marital status will also be collected.
As part of the admissions process, the school also may gather or receive information from other sources regarding medical/educational records, standardized tests, and other evaluative material. The types of information we collect in these cases may be specific to the individual.
We receive and process such Personal Information pursuant to your agreements with such third-party service providers, and in furtherance of your agreement with us concerning your application and matriculation, and pursuant of our legitimate interests in assessing your application. For information on the privacy practices of such third parties, please consult your agreements with them and their own privacy policies.
You are required to provide this information if you would like to apply to or be enrolled at The Emma Willard School. Without this information, The Emma Willard School cannot process a student’s application or enroll them. To the extent that any requested Personal Information is not necessary for the performance of The Emma Willard School’s agreements and policies, such requests will be separately identified, and the appropriate consent obtained.
Applicant information is kept permanently.
It is expected that information shared with The Emma Willard School during a student’s enrollment is given with the consent of a parent. The school does not knowingly collect information from anyone under the age of 18 without the consent of a parent.
Once enrolled, The Emma Willard School continues to collect and process Personal Information for the purposes of caring for and educating the student. The Personal Information is used to keep you informed about the school and to offer you access to school services. Personal Information will also be collected, created, and stored about the student and family for the purposes of tracking student progress at The Emma Willard School.
The information collected from enrolled students and their families includes names, addresses, phone numbers, emails, gender, and dates of birth. Health and medical information regarding the student is collected to ensure their well-being while on campus. Further, we collect information about the enrolled student’s academic, athletic, and extra-curricular records and interests, and possibly financial information. Information about performance (classes, co-curricular activities, etc.) and images of the student engaged in academic, athletic, and extra-curricular activities also may be collected and maintained. We may post information about performance and images of the student on the internet and in publications.
The Emma Willard School may gather or receive Personal Information from other sources, such as testing agencies (including, medical/educational, standardized tests, etc.). The types of information we collect in these cases may be specific to the individual. We receive and process such information pursuant to your agreements with such third-party service providers, and in furtherance of your agreements with us concerning your matriculation. For information on the privacy practices of such third parties, please consult your agreements with them and their individual policies.
This information collection is required if one wants to be enrolled at The Emma Willard School. To the extent that any requested personal information is not necessary for the performance of The Emma Willard School’s agreements and policies, such requests will be separately identified, and the appropriate consent obtained.
Student records are kept permanently.
Alumnae and Friends
Alumnae, friends, and parents are lifelong members of The Emma Willard School community. The Advancement Office of The Emma Willard School is dedicated to keeping our alumnae, friends, and parents (past and present) connected to the school.
Types of information collected from alumnae and friends of the school include name, address, phone number, email, gender, date of birth, employment, gifts received, and events attended. Credit card numbers are collected and used only for donation or payment processing through an encrypted, secure, third party processing system, and are not retained for other purposes.
ThePersonal Information we collect from alumnae and friends is used for a variety of reasons, including:
- Directory information, including the online alumnae community;
- Communicating with you to let you know about receptions, reunions, and other events with alumnae or Emma Willard faculty/administrators in the area;
- Making you aware of projects and opportunities to support the school (via volunteering, gifts, etc.);
- General fundraising;
- Surveys; and
- Promoting services we may offer to alumnae.
Since The Emma Willard School likes to keep in contact with you for life, we retain these records permanently.
For any questions regarding the collection or use of alumnae information, please contact the school’s Data Protection Officer (DBO) at firstname.lastname@example.org
Applicants for Employment, Employees and Contractors
The Emma Willard School collects information from applicants for employment, employees, and contractors of the school. The school uses an employment application to collect Personal Information, such as biographical information, gender, date of birth, employment history, and employment/personal references on all applicants for employment. This information becomes part of the employee’s file once hired. The Emma Willard School also conducts extensive background checks and, if applicable, a credit report on its employees. Upon hire and throughout employment at the school, the employee may provide additional information to the school, such as bank information, health information, beneficiary and dependent information, and other information related to such employment. The school collects EIN or social security numbers from contractors and may collect bank information for payment purposes. Certain contractors with direct, unsupervised access to students will need to provide personal information such as biographical information, date of birth, employment history, and employment/personal references. The school also will conduct background checks of such contractors with direct, unsupervised access to students.