1.1 Personal informationmeans information or opinion that is recorded in any form and whether true or not, about an individual whose identity is apparent, or can be reasonable be determined from the information or opinion. For example this includes all paper and electronic records, photographs and video recordings
1.2 Health informationis defined as including information or opinion about a person’s physical, mental or psychological health, or disability, which is also classified as personal information. This includes information or opinion about a person’s health status and medical history, whether recorded or not
1.3 Sensitive informationis defined as 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 classified as personal information about an individual
1.4 In this policypersonal information refers to personal information, health information and sensitive information unless otherwise specified
1.5 Parentin this policy inrelation to a child, includes step parent, an adoptive parent, a foster parent, guardian, or a person who has custody or daily care and control of the child
1.6 Staffin this policy is defined as someone who carries out a duty on behalf of the school, paid or unpaid, or who is contracted to, or directly employed by the school or the Department of Education and Training (DET). Information provided to a school through job applications is also considered staff information
1.7 DETDepartment of Education & Training
This policy applies to members of school staff and the school council at Coatesville Primary School. This policy will be made available on request.
3.1 All staff members of Coatesville Primary School are required by law to protect the personal and health information the School collects and holds.
3.2 The Victorian privacy laws, the Information Privacy Act 2000 and Health Records Act 2001, provide for the protection of personal and health information.
3.3 The privacy laws do not replace any existing obligations Coatesville Primary School has under other laws. Essentially this policy will apply when other laws do not regulate the use of personal information.
Personal Information is collected and used by Coatesville Primary School to:
4.1 provide services or to carry out the School statutory functions
4.2 assist the school services and its staff to fulfil its duty of care to students
4.3 plan, resource, monitor and evaluate School services and functions;
4.4 comply with DET reporting requirements
4.5 comply with statutory and or other legal obligations in respect of staff
4.6 investigate incidents or defend any legal claims against the School, its services or its staff and
4.7 comply with laws that impose specific obligations regarding the handling of personal information.
The school collects and holds personal information about students, parents and staff. Student and parent/guardian information is obtained from each student’s enrolment form. This information is stored on the Department of Education and Training’s secure administrative server. Teachers are able to access student data on the Sentral computer package. Information stored on Sentral also includes student absence data, previous school reports, student achievement data and information relating to student wellbeing that is available only to teachers and relevant education support staff.
6.1 The purposes for which the school uses personal information of students and parents include:
6.1.1 keeping parents informed about matters related to their child’s schooling
6.1.2 looking after students’ educational, social and health needs
6.1.3 celebrating the efforts and achievements of students
6.1.4 day-to-day administration
6.1.5 satisfying the school’s legal obligations, and
6.1.6 allowing the school to discharge its duty of care.
6.2 The purposes for which the school uses personal information of job applicants, staff members and contractors include:
6.2.1 assessing the suitability for employment
6.2.2 administering the individual’s employment or contract
6.2.3 for insurance purposes, such as public liability or WorkCover
6.2.4 satisfying the school’s legal requirements, and
6.2.5 investigating incidents or defending legal claims about the school, its services or staff.
7.1 it isrequired for general administration duties and statutory functions; and
7.2 it relates to the purposes for which it was collected; and
7.3 for a purpose that is directly related to the reason the information was collected and the use would be reasonably expected by the individual and there is no reason to believe they would object to the disclosure.
8.1 the person consents, or
8.2 it is necessary to lessen or prevent a serious or imminent threat to life, health or safety or
8.3 is required by law or for law enforcement purposes.
A parent, student or staff member may seek access to their personal information, provided by them, that is held by the school. Access to other information may be restricted according to the requirements of laws that cover the management of school records. These include the Public Records Act and the Freedom of Information Act.
The School aims to keep personal information it holds accurate, complete and up-to-date. A person may update their personal information by contacting the Principal or delegate.
13.1School staff and students have use of information communication technologies (ICT) provided by the School. This use is directed by:
13.1.1 DET’s Acceptable Use policy for Internet, email, and other electronic communications;
13.1.2 DET’s IT Security Policy
Coatesville Primary School’s web and web server do not make records or collect information on visitors to the site for the purpose of identification.
Should the school receive a complaint about personal information privacy this will be investigated in accordance with DET’s Privacy Complaints Handling Policy.