Admissions privacy policy

Last updated: 28 October 2026

The receiving school controls its application records and determines the retention period that applies. Contact the school for its policy or a deletion request.

Who is responsible

The school named on your registration form decides how your application is used for admissions. The ESM Admissions portal is operated by Ivy Networking Solutions, which provides the portal and authorized support. Contact the school first about its admissions decisions and its own student-record privacy policy. For portal privacy questions, contact info@ivynetja.com.

Information we collect

Forms collect student identity, date of birth, gender, address, school and enrolment details; guardian identities, relationships and contact details; emergency and pickup contacts; and any medical conditions, allergies, doctor details and emergency instructions supplied. School staff may record review status, assigned student IDs, family or involvement notes, and previous-school details. Optional fields may be left blank. Please provide only information needed for admissions and care planning, and inform other adults whose contact details you supply.

Administrator accounts contain usernames, names, recovery emails and password hashes. The portal also records application references, submission and review times, email recipients, subjects and delivery status, account security events, and time-limited security-token hashes. Hosting systems may record IP addresses, requested URLs and technical errors. Avoid sharing private edit or password-reset links.

Why information is used

The school uses this information to review applications, communicate with guardians, plan enrolment and appropriate care, and transfer approved records into its student-management system. The operator uses account and technical information to operate the portal, manage access, prevent abuse and support authorized users. Legal grounds, including the condition for processing health information: The receiving school is responsible for identifying the applicable legal grounds for admissions processing and the condition for processing sensitive health information. Contact the school for its privacy notice and details. Submitting a form does not provide consent for unrelated marketing.

Who can receive it

Authorized administrators of the receiving school can review its applications. Authorized platform personnel and service providers may access information where needed for operation, support or security. Schools may download approved records and transfer them to their own systems. The portal does not provide a public applicant directory or advertising trackers. Information may also be disclosed where required by law. Any further school sharing is governed by that school’s notice.

Hosting: Hostinger; North Carolina, USA. Email delivery: Hostinger; email processing location has not yet been confirmed. These providers may process information in the locations stated; the operator and school must establish the applicable safeguards before enabling transfers.

Protection and its limits

HTTPS protects browser connections when correctly configured. Sensitive application fields, administrator names and emails, and stored email-history details are encrypted in the database. Server sessions and backups created by the supplied backup tool are encrypted. Passwords are hashed. Access is restricted by account role and school. Authorized users can decrypt records through the portal. Encryption does not prevent all misuse or compromise of the hosting account.

Exported CSV files and emails contain readable information. Once downloaded or delivered, they are outside the portal’s database encryption and must be handled securely by the school and recipient. Hosting backups, old database copies and provider logs need separate controls.

How long information is kept

The receiving school decides how long it retains application data, taking account of its admissions needs and applicable obligations. Ivy Networking Solutions does not set one retention period for all schools. Contact the receiving school for its retention policy and to request access, correction or deletion.

Closing a registration campaign stops new submissions; it does not delete existing applications. Marking an application Rejected or Imported also does not delete it. Authorized school administrators can delete individual applications or delete a registration and its associated applications using the portal’s deletion controls. Schools are responsible for applying their own retention decisions. The portal does not automatically delete records on a schedule.

Deletion from the active portal database does not automatically remove copies from backups, downloaded exports, delivered emails or a school’s other systems. Schools must manage their own copies, and coordinate with Ivy Networking Solutions and relevant providers for provider-managed copies. No fixed backup or hosting-log retention period is stated here because those periods have not been confirmed; contact info@ivynetja.com for clarification. School application-retention decisions do not by themselves erase provider backups or logs.

Cookies and security links

A necessary session cookie supports form security and administrator sign-in. It is not used for advertising and is set to expire when your browser session ends. Server sessions are eligible for cleanup after 24 minutes of inactivity; cleanup timing may vary. Guardian edit links normally expire after 72 hours and work once. Password-reset links normally expire after 30 minutes and work once. Closing your browser or signing out helps protect access on shared devices.

Your requests and choices

Contact the receiving school or the privacy contact above to ask about access, corrections, deletion, objections or other rights available under applicable law. A guardian may act for a child where authorized. Identity and authority may need to be verified, and legal exceptions can apply. If processing relies on consent, ask how to withdraw it and what that means for the application. Required information may be necessary to assess an application; ask the school about an alternative if you cannot use this portal.

If Jamaican data-protection law applies and a concern is unresolved, you may contact the Office of the Information Commissioner.

Changes to this notice

The operator will update this page when its handling practices change. Check the date above and contact the school if you need clarification.