The School may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to the School’s operations and practices and to make sure it remains appropriate to the changing school environment.
What kinds of personal information does the School collect and how does the School collect it?
The School collects and holds personal information, including health and other sensitive information, about:
- students and parents and/or guardians (‘Parents’) before, during and after the course of a student’s enrolment at the School including:
- name, contact details (including next of kin), date of birth, gender, language background, previous school and religion
- name, contact details (including next of kin), date of birth, gender, language background, previous school and religion
- parents’ education, occupation and language background
- medical information (e.g. details of disability and/or allergies, and details of any assistance the student receives in relation to those disabilities, medical reports, names of doctors)
- conduct and complaint records, or other behaviour notes, school attendance and school reports
- information about referrals to government welfare agencies
- counselling reports
- health fund details and Medicare number
- any court orders
- volunteering information (including Working With Children Checks)
- photos and videos at school events.
- job applicants, staff members, volunteers and contractors, including:
name, contact details (including next of kin), date of birth and religion
- information on job applications
- professional development history
- salary and payment information, including superannuation details
- medical information (e.g. details of disability and/or allergies and medical certificates)
- complaint records and investigation reports
- leave details
- photos and videos at school events
- workplace surveillance information
- work emails and private emails (when using work email address) and internet browsing history
- other people who come into contact with the School, including name and contact details and any other information necessary for the particular contact with the School.
Personal Information you provide
The School 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, emails and telephone calls. On occasions people other than Parents and students (such as job applicants and contractors) provide personal information to the School.
Personal Information provided by other people
In some circumstances the School 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 The type of information the School may collect from another school may include:
- academic records and/or achievement levels
- information that may be relevant to assisting the new school meet the needs of the student including any adjustments
Exception in relation to employee records
Under the Privacy Act, the Australian Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the School’s treatment of an employee record where the treatment is directly related to a current or former employment relationship between the School and employee. The School handles staff health records in accordance with the Health Privacy Principles in the Health Records Act 2001 (Vic.).
Anonymity
The School needs to be able to identify individuals with whom it interacts and to collect identifiable information about them to facilitate the delivery of schooling to its students and its educational and support services, conduct the job application process and fulfil other obligations and processes. However, in some limited circumstances some activities and interactions with the School may be done anonymously where practicable, which may include making an inquiry, complaint or providing feedback.
How will the School use the personal information you provide?
The School 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 by you, or to which you have consented.
Students and Parents: In relation to personal information of students and Parents, the School’s primary purpose of collection is to enable the School to provide schooling to students enrolled at the School (including educational and support services for the student), exercise its duty of care and perform necessary associated administrative activities which will enable students to take part in all the activities of the School. This includes satisfying the needs of Parents, the needs of the student and the needs of the School throughout the whole period the student is enrolled at the School.
The purposes for which the School 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 of the School
- looking after students’ educational, social and medical wellbeing
- seeking donations and marketing for the School
- to satisfy the School’s legal obligations and allow the School to discharge its duty of care
- to satisfy the School service providers’ legal obligations, including the Catholic Education Commission of Victoria Ltd (CECV) and the Catholic Education Offices.
In some cases where the School requests personal information about a student or Parent, if the information requested is not provided, the School may not be able to enrol or continue the enrolment of the student or permit the student to take part in a particular activity.
Job applicants and contractors
In relation to personal information of job applicants and contractors, the School’s primary purpose of collection is to assess and (if successful) to engage the applicant, or contractor, as the case may be.
The purposes for which the School uses personal information of job applicants and contractors include:
- administering the individual’s employment or contract, as the case may be
- for insurance purposes
- seeking donations and marketing for the School
- satisfying the School’s legal obligations, for example, in relation to child protection legislation.
Volunteers
The School also obtains personal information about volunteers who assist the School in its functions or conduct associated activities, such as [include any alumni associations], to enable the School and the volunteers to work together, to confirm their suitability and to manage their visits.
Counsellors
The School contracts with external providers to provide counselling services for some students. The principal may require the Counsellor to inform him or her or other teachers of any issues the principal and the Counsellor believe may be necessary for the School to know for the well- being or development of the student who is counselled or other students at the School.
Parish
The School may disclose limited personal information to the school parish to facilitate religious and sacramental programs, and other activities such as fundraising.
Marketing and fundraising
The School treats marketing and seeking donations for the future growth and development of the School as an important part of ensuring that the School continues to provide a quality learning environment in which both students and staff thrive. Personal information held by the School may be disclosed to organisations that assist in the School’s fundraising, for example, the School’s Foundation or alumni organisation [or, on occasions, external fundraising organisations].
Parents, staff, contractors and other members of the wider School community may from time to time receive fundraising information. School publications, like newsletters and magazines, which include personal information and sometimes people’s images, may be used for marketing purposes.
June 2021