UJEB Privacy Policy

Purpose

This policy outlines UJEB’s ongoing obligation to exercise appropriate processes and guidelines with respect to the privacy of staff, students and parents’ information.

All personal information considered or recorded will respect the privacy of the individuals involved, whether they be staff, volunteers, parents or children, unless there is a risk to someone’s safety. 

All staff, including contractors, service providers and volunteers at UJEB, must comply with Victorian privacy law and this policy.

UJEB has safeguards and practices in place to ensure that any personal information is protected. Everyone is entitled to know how this information is recorded, what will be done with it, and who will have access to it. 

UJEB will exercise appropriate processes and guidelines that respect the privacy of all staff and students. UJEB considers any breach of privacy to be a serious issue that will need to be investigated.

All UJEB staff, contractors and volunteers must comply with this Privacy Policy when collecting, using, disclosing and managing personal and health information.

Definitions

Personal information – Personal information is recorded information or opinion, whether true or not, about a person whose identity is apparent, or can reasonably be ascertained, from the information. The information or opinion can be recorded in any form. A person’s name, address, phone number and date of birth (age) are all examples of personal information.

Sensitive information – Sensitive information is a type of personal information with stronger legal protections due to the risk of discrimination. It includes information or opinion about an identifiable person’s racial or ethnic origin, political opinions or affiliations, religious beliefs or affiliations, philosophical beliefs, sexual orientation or practices, criminal record or membership of a trade union.

Personal and sensitive information is regulated in Victoria under the Privacy and Data Protection Act 2014 (Vic).

Health information – Health information is information or opinion about an identifiable person’s physical, mental or psychological health or disability. Health information is a type of personal information which, because of its sensitivity, also has different and stronger legal protections.

Health information is regulated in Victoria under the Health Records Act 2001 (Vic).

What information does UJEB collect, and why do we collect it?

UJEB collect the following types of information:

• Information about students and their families provided by students, their families and others – for example, contact and enrolment details, health information, and parenting and access arrangements.
• Information about job applicants, staff, volunteers and visitors provided by job applicants, staff members, volunteers, visitors and others – for example, qualifications, working with children checks, teacher registration and banking details.
• Information about the activities of students, staff and families if they are related to UJEB

UJEB collects your personal information for the primary purpose of providing services to our students and families, and marketing. 

Students’ personal information is used to:

• Assess and provide the services that are required
• Administer and manage those services
• Evaluate and improve the services that we offer
• Contact family, carers, or other third parties as and if required
• Meet obligations under any contracts with funding bodies
• Analyse our services and students’ needs with a view to developing new and/or improved services

We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing (contact details below).

When we collect personal information, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

At times UJEB may collect information that may be considered sensitive, such as, but not limited to, information related to finances and health records. Sensitive information will only be collected when it is required to support student services and/or programs. UJEB will take all reasonable and practical measures to collect any sensitive information in a way that is not intrusive.

UJEB provide families with a privacy collection notice (also known as a collection statement or privacy notice) on enrolment to communicate:

• the reason for collecting information about families and students
• how the information is used and disclosed
• how to access, update and correct the information.

Photographs and videos

Photographs and videos are classified as personal information under the Privacy Act.

During the enrolment process, parents/guardians/carers are asked to complete a consent form regarding the use of photos, videos and social media that may involve the student being enrolled.

Third parties

Where reasonable and practicable to do so, we will collect your personal information only from you. However, in some circumstances, we may be provided with information by third parties. In such a case, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of personal information

Your personal information may be disclosed in a number of circumstances including the following:

• Third parties where you consent to the use or disclosure; and
• Where required or authorised by law.

Accessing Information

All individuals, or their authorised representative(s), have a right to access, update and correct information that a UJEB holds about them, providing access to information or records doesn’t increase a risk to the safety of a child or children.

Access to Student Information

UJEB only provides UJEB reports and ordinary UJEB communications to students, parents, carers or others who have a legal right to that information. Requests for access to other student information or by others must be made by lodging a Freedom of Information (FOI) application through the Department of Education and Training’s Freedom of Information Unit.

Storing and Securing Information

UJEB takes reasonable steps to protect information from misuse and loss, and from unauthorised access, modification and disclosure. UJEB stores all paper and electronic records securely, consistent with the Records keeping policy and information security standards

Records must only be disposed of with written approval of the UJEB principal, after the minimum retention period has been met.

UJEB has systems and processes for managing electronic and hardcopy records to ensure the authenticity, security, reliability and accessibility of these records.

All records must be stored in safe and secure locations to ensure their integrity and accessibility. Permanent records must be stored in conditions that ensure their long-term preservation.