The School collects medical records, certificates, and other information concerning students’ health. Such data are requested or collected: (a) during the admission process to HAEF Schools; (b) upon enrollment in HAEF school units; (c) upon enrollment in Special Programs, participation in athletic activities, summer programs, educational visits, field trips, and similar activities; and (d) throughout the school year, as needed.

These data are contained in documents submitted or sent to the School by parents (through the School online applications or by email) or provided by parents through relevant declarations, forms, or questionnaires. Such documents include the Student's Personal Health Card (ADYM); the Certificate of Dermatological Examination; medical certificates; the Preparticipation Physical Examination Form; cardiologists’ certificates; medical opinions issued by KEDASYs (Interdisciplinary Assessment, Counseling and Support Centers) or other competent public authorities concerning disability or special educational needs; certificates issued by Psychologists or specialized centers; certificates issued by physicians in other specialties; medical information provided by parents in the student’s medical history; vaccination records; information required by the Psychoeducational Department as part of the admission process to Pre-Kindergarten or Elementary School Grade 1; and medical certificates exempting students from certain activities. The data may also concern food allergies, dietary habits, and medications taken by the student.

The processing of these data is carried out in accordance with the applicable education legislation and the requirements of the General Data Protection Regulation (GDPR). The legal basis for processing is the existence of reasons of substantial public interest (Article 9 (2) (g) of the GDPR), as provided for by law in relation to the maintenance of certain medical records (e.g., the Student's Personal Health Card);  the parent’s consent or declaration in relation to other medical records or information submitted or provided to the School during the student’s admission or period of enrollment (Article 9 (2) (a) of the GDPR); or the protection of the vital interests of the data subject (Article 9 (2) (c) of the GDPR).

The data are stored securely under the responsibility of the Director of the relevant school unit (in the case of documents whose maintenance is prescribed by law, such as the Individual Student Health Record), the Medical Services or the Psychoeducational Department, as applicable. Access to these data is restricted to authorized personnel and the School’s medical and nursing staff. Specific information may be disclosed to the student’s teachers or to third parties, including HAEF partners, such as transportation providers, food suppliers, and the Alumni Association, where deemed necessary to protect the student’s health. In particular, the Medical Certificate may be made available to other services and/or authorized HAEF departments responsible for the activities in which the student will participate.

Medical data are not disclosed to third parties outside the HAEF unless the parents submit a relevant request and explicitly provide their consent (e.g., to send a questionnaire to an external physician treating the student), or where the disclosure is required by a competent public authority (e.g., a KEDASY). The data are retained for the period prescribed for each category of document, or, where applicable, for as long as the student remains enrolled at the School.

Subject to the specific exceptions, conditions, and restrictions provided for under applicable personal data protection legislation, you may exercise the rights granted to you under the GDPR. For further information, please consult the HAEF Privacy Notice regarding the Processing of Personal Data.

Last revised: May 2024