PRIVACY ACT 1988
This statement outlines Ivanhoe Grammar School’s policy concerning its management of personal information provided to, or collected by, the School.
The School is bound by the National Privacy Principles contained in the Commonwealth Privacy Act.
a) Collection of Personal Information
The type of information the School collects and holds, embraces (but is not limited to) personal information, including sensitive information about:
- Students and parents and/or guardians ("Parents") 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.
Personal Information provided by Parents and Students:
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.
Personal Information provided by other people:
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, as part of its activities, take photographs of School activities, staff, students and other personnel for internal use and promotional activities.
Exception in relation to employee records:
b) Use of the personal information provided
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 quality schooling for its pupils. 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 purposes for which the School uses personal information of students and Parents include:
- Keeping 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 well-being;
- Seeking donations and marketing for the School; and
- Satisfying the School’s legal obligations and allowing 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.
Images of the School's students, staff, alumni and visitors are used in many instances via the School's Newsletters, Magazine, Website, Prospectus and other public relations material, for both internal and external promotion of the School and its activities. For example, photographs of students celebrating achievements and participating in activities and may be published from time to time. Parents opposed to having their son/daughter's image used in external publications are asked to advise the School in writing as soon as possible. If an objection to the use of images is not received by the School, the School will assume consent to the uses outlined in this statement.
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;
- For insurance purposes;
- Seeking funds and marketing for the School; and
- Satisfying the School’s legal requirements.
The School also obtains personal information about volunteers who assist the School in its functions or conduct associated activities such as (alumni associations), to enable the School and the volunteers to work together.
Marketing and Fundraising:
The School regards marketing and fundraising 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 pupils and staff thrive. Personal information held by the School may be disclosed to an organisation that assists in the School’s fundraising, for example, the School’s Development or Alumni organisations.
Parents, staff, contractors and other members of the wider School community may from time to time receive fundraising information. School publications such as newsletters and magazines, which include personal information, may be used for marketing purposes.
c) 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, including newsletters and magazines
- Parents; and
- Others who have been so authorised.
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 eg: International Baccalaureate Students);
- Otherwise complying with the National Privacy Principles.
d) Sensitive information
In referring to "sensitive" personal information, the School means: information relating to a person’s racial or ethnic origins, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record 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 agreed otherwise, or where the use or disclosure of that sensitive information is allowed by law.
e) Management and security of personal information
The School’s 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.
f) Updating personal information
The School endeavors 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 School by contacting the School’s Privacy Officer at any time.
The National Privacy Principles require the School to store personal information no longer than necessary.
g) Checking personal information held by the School
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.
To make a request to access any information the School holds about you or your child, please contact the School’s Privacy Officer in writing.
The School may require verification of identity and details of what information is required. 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.
h) 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 direct any request for consent and notices in relation to the personal information of a student, to the student’s Parents. The 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 School’s Privacy Officer. However, there will be occasions when access is denied such as 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.
The School may, at its discretion on the request of a student, grant that student access to information held by the School 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 student involved had reached 18 years of age, but the School could do so in other circumstances when the maturity of the student and/or the student’s personal circumstances so warranted.
i) Matters relating use of Web Sites
When you view School web sites, Ivanhoe Grammar School’s web server (www.ivanhoe.com.au) makes a record of your visit and logs the following information for statistical purposes:
- The Internet Protocol (IP) address of the machine from which you are connecting
- Your top level domain name (for example .com, .gov, .au, .uk etc)
- The date and time of your visit to the site
- The pages that you accessed and documents downloaded
- The previous site you had visited
- The type of browser you are using and the operating system that it runs on.
Access to information collected:
The Office of the Federal Privacy Commissioner will not make an attempt to identify users or their browsing activities. However, in the event of an investigation, a law enforcement agency or other government agency may exercise its legal authority to inspect the Ivanhoe Grammar School’s web server logs.
Use of information collected:
We will only record your email address if you address an email to the school or fill in the appropriate field in a web submission form. Your email address will only be used for the purpose for which you have provided it and it will not be added to a mailing list or used for any other purpose without your consent.
The Ivanhoe Grammar School web site uses "Session" cookies to aid in the ease of browsing through the site.
Contact this Office:
Heads of Campus / Deputy Principal - Privacy Officer.