Your privacy is important

This statement outlines Ascham’s policy on the use and management of personal information provided to or collected by it. Ascham is bound by the National Privacy Principles contained in the Commonwealth Privacy Act. [1] Ascham may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to its operations and practices and to make sure the policy remains appropriate to the changing school environment.

What kind of personal information does Ascham collect and how is it collected ?

Ascham collects personal information, including sensitive information, about pupils and parents and guardians (‘ Parents’ ) before, during and after the course of a pupil’s enrolment at Ascham. It also collects information about job applicants, staff members, volunteers and contractors as well as other people who come in contact with the School. Personal information is generally collected by means of forms filled out by Parents or pupils, face-to-face meetings and interviews, and telephone calls. In some circumstances Ascham may be provided with personal information by a third party, for instance a report provided by a medical professional or a reference from another school.

How will Ascham use the personal information?

Ascham will use personal information it collects for the primary purpose for which it is collected, for secondary purposes that are reasonably related to the primary purpose or for purposes to which you have consented.

Pupils and Parents: Ascham’s primary purpose in collecting personal information concerning pupils and Parents is to enable it to provide schooling for your daughter. This includes satisfying the needs of both Parents and their daughters throughout the whole period the pupil is enrolled at Ascham. Ascham uses personal information of pupils and Parents to enable it to meet its legal obligations and for:

• keeping Parents informed about matters related to their daughter’s schooling, through correspondence, newsletters and magazines;
• looking after the girls’ educational, social and medical wellbeing;
• keeping the wider school community informed about school activities;
• seeking support for the activities and needs of the school; and
• protecting the long term future of the school.

In some cases where personal information requested about a pupil or Parent is not obtained, Ascham may not be able to enrol or continue the enrolment of the pupil.

Job applicants, staff members and contractors: Ascham’s primary purpose in collecting job information about job applicants, staff members and contractors is to assist it in obtaining and retaining appropriately qualified employees and contractors. Ascham uses this personal information for purposes that include:

• administering the individual’s employment or contract;
• insurance purposes;
• providing for the financial stability of the school;
• satisfying Ascham’s legal obligations, for example, in relation to child protection legislation.

Volunteers: Ascham also obtains personal information about volunteers who assist Ascham in its various activities for the purpose of enabling the school and the volunteers to work together.

Marketing and fundraising: Ascham treats marketing and seeking donations for the future growth and development of Ascham as an important part of ensuring that Ascham continues to be a quality-learning environment in which both pupils and staff thrive. Personal information held by Ascham may be disclosed to an organisation that assists in Ascham'’ fundraising, for example, the Ascham Foundation and the Old Girls' Union. 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

Ascham may disclose personal information, including sensitive information, held about an individual to:

• another school;
• government departments;
• medical practitioners;
• people providing services to Ascham, including specialist visiting teachers and sports coaches;
• recipients of School publications, like newsletters and magazines;
• parents; and
• persons to whom you authorise Ascham to disclose information.

Sending information overseas: Ascham 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.

How does Ascham treat sensitive information?

‘Sensitive information’ means health information about an individual or 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.

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

Ascham’s staff are required to respect the confidentiality of pupils’ and Parents’ personal information and the privacy of individuals. The school has in place steps to protect the personal information it holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods. These include locked storage of paper records and pass worded access rights to computerised records. The National Privacy Principles require Ascham not to store personal information longer than necessary.

Updating personal information: Ascham endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. Under the Commonwealth Privacy Act, individuals have the right of access to their personal information that Ascham holds and to advise Ascham of any perceived inaccuracy. There are some exceptions to this right set out in the Act. A person may seek to review, update or correct their personal information held by Ascham by contacting the school at any time.

Access to personal information

Pupils will generally have access to their personal information through their Parents, but older pupils may seek access themselves. Ascham may, at its discretion, on the request of such a pupil, grant that pupil access to information held by Ascham 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'’ personal circumstances so warrant.

To make a request for access to any information Ascham holds about you or your daughter, please contact the Headmistress in writing. Ascham may require you to verify your identity and specify the information you require. The school 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, Ascham will advise the likely cost in advance. Access may be denied in limited circumstances including where release of the information would have an unreasonable effect on the privacy of others, or where the release may result in a breach of Ascham’s duty of care to the pupil.

Requests for personal information: Ascham respects every Parent’s right to make decisions concerning their child’s education. Generally, Ascham will refer any requests for consent and notices in relation to the personal information of a pupil to the pupil’s Parents. Ascham 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.

Enquiries

If you would like further information about the way Ascham manages the personal information it holds, please contact the Headmistress in writing.

17/3/2011