This privacy policy (“Privacy Policy”) explains how Hills Montessori Society (“the School”) collects, manages, and protects personal information provided to or collected by it.
The School has practices in place to comply with the Australian Privacy Principles set out in the Privacy Act 1988 (Cth). In relation to health information, the School also has practices in place to comply with the Health Privacy Principles set out in the Health Records and Information Privacy Act 2002 (NSW) (“Health Records Act”).
The School may, from time to time, review and update this Privacy Policy to take account of new or changes to relevant laws and technology, changes to the School’s operations and practices and to make sure it remains appropriate to the changing school environment.
What kinds of personal information does the School collect and how does the School collect it?
The type of information the School collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:
a. Students and parents and/or guardians (‘Parents’)
- Name, contact details (including next of kin), date of birth, gender, language background, previous school and religion, if applicable
- Parents’ occupation, previous names, and language background
- Medical information (e.g., details of disability and/or allergies, absence notes, medical reports, and names of doctors and dentists)
- Results of assignments, tests, and examinations
- Conduct and complaint records, or other behaviour notes, and school reports
- Information about referrals to government welfare agencies
- Counselling reports
- Health fund details and Medicare number
- Any court orders
- Volunteering information
- Photos and digital recordings at School events
b. Job applicants, staff members, volunteers, and contractors
- Name, contact details (including next of kin), date of birth, and religion
- Information on job application including taxation, banking, or superannuation details
- Wage or salary details, terms and conditions, record of hours and leave balances
- Professional development history including information about training, performance, and conduct
- Salary and payment information, including superannuation details
- Medical information (e.g., details of disability and/or allergies, and medical certificates)
- Complaint records and investigation reports, records of engagement, resignation, or termination of employment
- Union, professional or trade associations membership information
- Leave details
- Photos and videos at School events
- Workplace surveillance information
- Work emails and private emails (when using work email address) and internet browsing history
c. Other people who come into contact with the School
- Name and contact details and any other information necessary for the particular contact with the School.
Personal Information You Provide
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, emails, and telephone calls. On occasions, people other than Parents and students provide personal information.
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.
Exception in Relation to Employee Records
This Privacy Policy does not apply to the School’s treatment of an employee record, where the treatment is directly related to a current or former employment relationship between the School and employee.
The purposes for which and how the School use the personal information you provide?
Students and Parents
The School’s primary purpose of collecting personal information is to enable the School to provide schooling to students enrolled at the school, exercise its duty of care, and perform necessary associated administrative activities, which will enable students to take part in all the activities of the School.
The purposes for which the School uses personal information of students and Parents include:
- To keep Parents informed about matters related to their child’s schooling, through correspondence, newsletters, and magazines
- Day-to-day administration of the School
- Looking after students’ educational, social, and medical wellbeing
- Seeking donations and marketing for the School
- To satisfy the School’s legal obligations and allow the School to discharge its duty of care.
Job Applicants and Contractors
In relation to personal information of job applicants and contractors, the School’s primary purpose of collection is to assess and (if successful) to engage the applicant or contractor, as the case may be. The purposes for which the School uses personal information of job applicants and contractors include:
- Administering the individual’s employment or contract, as the case may be
- For insurance purposes
- Seeking donations and marketing for the School
- Satisfying the School’s legal obligations, for example, in relation to child protection legislation.
Volunteers
The School also obtains personal information about volunteers who assist the School in its functions or conduct associated activities, to enable the School and the volunteers to work together.
Marketing and Fundraising
The 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 provide a quality learning environment in which both students and staff thrive. Personal information held by the School may be disclosed to organisations that assist in the School’s fundraising.
Who might the School disclose personal information to and store your information with?
The School may disclose personal information, including sensitive information, held about an individual for educational, administrative, and support purposes. This may include to:
- Other schools and teachers at those schools
- Government departments including for policy and funding purposes
- Medical practitioners
- People providing educational, support and health services to the School, including specialist visiting teachers, sports coaches, volunteers, and counsellors
- Providers of specialist advisory services and assistance to the School, including in the area of Human Resources, child protection, and students with additional needs
- Providers of learning and assessment tools
- Assessment and educational authorities
- Agencies and organisations to whom we are required to disclose personal information for education, funding, and research purposes
- People providing administrative and financial services to the School
- Recipients of School publications, such as newsletters and magazines
- Students’ parents or guardians
- Anyone you authorise the School to disclose information to
- Anyone to whom we are required or authorised to disclose the information to by law, including child protection laws.
Sending and Storing Information Overseas
The School may disclose personal information about an individual to overseas recipients, for instance, to facilitate a school exchange. However, 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)
- Otherwise complying with the Australian Privacy Principles or other applicable privacy legislation.
How does the School treat sensitive information?
Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
Management and Security of Personal Information
The School has steps in place to protect the personal information it holds from misuse, interference and loss, unauthorised access, modification, or disclosure by use of various methods including locked storage of paper records and password access rights to computerised records.
Access and Correction of Personal Information
Under the Privacy Act 1988 (Cth) and the Health Records Act, an individual has the right to seek and obtain access to any personal information which the School holds about them and to advise the School of any perceived inaccuracy.
Enquiries and Complaints
If you would like further information about the way the School manages personal information or wish to complain that you believe the School has breached the Australian Privacy Principles, please contact the Head of School in writing or by telephone.
Contact Details
Hills Montessori School
Address: 10 Taylor St, West Pennant Hills, NSW 2125
Phone: +612 9144 2835
Email: headofschool@hillsmontessori.com
Office of the Australian Information Commission
https://www.oaic.gov.au/about-us/contact-us/
https://www.oaic.gov.au/privacy/privacy-complaints/