- Privacy Act (WA)
- Workplace Relations Act 1996
- Code of Ethics
- Anti-Discrimination Policy
- Staff Recruitment Policy
What kind of personal information does a school collect and how does a school collect it?
The type of information the school collects and holds includes (but is not limited to) personal information, including sensitive information, about: students and parents and/or guardians before, during and after the course of a student’s enrolment at the school; job applicants, staff members, volunteers and contractors; and other people who come into contact with the school.
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, and telephone calls. On occasions people other than Parents and students provide personal information. 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 school will use personal information it collects from parents 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 consent has been given.
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 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 school.
The purpose for which the school uses personal information of students is 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 wellbeing; seeking donations and marketing for the school; to satisfy the school’s legal obligations; and to allow the school to discharge its duty of care.
In some cases where the school requests personal information about a student or parent, if the information requested is not obtained, the school 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 school’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 school uses personal information of job applicants, staff members and contractors include: administering the individual’s employment or contract, as the case may be; insurance purposes; seeking funds and marketing for the school; to satisfy the school’s legal obligations, for example, in relation to child protection legislation.
The school also obtains personal information about volunteers who assist the school in its functions or conduct associated activities, such as the Parents and Friends Association, to enable the school and the volunteers to work together.
Marketing and fundraising
Schools treat marketing and seeking donations for the future growth and development of the school as an important part of ensuring that the school continues to be a quality learning environment in which both students and staff thrive. Personal information held by a school may be disclosed to an organisation that assists in the school’s fundraising, for example, the Parents and Friends Association.
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.
Disclosure of personal information
The school may disclose personal information, including sensitive information, held about an individual to:
- another school;
- government departments;
- medical practitioners;
- people providing services to the school, including specialist visiting teachers and sports coaches;
- recipients of school publications, like newsletters and magazines;
- parents; and anyone who authorises the school to disclose information.
Sending information overseas
The school 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.
In referring to ‘sensitive information’, the school means information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information and health 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 school staff are required to respect the confidentiality of students’ and parents’ personal information and the privacy of individuals.
The school has in place steps to protect the personal information the school 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.
Updating personal information
The school endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update his/her personal information held by a school by contacting the Administration Secretary of the school at any time.
The National Privacy Principles require the school not to store personal information longer than necessary.
Parents have the right to check the information the school holds
Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which the school holds about them and to advise the school 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.
Requests to access any information the school holds can be made to the Principal in writing. The school may charge a fee to cover the cost of verifying the application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the school will advise the likely cost in advance.
Consent and rights of access to the personal information of students
The school respects every parent’s right to make decisions concerning their child’s education.
Generally, the school will refer any requests for consent and notices in relation to the personal information of a student to the student’s parents. A school 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 school about them or their child by contacting the 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 school’s duty of care to the student.
Photos, Videos and Sound Recordings
Throughout this section the terms photograph, photographed and image are used, but this should be taken to apply equally to all forms of media recording – the recording of still images, moving images, or voice recording but also including any other forms of recording that might also be available.
The law regarding photographs is as follows. Unless there is prior agreement to the contrary, any recordings a person makes are the property of that person – however there are significant limitations upon what they may do with the image. Any element of a photograph which is covered by copyright – for example the likeness of a person or a school uniform or premises – gives the owner of that copyright a part of the copyright of the image. For example, in a photograph of two children in uniform taken on school premises there are 4 copyright holders – the parents or guardians of each of the students (acting on the student’s behalf as they are legally minors), the school and the photographer, when the photographer is not an employee of the school.
The images may not be distributed, exhibited, published, uploaded or otherwise made available to any other party, without the permission of all parties owning part or all of the copyright.
During the course of the students’ academic life, their images will be recorded. This may be to document their participation or achievements, as a part of their academic work or simply as a social act.
By enrolling them in the school, parents give permission for such recordings to occur as a part of the
School’s regular activities. They also give the school permission to use their students’ images for internal purposes – posters on the school premises, reports etc.
If parents do not wish for their students’ images to be recorded for any reason, they are to notify the school in writing.
Where these images are held by the school – as a part of students’ academic records or as a part of the school’s general archives – they are governed by the rules concerning private information held by the school as described elsewhere in this policy, however there are a number of specific considerations:
- A student’s image may occur as incidental content in images that are a part of another student’s academic record. In response to a query for that student’s academic record, the other student’s image may be provided. This may also happen with group images if, for example, a group of students and a staff member who worked together on something are recorded.
- Students are expected to participate in ‘public performance’ events throughout the year, such as Corroborees, plays, sports days, market days etc… These events may be recorded by the school, an agent acting on the school’s behalf, by the parents and relatives of students participating in the event, by the students themselves or by members of the public attending these performances.Parents and children may donate copies of such recordings to the schools archive, which the school may add to a student’s academic record. Recordings made by people outside the school’s control may not be distributed without the express permission of the school and the parents/guardians of the specific students.
- There are a number of external school events throughout the year, such as excursions and camps. During this time students may be recorded by the staff, parent volunteers, an agent acting on the schools behalf, other students, representatives of the site they are visiting and such members of the public they may encounter.Parents and students may donate copies of such recordings to the schools archive which the school may add to a student’s academic record. Recordings made by people outside the schools control may not be distributed without the permission of the school and the parents/guardians of the specific students.
Representatives of the site visited may not use the images for social media, external or commercial purposes without the express permission of the school and the parents or guardians of the specific students involved.