The CEO is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988. In relation to health records the CEO is also bound by the Health Records
What kinds of personal information does a school collect and how does a school collect it?
The type of information schools collect and hold includes (but is not limited to) personal information, including health and other sensitive information, about:
Pupils and parents and/or guardians before, during and after the course of a pupil's enrolment at the College.
- 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, absence notes, medical reports and names of doctors);
- conduct and complaint records, or other behaviour notes, and school reports;
- information about referrals to government welfare agencies;
- counselling reports;
- health fund details and Medicare number;
- any court orders;
- volunteering information; and
- photos and videos at school events;
Job applicants, staff members, volunteers and contractors, including: job applicants, staff members, volunteers and contractors, including:
- name, contact details (including next of kin), date of birth, and religion;o name, contact details (including next of kin), date of birth, and religion;
- information on job application;o information on job application;
- professional development history;o professional development history;
- salary and payment information, including superannuation details;
- medical information (e.g. details of disability and/or allergies, and medical certificates);o medical information (e.g. details of disability and/or allergies, and medical certificates);
- complaint records and investigation reports;o complaint records and investigation reports;
- leave details;o leave details;
- photos and videos at school events;o photos and videos at school events;
- workplace surveillance information;o workplace surveillance information;
- work emails and private emails (when using work email address) and Internet browsing history; and
- other people who come into contact with the College, including name and contact details and any other information necessary for the particular contact with the College.
Personal Information you provide: St John's Catholic College will generally collect personal information held about an individual by way of forms filled out by Parents or pupils, face-to-face meetings and interviews, emails and telephone calls. On occasions people other than Parents and pupils provide personal information.
Personal Information provided by other people: In some circumstances St John's Catholic 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.
How will a school use the personal information you provide?
St John's Catholic 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.
Pupils and Parents: In relation to personal information of pupils and Parents, St John's Catholic College primary purpose of collection is to enable the College to provide schooling to pupils enrolled at the College, exercise its duty of care, and perform necessary associated administrative activities, which will enable pupils to take part in all the activities of the College. This includes satisfying the needs of Parents, the needs of the pupil and the needs of the CEO and the College throughout the whole period the pupil is enrolled at the College.
The purposes for which the CEO and St John's Catholic College uses personal information of pupils and Parents include:
- to keep Parents informed about matters related to their child's schooling, through correspondence, newsletters and magazines;
- to keep Parents informed about matters related to their child's schooling, through correspondence, newsletters and magazines;
- day-to-day administration;
- looking after pupils' educational, social, spiritual and medical wellbeing;
- seeking donations and marketing for the College; and
- to satisfy the CEO and St John's Catholic College's legal obligations and allow the school to discharge its duty of care.
In some cases where St John's Catholic College requests personal information about a pupil or Parent, if the information requested is not obtained, the College may not be able to enrol or continue the enrolment of the pupil or permit the pupil to take part in a particular activity.
Job applicants and contractors: In relation to personal information of job applicants and contractors, the College'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 St John's Catholic College 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 funds and marketing for the College; and
- satisfying the CEO's and the College's legal obligations, for example, in relation to child protection legislation.
Volunteers: St John's Catholic College also obtains personal information about volunteers who assist the College in its functions or conduct associated activities, to enable the College and the volunteers to work together.
Marketing and fundraising: St John's Catholic College treat 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 pupils 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 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, may be used for marketing purposes.
Exception in relation to related schools: The Privacy Act allows St John's Catholic College, being legally related to each of the other schools/colleges conducted by the CEO to share personal (but not sensitive) information with other schools/colleges conducted by the CEO. Other schools/colleges may then only use this personal information for the purpose for which it was originally collected by the CEO. This allows schools/colleges to transfer information between them, for example, when a pupil transfers from a Catholic school to another school conducted by the CEO.
Who might a school disclose personal information to and store your information with?
