of approximately 140 Catholic primary and secondary schools and colleges within the Archdiocese of Brisbane.

Transcription

1 Privacy PURPOSE Brisbane Cathlic Educatin (BCE) is respnsible fr the administratin f apprximately 140 Cathlic primary and secndary schls and clleges within the Archdicese f Brisbane. This Privacy Plicy applies t schls administered by BCE and the BCE Office (BCEO) and sets ut hw each schl and BCEO manage persnal RATIONALE infrmatin which is prvided t r cllected by it. POLICY STATEMENT BCE is bund by the Australian Privacy Principles cntained in the Privacy Act 1988 (Cth) and as such may, frm time t time, review and update this Privacy Plicy t take accunt f new laws and technlgy, changes t schls' peratins and practices and t ensure it remains apprpriate t the changing schl envirnment. Brisbane Cathlic Educatin will cllect, hld, use and disclse persnal infrmatin, as set ut in this Privacy Plicy. What kinds f persnal infrmatin des a schl cllect and hw des a schl cllect it? The type f infrmatin schls cllect and hld includes (but is nt limited t) persnal infrmatin, including health and ther sensitive infrmatin, abut: Students and parents and/r guardians (Parents) befre, during and after the curse f a student's enrlment at the schl, including; name, cntact details (including next f kin), date f birth, previus schl and religin; medical infrmatin (e.g. details f disability and/r allergies, absence ntes, medical reprts and names f dctrs); cnduct and cmplaint recrds, r ther behavir ntes, and schl reprts; infrmatin abut referrals t gvernment welfare agencies;

2 cunselling reprts; health fund details and Medicare number; any curt rders; vlunteering infrmatin; phts and vides at schl events; Jb applicants, staff members, vlunteers and cntractrs, including: name, cntact details (including next f kin), date f birth and religin; infrmatin n jb applicatin; prfessinal develpment histry; salary and payment infrmatin, including superannuatin details; medical infrmatin (e.g. details f disability and/r allergies, and medical certificates); cmplaint recrds and investigatin reprts; leave details; phts and vides at schl events; wrkplace surveillance infrmatin; wrk s and private s (when using wrk address) and Internet brwsing histry; and Other peple wh cme int cntact with the schl, including name and cntact details and any ther infrmatin necessary fr the particular cntact with the schl. Persnal infrmatin yu prvide: A schl will generally cllect persnal infrmatin held abut an individual by way f frms filled ut by Parents r students, face-t-face meetings and interviews, s and telephne calls. On ccasins peple ther than Parents and students prvide persnal infrmatin. Persnal infrmatin prvided by ther peple: In sme circumstances, a schl may be prvided with persnal infrmatin abut an individual frm a third party, fr example, a reprt prvided by a medical prfessinal r a reference frm anther schl.

3 Exceptin in relatin t emplyee recrds: Under the Privacy Act 1988 (Cth), the Australian Privacy Principles d nt apply t an emplyee recrd. As a result, this Privacy Plicy des nt apply t BCE's treatment f an emplyee recrd where the treatment is directly related t a current r frmer emplyment relatinship between the schl and an emplyee. Hw will a schl use the persnal infrmatin yu prvide? A schl will use persnal infrmatin it cllects frm yu fr the primary purpse f cllectin, and fr such ther secndary purpses that are related t the primary purpse f cllectin and reasnably expected, r fr which yu have cnsented. Students and Parents: In relatin t persnal infrmatin f students and Parents, a BCE schl's primary purpse f cllectin is t enable the schl t prvide a quality Cathlic educatin t the student, exercise its duty f care and perfrm necessary assciated administrative activities, which will enable students t take part in all the activities f the schl. This includes satisfying the needs f Parents, the needs f the student and the needs f BCE and the schl thrughut the whle perid the student is enrlled at the schl. The purpses fr which BCE and its schls use persnal infrmatin f students and Parents include: t keep Parents infrmed abut matters related t their child's schling thrugh crrespndence, newsletters and magazines; day t day administratin; lking after students' educatinal, scial, spiritual and medical well-being; seeking dnatins and marketing fr the schl; and t satisfy BCE's and the schl's legal bligatins and allw the schl t discharge its duty f care. In sme cases where a schl requests persnal infrmatin abut a student r Parent, if the infrmatin requested is nt btained, the schl may nt be able t enrl r cntinue the enrlment f the student r permit the student t take part in a particular activity.

4 Jb applicants, staff members and cntractrs: In relatin t the persnal infrmatin f jb applicants, staff members and cntractrs, BCE and a schl's primary purpse f cllectin is t assess and (if successful) engage the applicant, staff member r cntractr, as the case may be. The purpses fr which BCE and a schl use persnal infrmatin f jb applicants, staff members and cntractrs include: in administering the individual's emplyment r cntract, as the case may be; fr insurance purpses; seeking funds and marketing fr the schl; and t satisfy BCE's and the schl's legal bligatins, fr example, in relatin t child prtectin legislatin. Vlunteers: A schl als btains persnal infrmatin abut vlunteers wh assist the schl in its functins r cnduct assciated activities, such as alumni assciatins, t enable the schl and the vlunteers t wrk tgether. Marketing and fundraising: BCE schls treat marketing and seeking dnatins fr the future grwth and develpment f the schl as an imprtant part f ensuring that the schl cntinues t be a quality learning envirnment in which students and staff thrive. Persnal infrmatin held by a schl may be disclsed t an rganisatin that assists in the schl's fundraising, fr example, the schl's Fundatin r alumni rganisatin, church and parish authrities r the Cathlic Archdicese f Brisbane. Parents, staff, cntractrs and ther members f the wider schl authrity may frm time t time receive fundraising infrmatin. Schl publicatins, like newspapers and magazines, which include persnal infrmatin, may be used fr marketing purpses. Exceptin in relatin t related schls: The Privacy Act 1988 (Cth) allws each schl, being legally related t each f the ther schls administered by BCE t share persnal (but nt sensitive) infrmatin with ther BCE administered schls and clleges. Other schls administered by BCE may then nly use this persnal infrmatin fr the

