Processing personal data in primary school applications in the Nemendagrunnur Student Database

• This processing ensures compliance with the Act on Compulsory School No. 91/2008, specifically its requirements for mandatory school attendance and enrolling children in primary school. The municipality must receive relevant information about resident school-age children and applicants in a timely manner to make appropriate enrollment decisions. This information must remain current to support other services provided to students throughout their schooling.

• A parent's application for a child's school placement goes directly to the principal of the requested school. The school's information system (Mentor/Námfús) stores the data and creates a parent access account. If applying to a school in another municipality for a child whose legal residence is in Reykjavík, Reykjavík City first receives the application for approval or rejection. Upon approval, the application goes to the requested school. Reykjavík City retains access to and an overview of all applications submitted to Reykjavík City primary schools.

• Reykjavík City is required to process specific personal data to ensure compulsory education requirements are met for primary school-age children under the Act on Compulsory School No. 91/2008. Processing general personal data is based on items 3 and 5 of the first paragraph of Article 9 of the Act on Data Protection and the Processing of Personal Data No. 90/2018 and the Compulsory School Act No. 91/2008, along with the City's public authority under the Local Authorities Act No. 138/2011.

• Processing sensitive personal data relies on items 7 and 8 of the first paragraph of Article 11 of the Act on Data Protection and the Processing of Personal Data.

• If you do not provide Reykjavík City with the requested information, your application may not be processed. Under the Act on Compulsory Education, parents must provide the primary school with any information about their child necessary for school operations and the child's welfare.

General personal data:

• Information about the child: Name, ID number, address, postal code, municipality, gender, preferred name if different from the registered name, choice of personal pronouns, current preschool or school, and language. Information about the child's academic history, previous schools, and enrolled grade levels.

• Information about parents and guardians: The system retrieves parent information from Registers Iceland via My Pages on Ísland.is, including name, ID number, address, postal code, municipality, email address, phone number, language, and whether the parent requires an interpreter.

• Information generated through the use of Ísland.is—such as service data, log records, and other technical details including IP addresses and browser versions used to ensure safety and identify errors—is subject to the Ísland.is privacy policy.

• Information about immediate family members: Full name, ID number, phone number, and relationship.

Sensitive personal data:

• Information about the child: Allergies, intolerances, any medical diagnosis requiring a school response, and requests for medication assistance; support needs, special provisions, or involvement in service integration for the child's prosperity; information from child protection services regarding temporary foster care; and applications for international protection or refugee status.

As noted, Reykjavík City must transfer all data processed in connection with primary school enrollment applications to the National Archives after the specified retention period.

A processing agreement is in place with the Center for Education and School Service, which operates the Nemendagrunnur Student Database.

The City of Reykjavík will not share any other personal data belonging to you with third parties unless the City is required to do so on the basis of law, governmental orders, or a court order. Furthermore, the City will not share your personal data outside the European Economic Area without express authorization and without informing you accordingly.

• This information goes to the primary school where the child will begin their studies. Other Reykjavík City staff receive work-related access, strictly controlled according to their individual permissions.

• If applying to a school outside the child's school district, the district school may also receive necessary information.

• If applying to a primary school in another municipality, that municipality may also receive necessary information.

• The municipality's case management system (Hlaðan) and the school's learning and information system (Mentor/Námfús) record this data and generate access accounts for parents and students. Parents submit applications through the Nemendagrunnur Student Database, and guardians may view information related to their children in accordance with the Children's Act No. 76/2003.

No decisions are automated. Staff members review all applications.