St John's Catholic College may disclose personal information, including sensitive information, held about an individual for educational, administrative and support purposes. This may include to:
- other schools and teachers at those schools;
- government departments (including for policy and funding purposes);
- the CEO, the Catholic Education Commission (CEC), St John's Catholic College's local diocese and the parish, other related church agencies/entities, and schools within other Dioceses/other Dioceses;
- the school's local parish;
- medical practitioners;
- people providing educational, support and health services to the school, including specialist visiting teachers, [sports] coaches, volunteers, and counsellors;
- providers of specialist advisory services and assistance to the College, including in the area of Human Resources, child protection and students with additional needs;
- providers of learning and assessment tools;
- assessment and educational authorities, including the Australian Curriculum, Assessment and Reporting Authority (ACARA) and NAPLAN Test Administration Authorities (who will disclose it to the entity that manages the online platform for NAPLAN);
- people providing administrative and financial services to the College;
- recipients of College publications, such as newsletters and magazines;
- pupils' parents or guardians;
- anyone you authorise the College to disclose information to; and
- anyone to whom we are required or authorised to disclose the information by law, including child protection laws.
Sending and storing information overseas: St John's Catholic College may disclose personal information about an individual to overseas recipients, for instance, to facilitate a school
exchange. However, 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 Australian Privacy Principles or other applicable privacy legislation.
The College may use online or 'cloud' service providers to store personal information and to provide services to the College that involve the use of personal information, such as services relating to email, instant messaging and education and assessment applications. Some limited personal information may also be provided to these service providers to enable them to authenticate users that access their services. This personal information may be stored in the 'cloud' which means that it may reside on a cloud service provider's servers which may be situated outside Australia.**
An example of such a cloud service provider is the CEO/NT Schools system. The CEO/NT schools system including Outlook stores and processes limited personal information for this purpose. College personnel, the CEO, the CEC and their service providers may have the ability to access, monitor, use or disclose emails, communications (e.g. instant messaging), documents and associated administrative data for the purposes of administering CEO/NT Schools email system and ensuring its proper use.
How does a school treat sensitive information?
In referring to 'sensitive information', the College means: information relating to a person's racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, philosophical beliefs, sexual orientation or practices or criminal record, that is also personal information; health information and biometric information about an individual.
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.
Management and security of personal information
The CEO and the College's staff are required to respect the confidentiality of pupils' and Parents' personal information and the privacy of individuals.
St John's Catholic College has in place steps to protect the personal information the school holds from misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and password access rights to computerised records.
Access and correction of personal information
Under the Commonwealth Privacy Act, an individual has the right to seek and obtain access to any personal information which the CEO or the College holds about them and to advise the CEO or the College of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Pupils will generally be able to access and update their personal information through their Parents, but older pupils may seek access and correction themselves.
There are some exceptions to these rights set out in the applicable legislation.
To make a request to access or to update any personal information the CEO or the College holds about you or your child, please contact the school's Principal or school's Administrator by telephone or in writing.
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. If we cannot provide you with access to that information, we will provide you with written notice explaining the reasons for refusal.
Consent and rights of access to the personal information of pupils
The CEO respects every Parent's right to make decisions concerning their child's education.
Generally, the College will refer any requests for consent and notices in relation to the personal information of a pupil to the pupil's Parents. The College will treat consent given by Parents as consent given on behalf of the pupil, and notice to Parents will act as notice given to the pupil.
Parents may seek access to personal information held by the College the CEO about them or their child by contacting the College's Principal or the College's school Administrator by telephone or in writing. However, there may 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 school's duty of care to the pupil.
St John's Catholic College may, at its discretion, on the request of a pupil grant that pupil access to information held by the College about them, or allow a pupil 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 pupil and/or the pupil's personal circumstances warrant it.
If you would like further information about the way the CEO or St John's Catholic College manages the personal information it holds, or wish to complain that you believe that the CEO or the College has breached the Australian Privacy Principles, please contact the school's Principal by writing or telephone.
The CEO or the College will investigate any complaint and will notify you of a decision in relation to your complaint as soon as is practicable after it has been made.
P. 08 8982 2222
F. 08 8982 2204