Privacy Policy
 
PURPOSE

Your privacy is important.  This policy outlines on how it uses and manages personal information provided to or collected by it.

The College is bound by the National Privacy Principles contained in the Commonwealth Privacy Act 1988.

The College may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to the College’s operations and practices and to make sure it remains appropriate to the changing school environment.

POLICY SCOPE

This policy covers all employees, contractors, volunteers, parents, students and other member of the College community. Please refer to our Privacy Notice for specific details regarding privacy in relation to students and their parents.

POLICY CONTENT

1. What kind of personal information does the College collect and how does the College collect it?

The type of information the College collects and holds includes (but is not limited to) personal information, including sensitive information, about:

• students and parents and/or guardians (‘parents’) before, during and after the period of a student’s enrolment at the College;
• job applicants, staff members, volunteers and contractors; and,
• other people who come into contact with the College.

Personal information that you provide: The College will generally collect personal information held about an individual by way of forms filled out by parents or students, face-to-face meetings and interviews, and telephone calls. On occasions people other than parents and students provide personal information.

Personal information provided by other people: In some circumstances, the College may be provided with personal information about an individual from a third party, for example, a report provided by a medical professional or a reference from another school.

Exception in relation to employee records: Under the Privacy Act, the National Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the College’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between the College and employee.

2.  How will the College use the personal information you provide?

The College will use personal information it collects from you for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.

Students and Parents: In relation to personal information of students and parents, the College’s primary purpose of collection is to enable the College to provide schooling for the student.  This includes satisfying both the needs of parents and the needs of the student throughout the whole period the student is enrolled at the College.

The purposes for which the College uses personal information of students and parents include:

• to keep parents informed about matters related to their child’s schooling, through correspondence, newsletters and magazines;
• day-to-day administration;
• looking after students’ educational, social and medical well-being;
• seeking donations and marketing of the College both internally and externally;
• recovering outstanding tuition fees when the amounts owed are considerably overdue; and
• to satisfy the College’s legal obligations and allow the College to discharge its duty of care; for example, in relation to child protection legislation.

In some cases where the College requests personal information about a student or parent, if the information requested is not obtained, the College may not be able to enrol or continue the enrolment of the student.

Job applicants, staff members and contractors: In relation to personal information of job applicants, staff members and contractors, the College’s primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.

The purposes for which the College uses personal information of job applicants, staff members and contractors include:

• in administering the individual’s employment or contract, as the case may be;
• for insurance purposes; and
• to satisfy the College’s legal obligations.

Volunteers:  The College also obtains personal information about volunteers who assist the College in its functions or conduct associated activities, such as our Parents & Friends Association and Foundation, to enable the College and the volunteers to work together.

Marketing and fundraising: The College treats marketing and seeking donations for the future growth and development of the College as an important part of ensuring that the College continues to be a quality learning environment in which both students and staff thrive.  Personal information held by the College may be disclosed to an organisation that assists in the College’s fundraising, for example, the College’s Foundation.

Parents, staff, contractors and other members of the wider College community may from time to time receive fundraising information. College publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.

3. Who might the College disclose personal information to?

The College may disclose personal information, including sensitive information, held about an individual to:

• another school;
• government departments;
• medical practitioners;
• people providing services to the College, including specialist visiting teachers and sports coaches;
• recipients of College publications, like newsletters and magazines;
• parents;
• debt collection agency; and
• anyone you authorise the College to disclose information to.

Sending Information Overseas: The College will not send personal information about an individual outside Australia without:

• obtaining the consent of the individual (in some cases this consent will be implied); or
• otherwise complying with the National Privacy Principles (Privacy Act 1988).

4. What is ‘Sensitive Information?

‘Sensitive Information’ is defined by the Privacy Act 1988 and means information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association religion, religious beliefs or affiliations; philosophical beliefs, membership of a professional or trade association, sexual preferences or practices, or criminal record.  ‘Sensitive Information’ also means health information about individual or genetic information about an individual that is not otherwise health information. 

5. How does the College treat sensitive information?

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.

6. Management and security of personal information

The College staff are required to respect the confidentiality of students’ and parents’ personal information and the privacy of individuals.

The College has in place steps to protect the personal information the College holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and pass worded access rights to computerised records.

7. Updating personal information

The College endeavors to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the College by contacting the College in writing through the Principal.

The National Privacy Principles require the College not to store personal information longer than necessary.

You have the right to check the personal information the College holds about you with the exception of exempt information and subject to the policy.
Under the Privacy Act, an individual has the right to obtain access to any personal information which the College holds about them and to advise the College of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Students will generally have access to their personal information through their parents, but older students may seek access themselves.

To make a request to access any information the College holds about you or your child, please contact the College in writing through the Principal.

The College may require you to verify your identity and specify what information you require. The College may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested.  If the information sought is extensive, the College will advise the likely cost in advance.

8. Consent and rights of access to the personal information of students

The College respects every Parent’s right to make decisions concerning their child’s education.

Generally, the College will refer any request for consent and notices in relation to the personal information of a student to the student’s parents.  The College will treat consent given by parents as consent given on behalf of the student, and notice to parents will act as notice given to the student.

Parents may seek access to personal information held by the College about them or their child by contacting the College Principal.  However, there will be occasions when access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others or where the release may result in a breach of the College’s duty of care to the student.

The College may, at its discretion, on the request of a student grant that student access to information held by the College about them, or allow a student to give or withhold consent to the use of their personal information, independently of their parents.  This would normally be done only when the maturity of the student and/or the student’s personal circumstances so warranted.

CONCLUSION

If you would like further information about the way the College manages the personal information it holds, please contact the College through the Principal. 

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