Billanook College is bound by and adheres to the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988 and Privacy Amendment (Enhancing Privacy Protection) Act 2012 (referred to as the Privacy Act), and the Privacy Amendment (Notifiable Data Breaches) Act 2017. In relation to health records, the College is also bound by the Victorian Health Privacy Principles as contained in the Victorian Health Records Act 2001. As such this statement outlines how the College uses and manages personal information provided to or collected by it.
This policy applies to all members of the College community, as well as members of the public who provide information to the College.
The type of information Billanook College collects and holds includes (but is not limited to) personal information, including health and other sensitive information about:
Personal information 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, any electronic forms of communication 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
Students and Parents
In relation to personal information of students and Parents, the College’s primary purpose of collection is to enable the schooling for your child. This includes satisfying both the needs of Parents, the needs of the student and the needs of the College throughout the whole period the student is enrolled at the School.
The purposes for which the College uses personal information of students and Parents include:-
In some cases where the College requests personal information about a student or Parent, if the information requested is not provided, the College 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, 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:
The College also obtains personal information about volunteers who assist in its functions or conduct associated activities, such as the Billanook College Past Students associations or Friends of Billanook, to enable the College and the volunteers to work together.
Marketing and Fundraising
Billanook College treats marketing and fundraising for its future growth and development 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 its fundraising, for example, the Friends of Billanook (Parents and Friends Association) or Billanook College Past Students’ Association or, on occasions, external fundraising organisations.
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.
Collection and use of student imagery
At various times Billanook College students will be involved in activities that are of interest to the wider community and showcase the students and the College. Personal information in the form of imagery (e.g. photograph, student movies, video/audio presentations, text, graphics) of students may be used by the College and its agents (e.g. Outdoor Education Group) in College promotion (including but not limited to newsletters, magazines, outdoor banners, bus signage and the Billanook website), social networking sites, online directories, affiliated websites, in advertising, or in the media. Imagery is taken with the knowledge of the College, arranged by the Marketing and Community Relations Office, or by staff responsible for a particular activity. There are also times when student work may be displayed, published or photographed for educational or promotional purposes.
As a condition of enrolment the College obtains permission for publication from the students’ parent or guardian. Parents/guardians who do not wish their child’s image to be used are required to notify the College Principal in writing. In certain circumstances, such as arranged promotional photographic opportunities, specific consent will be requested from the parent/guardian.
The College may disclose personal information, including sensitive information, held about an individual to:
Sending Information Overseas
The College may disclose personal information about an individual to overseas recipients, for instance, when storing personal information with cloud service providers which are situated outside Australia or to facilitate a school exchange or overseas school trip.
However, the College will not send personal information about an individual outside Australia without:
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.
The College’s 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 held from misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods including locked storage or paper records and pass-word protected access rights to computerised records.
In accordance with the Privacy Act, the College is required to notify specific types of data breaches to individuals affected by the breach and to the Office of the Australian Information Commissioner (OAIC). A notifiable breach is defined as a data breach that is likely to result in serious harm to any of the individuals to whom the information relates. Serious harm could include serious physical, psychological, emotional and financial harm, as well as serious harm to reputation. The College has implemented a Data Breach Response Plan to provide direction to staff on the management of a data breach.
The College endeavours 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 Registrar of the School at any time.
The Australian Privacy Principles require the College not to store personal information longer than necessary.
Under the Commonwealth Privacy Act and the Victorian Health Records Act 2001, 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. Students will generally have access to their personal information through their Parents, but older students may seek access themselves and correction themselves. There are some exceptions to these rights set out in the applicable legislation.
To make a request to access any information the College holds about you or your child, please contact the Principal 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 reason for refusal.
You may interact with the College anonymously or by using a pseudonym (e.g. an email address that does not contain your actual name) in some circumstances, such as when you make general inquiries about enrolment or employment opportunities. However, we will need to know your identity before we can provide our services to you (i.e. when you wish to enrol a student or be employed by the College.)
As mentioned above, parents may seek access to personal information held by the College 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 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.
The use of the College’s online payment system indicates acceptance by users of our Privacy and Security policies in regard to the collection and use by the College of any information provided for payment purposes.
Identifiable information collected through online payments will be used only for the purpose of processing that individual payment transaction. Non-identifying information may be used for statistical, reporting and research purposes.
The College may store parent credit card or bank account details for the purposes of fee payment for the duration of the student’s enrolment at the College.
If you would like further information about the way Billanook College manages the personal information it holds, or wish to complain that you believe that the College has breached the Australian Privacy Principles please contact the Principal via email: privacy @billanook.vic.edu.au. The College will investigate any complaint and will notify you of the making of a decision in relation to your complaint as soon as is practicable after it has been made.
Standard Collection Notice
In respect of collecting information of a personal or sensitive nature the following Standard Collection Notice shall apply:-
organisations that assist in the College’s fundraising activities). We will not disclose your personal information to third parties for their own marketing purposes without your consent.