1. The School collects personal information, including sensitive information about students and
parents or guardians and family members before and during the course of a student's
enrolment at the School. This may be in writing, through technology systems (Operoo,
SAS2000 and SIMON) or in the course of conversations and may be direct from the individual
or from another source. The primary purpose of collecting this information is to enable the
School, Catholic Education Offices and the Catholic Education Commission of Victoria Ltd
(CECV) to meet its educational, administrative and duty of care responsibilities to the student
to enable them to take part in all the activities of the School.
2. Some of the information the School collects is to satisfy the School's legal obligations,
particularly to enable the School to discharge its duty of care.
3. Laws governing or relating to the operation of a school require certain information to be
collected and disclosed. These include relevant Education Acts and Public Health and Child
Protection laws.
4. Health information about students (which includes information about any disability as defined
by the Disability Discrimination Act 1992) is sensitive information within the terms of the
Australian Privacy Principles (APPs) under the Privacy Act 1988. The School may require
medical reports about students from time to time and may otherwise collect sensitive
information about students and their families.
5. If any personal information requested by the School is not provided, this may affect the
School's ability to enrol a student, respond to enquiries, provide the student with educational
and support services or allow a person to visit the School.
6. The School may disclose personal and sensitive information for administrative, educational
and support purposes (or may permit the information to be directly collected by third parties).
This may include to:
• School service providers such as the CECV, Catholic Education Offices, school governing
bodies and other dioceses
• third party service providers that provide online educational and assessment support
services, document and data management services, training and support services,
hosting services, and software-as-a-services applications (such as the Integrated Catholic
Online Network (ICON) and Google’s G Suite)
• CECV and Catholic Education Offices to discharge its responsibilities under the Australian
Education Regulation 2013 (Regulation) and the Australian Education Act 2013 (Cth) (AE
Act) relating to students with a disability, including ongoing evaluation of funding
adequacy for individual students
• Authorised organisations in accordance with the Child Information Sharing Scheme
(CISS) or the Family Violence Information Sharing Scheme (FVISS)
• CECV to support the training of selected staff in the use of schools’ systems, such as ICON
• another school to facilitate the transfer of a student
• Federal and State government departments and agencies acting on behalf of the
government e.g. for audit purposes
• health service providers, and people providing educational support and health services
to the School, including specialist visiting teachers, sports coaches, volunteers,
counsellors and providers of learning and assessment tools
• assessment and educational authorities, including the Australian Curriculum,
Assessment and Reporting Authority
• people providing administrative and financial services to the School
• anyone you authorise the School to disclose information to; and
• anyone to whom the School is required or authorised to disclose the information to by
law, including under child protection laws.
7. The school is required by the Federal Australian Education Regulation (2013) and Australian
Education Act 2013 (Cth) (AE Act) to collect and disclose certain information under the
Nationally Consistent Collection of Data (NCCD) on students with a disability. The school
provides the required information at an individual student level to the Catholic Education
Offices and the CECV, as an approved authority. Approved authorities must comply with
reporting, record keeping and data quality assurance obligations under the NCCD. Student
information provided to the federal government for the purpose of the NCCD does not
explicitly identify any student.
8. Personal information collected from students is regularly disclosed to their parents or
guardians.
9. If you make an enrolment application to another School, personal information including health
information provided during the application stage may be collected from, or shared with, the
other school.
10. The School may use online or ‘cloud’ service providers to store personal information and to
provide services to the School that involve the use of personal information, such as services
relating to email, instant messaging and education and assessment applications. Some
limited personal information may also be provided to these service providers to enable them
to authenticate users that access their services. This personal information may reside on a
cloud service provider’s servers which may be situated outside Australia. Further information
about the School’s use of an online or ‘cloud’ service providers is contained in the School’s
Privacy Policy. The countries in which the servers of cloud service providers and other third
party service providers are located may include: USA, Chile, Taiwan, Singapore, Ireland,
Netherlands, Finland, Australia & Belgium (these may change)
11. CES Limited’s Privacy Policy, accessible on the School’s website, sets out how parents or
students may seek access to and correction of their personal information which the School has
collected and holds. However, access may be refused in certain circumstances such as where
access would have an unreasonable impact on the privacy of others, where access may result
in a breach of the School’s duty of care to the student, where students have provided
information in confidence or where the School is otherwise required or authorised by law to
refuse access. Any refusal will be notified in writing with reasons (unless, given the grounds
for refusal, it would be unreasonable to provide reasons).
12. The School makes reasonable efforts to be satisfied about the protection of any personal
information that may be collected, processed and stored outside Australia in connection with
any cloud and third party services and will endeavour to ensure it will be located in countries
with substantially similar protections as the APPs.
13. Where personal, including sensitive information is held by a cloud computing service provider
on behalf of CECV for educational and administrative purposes, it may be stored on servers
located within or outside Australia.
14. School personnel and the school’s service providers, and the CECV and its service providers,
may have the ability to access, monitor, use or disclose emails, communications (e.g. instant
messaging), documents and associated administrative data for the purposes of administering
the ICON system and ensuring its proper use.
15. The School may disclose limited personal information to the school parish to facilitate religious
and sacramental programs, and other activities such as fundraising.
16. CES Limited’s Privacy Policy also sets out how parents and students can make a complaint if
they believe there has been a breach of the APPs and how the complaint will be handled.
17. The School may engage in fundraising activities. Information received from you may be used
to make an appeal to you. [It may also be disclosed to organisations that assist in the School's
fundraising activities solely for that purpose.] We will not disclose your personal information
to third parties for their own marketing purposes without your consent.
18. On occasions information such as academic and sporting achievements, student activities and
similar news is published in School newsletters and magazines, on our intranet [and on our
website]. This may include photographs and videos of student activities such as sporting
events, school camps and school excursions. The School will obtain permissions from the
student’s parent or guardian (and from the student if appropriate) prior to publication to
enable the school to include such photographs or videos [or other identifying material] in our
promotional material or otherwise make this material available to the public such as on the
internet. The school may obtain permissions annually, or as part of the enrolment process.
Permissions obtained at enrolment may apply for the duration of the student’s enrolment at
the school unless the school is notified otherwise. Annually, the school will remind parents and
guardians to notify the school if they wish to vary the permissions previously provided. The
school may include student’s and parents' or guardians' contact details in a class list and School
directory.
19. If you provide the School with the personal information of others, such as other family
members, doctors or emergency contacts, we encourage you to inform them you are
disclosing that information to the School and why.