5 purpse fr which it was riginally cllected by the BCE schl. This allws schls t transfer infrmatin between them, fr example, when a student transfers frm ne BCE schl t anther. Wh might a schl disclse persnal infrmatin t and stre infrmatin with? A schl may disclse persnal infrmatin, including sensitive infrmatin, held abut an individual fr educatinal, administrative and supprt purpses. This may include t: ther schls and teachers at thse schls; gvernment departments; the Brisbane Cathlic Educatin Office, the schl's parish, and ther related church agencies/entities; medical practitiners; peple prviding educatinal, supprt and health services t the schl including specialist, visiting teachers, sprts caches, vlunteers, cunsellrs and prviders f learning and assessment tls; assessment and educatinal authrities, including the Australian Curriculum, Assessment and Reprting Authrity; peple prviding administrative and financial services t the schl; recipients f schl publicatins, such as newsletters and magazines; Parents; anyne yu authrise the schl t disclse infrmatin t; and anyne t whm we are required t disclse infrmatin by law, including child prtectin laws. Sending and string infrmatin verseas: A schl may disclse persnal infrmatin abut an individual t verseas recipients, fr instance, when string persnal infrmatin with 'clud' service prviders which are situated utside Australia r t facilitate a schl exchange. Hwever, a schl will nt send persnal infrmatin abut an individual utside Australia withut:

6 btaining the cnsent f the individual (in sme cases the cnsent will be implied); r therwise cmplying with the Australian Privacy Principles r ther applicable privacy legislatin. The schl may use nline r 'clud' service prviders t stre persnal infrmatin and t prvide services t the schl that invlved the use f persnal infrmatin, such as services relating t , instant messaging and educatin and assessment applicatins. Sme limited persnal infrmatin may als be prvided t these service prviders t enable them t authenticate users that access their services. This persnal infrmatin may be stred in the 'clud' which means that is may reside n a clud service prvider's server which may be situated utside Australia. Hw des a schl treat sensitive infrmatin? In referring t 'sensitive infrmatin', a schl means: infrmatin relating t a persn's racial r ethnic rigin, plitical pinins, religin, trade unin r ther prfessinal r trade assciatin membership, philsphical beliefs, sexual rientatin r practices r criminal recrd, that is als persnal infrmatin; health infrmatin and bimetric infrmatin abut an individual. Sensitive infrmatin will be used and disclsed nly fr the purpse fr which it was prvided r a directly related secndary purpse, unless yu agree therwise, r the use r disclsure f sensitive infrmatin is allwed by law. Management and security f persnal infrmatin BCE and the schls' staff are required t respect the cnfidentiality f students' and Parents' persnal infrmatin and the privacy f individuals. Each schl has in place steps t prtect the persnal infrmatin the schl hlds frm misuse, interference and lss, unauthrised access, mdificatin r disclsure by use f varius methds including lcked strage f paper recrds and passwrd access rights t cmputerised recrds.

7 Access and crrectin f persnal infrmatin Under the Privacy Act 1988 (Cth), an individual has the right t btain access t any persnal infrmatin which BCE r a schl hlds abut them and t advise BCE r the schl f any perceived inaccuracy. There are sme exceptins t this right set ut in the Act. Students will generally be able t access and update their persnal infrmatin thrugh their Parents, but lder students may seek access and crrectin themselves. There are sme exceptins t these rights set ut in the applicable legislatin. T make a request t access r update any persnal infrmatin that BCE r a schl hlds abut yu r yur child, please cntact the schl's Principal in writing. The schl may require yu t verify yur identity and specify what infrmatin yu require. The schl may charge a fee t cver the cst f verifying yur applicatin and lcating, retrieving, reviewing and cpying any material requested. If the infrmatin sught is extensive, the schl will advise the likely cst in advance. If we cannt prvide yu with access t that infrmatin, we will prvide yu with written ntice explaining the reasns fr refusal. Cnsent and rights f access t the persnal infrmatin f students BCE respects every Parent's right t make decisins cncerning their child's educatin. Generally, a schl will refer any requests fr cnsent and ntices in relatin t the persnal infrmatin f a student t the student's Parents. A schl will treat cnsent given by Parents as cnsent given n behalf f the student, and ntice t Parents will act as ntice given t the student. As mentined abve, Parents may seek access t persnal infrmatin held by a schl r BCE abut them r their child by cntacting the schl's Principal. Hwever, there will be ccasins when access is denied. Such ccasins wuld include where the release f the

8 infrmatin wuld have an unreasnable impact n the privacy f thers, r where the release may result in a breach f the schl's duty f care t the student. A schl may, at its discretin, n the request f a student grant that student access t infrmatin held by the schl abut them, r allw a student t give r withhld cnsent t the use f their persnal infrmatin, independently f their Parents. This wuld nrmally be dne nly when the maturity f the student and/r the student's persnal circumstances s warranted. Enquiries and cmplaints If yu wuld like further infrmatin abut the way BCE r a schl manages the persnal infrmatin it hlds, r wish t make a cmplaint that yu believe that BCE r a schl has breached the Australian Privacy Principles, please cntact the schl's Principal. BCE r the schl will investigate any cmplaint and will ntify yu f a decisin in relatin t yur cmplaint as sn as is practicable after it has been made. REFERENCES AND DEFINITIONS The Privacy Act 1988 (Cth).