Individuals’ privacy is important

This Privacy Policy applies to SA Adelaide Language Centre owned, operated and administered by St Aloysius Centre Inc. 

This Privacy Policy outlines how the Centre uses and manages personal information provided to or collected by it.  The Centre is bound by the National Privacy Principles contained in the Commonwealth Privacy Act 1988. 

The Centre may, from time to time, review and update this Privacy Policy to take account of new laws and technologies, changes to its and the Centre’s operations and practices and to make sure the policy remains appropriate to the changing education environment.

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

• The type of information the Centre collects and holds includes (but is not limited to) personal information, including sensitive information, about:
• students and their parents and/or guardians (‘Parents’) before, during and after the course of a student’s enrolment at the Centre;
• job applicants, staff members, volunteers and contractors; and other people who come into contact with the Centre.

Personal Information provided by an individual:
The Centre will generally collect personal information held about an individual by way of forms filled out by parents, agents or students, face-to-face meetings and interviews, and telephone calls. 

Personal Information provided by other people:
In some circumstances the Centre 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:
This Privacy Policy does not apply, and the National Privacy Principles do not bind the Centre in relation to the Centre’s treatment of an employee record, where the treatment is directly related to the current or former employment relationship between the Centre and employee.

How will the Centre use the personal information an individual provides?
The Centre will use personal information it collects from an individual for the primary purpose of collection, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which an individual has consented.

Students and Parents:
For personal information about students and Parents, the Centre’s primary purpose of collection is to enable the Centre to provide appropriate tuition for the student.  This includes satisfying both the needs of Parents and the needs of the student throughout the whole period the student is enrolled at the Centre

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The purposes for which the Centre may use personal information of students and Parents include:

• to keep Parents informed about matters related to their child’s education, through correspondence and newsletters;
• day-to-day administration;
• to look after students’ educational, social and medical well-being;
• to refer unpaid debts to a debt collection agency;
• to seek specialised advice in relation to the students’ educational, social and medical well-being;
• to satisfy the Centre’s legal obligations and allow the Centre to discharge its duty of care.

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

Job applicants, staff members and contractors: For personal information about job applicants, staff members and contractors, the Centre’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 Centre uses personal information of job applicants, staff members and contractors include:

• to administer the individual’s employment or contract (as the case may be);
• for insurance purposes;
• to enable the Business Manager of St Aloysius College to maintain necessary staff information for entitlements including long service leave, maternity leave, workers compensation and other necessary industrial or employment purposes, and for accreditation and funding purposes;
• to satisfy the Centre’s legal obligations (for example, in relation to child protection legislation).

Volunteers:
The Centre may also obtain personal information about volunteers who assist the Centre in its functions or conduct associated activities to enable the Centre and the volunteers to work together. 

The Centre regards Marketing as an important part of ensuring that the Centre continues to be a quality learning environment in which both students and staff thrive.  Personal information held by the Centre may be disclosed to an organisation that is involved in the Centre's Marketing programme.

Centre publications, like newsletters and brochures, which include personal information or photographs, may be used for marketing purposes.

The Privacy Act allows the Centre to share personal information with any other Centre which is owned and operated and administered by the same incorporated body as detailed in paragraph one.

To whom might the Centre disclose personal information?
 The Centre may disclose personal information (including sensitive information) held about an individual to:

• another institution operated by the same incorporated body (if any);
• Catholic Church Insurances;
• government departments;
• people providing services to the Centre (including specialist visiting teachers, consultants and counsellors);
• recipients of Centre publications, like newsletters and brochures;
• parents;
• anyone to whom the individual authorises the Centre to disclose information.
• Personal information may be made available to Commonwealth and State agencies and the ESOS Assurance Fund

Sometimes the Centre may ask individuals to consent to some disclosures or uses of personal information for certain purposes, either in writing or verbally.  In other cases, consent may be implied.

Sending information overseas: 
The Centre 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 will sensitive information be treated?
 ‘Sensitive information’ means information relating to a person’s racial or ethnic origin, political opinions, religion, trade unions or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; 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 the individual agrees otherwise, or the use or disclosure of the sensitive information is allowed by law.

Management and security of personal information 
The Centre’s staff are required to respect the confidentiality of students’ and Parents’ personal information and the privacy of individuals.

The Centre has in place steps to protect the personal information held 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.

Updating personal information
The Centre 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 contacting the Principal (or the Principal’s nominated delegate) at any time. The National Privacy Principles require the Centre not to store personal information longer than necessary.

Individuals have the right to check what personal information the Centre holds about them

Under the Privacy Act 1988, individuals may seek access to any personal information that the Centre holds about them and to advise of any perceived inaccuracy.  There are some exceptions to this right set out in the Privacy Act 1988. 

For individuals to make a request to access any information the Centre holds about them, they should contact the Principal Administrator (or the Principal Administrator’s nominated delegate), in writing.

The Centre may require individuals to verify their identity and specify what information they require. A fee may be charged to cover the cost of verifying the individual’s application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the individual will be advised of the likely cost in advance.

Consent and rights of access to the personal information of students
For students under 18 years of age, the Centre respects every Parent’s right to make decisions concerning their child’s education. Generally, the Centre will refer any requests for consent and notices in relation to the personal information of a student to the student’s Parents.  The Centre 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 Centre about them or their child by contacting the Principal Administrator (or the Principal Administrator’s nominated delegate). 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 Centre’s duty of care to the student.

The Centre may, at its discretion, on the request of a student grant that student access to information held by the Centre 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 Centre could do so in other circumstances when the maturity of the student and/or the student’s personal circumstances so warranted.

Enquiries
If you would like further information about the way the Centre manages the personal information it holds, please contact the Principal Administrator (or the Principal Administrator’s nominated delegate).