Canberra Grammar School is bound by the National Privacy Principles contained in the Commonwealth Privacy Act.

This statement outlines the School’s policy on how the School uses and manages personal information provided to or collected by it.

The School may, from time to time, review and update this Privacy Policy to take account of new laws and technology, changes to the School’s operations and practices and to make sure it remains appropriate to the changing school environment.

What kind of personal information does Canberra Grammar School collect and how is it collected?

The type of information Canberra Grammar School collects and holds includes (but is not limited to) personal information, including sensitive information, about:

• students and parents and/or guardians 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

Canberra Grammar School will generally collect personal information about an individual by way of forms filled out by parents or students, face-to-face meetings and interviews, and telephone calls. On occasions people other than parents and students provide personal information.

Personal Information provided by other people

In some circumstances Canberra Grammar 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.

Exception in relation to employee records

Under the Privacy Act the National Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to Canberra Grammar School’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between Canberra Grammar School and the employee.

How will Canberra Grammar School use personal information?

Canberra Grammar School will use personal information it collects for the primary purpose for which it is collected, and for such other secondary purposes that are related to the primary purpose and are reasonably expected, or for which consent has been given.

Students and Parents

In relation to personal information of students and parents, Canberra Grammar School's primary purpose of collection is to enable it to provide schooling 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 School. The purposes for which personal information of students and parents is used 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, spiritual and medical wellbeing;
• seeking donations and marketing for Canberra Grammar School;
• satisfying Canberra Grammar School’s legal obligations and allowing CGS to discharge its duty of care.

Where Canberra Grammar School requests personal information about a student or parent, and the information requested is not obtained, CGS may not be able to enrol or continue the enrolment of the student.

Job applicants, staff members and contractors.

In relation to personal information of job applicants, staff members and contractors, Canberra Grammar 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;
• insurance;
• seeking funds and marketing for Canberra Grammar School;
• satisfying the School's legal obligations, for example, in relation to child protection legislation.

Volunteers

Canberra Grammar School also obtains personal information about volunteers who assist CGS in its functions or conduct associated activities, such as the P & F Association, the Old Boys’ Union and the CGS Foundation, to enable the School and the volunteers to work together.

Marketing and fundraising

Canberra Grammar School treats marketing and seeking donations 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 students and staff thrive. Personal information held by Canberra Grammar School may be disclosed to an organisation that assists in the School's fundraising, for example the P & F Association, the Old Boys’ Union, and the CGS Foundation.

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.

Who might Canberra Grammar School disclose personal information to?

Canberra Grammar 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 sport coaches;
• recipients of School publications, such as newsletters and magazines;
• parents;
• anyone authorised by an individual to receive this information.

Sending information overseas

Canberra Grammar School will not send personal information about an individual outside Australia without obtaining the consent of the individual (and in some cases this consent will be implied) or otherwise complying with the National Privacy Principles.

How does Canberra Grammar School treat sensitive information?

In referring to ‘sensitive information’, Canberra Grammar School means: 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; 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 by the individual, or the use or disclosure of the sensitive information is allowed by law.

Management and Security of Personal Information

Canberra Grammar School and its staff respect the confidentiality of students’ and parents’ personal information and the privacy of individuals.

Canberra Grammar 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 security protected access rights to computerised records.

Updating Personal Information

Canberra Grammar School 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 by contacting the School.

The National Privacy Principles require the School not to store personal information longer than necessary.

The Right to Check Personal Information

Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which Canberra Grammar 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, but older students may seek access themselves.

To access personal information that Canberra Grammar School holds an individual should contact the Headmaster in writing and include verification of identity and the specific information required.

Consent and Rights of Access to the Personal Information of students

Canberra Grammar School respects every parent’s right to make decisions concerning their child’s education.

Generally, Canberra Grammar School will refer any requests for consent and collection notices in relation to the personal information of a student to the student’s parents. Canberra Grammar 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 Canberra Grammar School about them or their child by contacting the Headmaster. 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 School’s duty of care to the student.

Enquiries

Further information about the way Canberra Grammar School manages the personal information it holds can be obtained from the Headmaster.