Schoolbox

This policy outlines Ilim College's ongoing obligations to you in respect of how we manage your Personal Information.

We are required to comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au.

What kinds of Personal Information do we collect and how?

Personal Information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

We collect and hold Personal Information about students, parents and guardians, staff, volunteers, job applicants, contractors and other persons who come into contact with us in the course of our business of providing education. The Personal Information we may collect and hold includes the following, where relevant in each case:

names
addresses, email addresses, phone numbers and other contact details
date of birth
next of kin, marital status
health information and sensitive information
billing details, financial information
photographic or video images
attendance records
personal references
Working with Children clearances.

This Personal Information is generally collected in a variety of ways including:

correspondence and forms filled out by parents and students (for example, an enrolment application, medical forms, camp and excursion forms)
face to face meetings and interviews
registering for events
by email and telephone calls, via our website www.ilimcollege.vic.edu.au
from third parties (for example, from health professionals, references from other schools, a referee or prior employer of a job applicant).

We collect your Personal Information for the primary purpose of providing our educational services to our students and parents, providing information to our business partners and for marketing and fund-raising purposes. 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.

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.

Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be collected and used by us only if it is reasonably necessary for, or directly related to, our functions and activities as a school and either:

the individual has consented; or
we are required or authorised by or under law, including the APPs, to do so.

Health Information

Health Information is information or opinion about the health or disability of an individual, the individual's expressed wishes about the future provision of health services, or a health service provided to the individual, currently or in the future.

Health Information will be collected and used by us only if it is reasonably necessary and may include:

information about physical or mental health
medical assessments and referrals
medical background, including any conditions, treatments, or special needs reports and test results
immunisations
diagnosis of disorders or disability.

Employee records exception

The APPs do not apply in relation to our handling of employee records if such handling is directly related to a current or former employment relationship between Ilim College and an employee.

An employee record is a record of Personal Information relating to the employment of an employee and includes, for example, health information about an employee and Personal Information about the engagement, training, discipline, terms and conditions of employment of the employee and the employee's performance or conduct.

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.

Why we collect Personal Information

The main purposes for which we collect, hold and use Personal Information include:

Students and parents

The primary purpose of collection includes:

to keep parents informed about matters related to their child's schooling, through correspondence, newsletters and magazines
to provide an effective educational experience for students
to support students' health and wellbeing
to carry out day-to-day administration of the school
to meet the School's legal and compliance obligations and allow the School to fulfil its duty of care
to request involvement in fundraising initiatives
other purposes as outlined on individual forms, for example, camps and excursions
maintaining an archival record of the school and its community for historic purposes.

Job applicants and contractors

The primary purpose of collection is to assess and, if successful, to engage the job applicant or contractor in order:

to administer the recruitment and engagement lifecycle process of staff and contractors
to meet the College's legal obligations, for example, in relation to child protection legislation
to protect the security of our students, staff, and visitors and our property
for insurance purposes.

Volunteers

Volunteers assist us in organising special school-related functions or to conduct associated activities or to run and participate in our volunteer bodies.

Our primary purpose of collection is to assess and, if successful, engage the volunteer in order:

to administer the volunteer engagement lifecycle process
to meet the College's legal obligations, for example, in relation to child protection legislation
to protect the security of our students, staff, and visitors, and our property
for insurance purposes.

Unsolicited information

Unsolicited information is Personal Information we receive that we have taken no active steps to collect (such as an employment application sent by an individual of their own initiative, rather than a response to a job advertisement).

We might keep records of such information if the Privacy Act permits it. If not, we will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.

Disclosure of Personal Information

The primary purpose for which we might use or disclose the Personal Information we hold is to provide educational and related services to our students and to keep their parents and guardians informed of student progress and to ensure the safety, welfare and care of our students.

We may also use or disclose the Personal Information we hold in circumstances that are permitted or authorised by the APPs, including:

where the use or disclosure is required or authorised by or under an Australian law or a court/tribunal order (such as a subpoena or warrant)
if we reasonably believe that the use or disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of any individual
if we have reason to suspect that unlawful activity, or misconduct of a serious nature, that relates to our functions and activities has been, is being or may be engaged in and the use or disclosure is necessary for us to take appropriate action in relation to the matter
we reasonably believe that the use or disclosure is reasonably necessary for an enforcement related activity conducted by an enforcement body, such as the Victoria Police.

Instances of persons to whom we may disclose Personal Information held about a student or other individual include:

people providing services to the College, including specialist visiting teachers, consultants, counsellors, sports coaches and other co-curricular providers
third party providers who act for or on behalf of the College in providing administrative, educational or other support services, including consultants assisting or advising on academic programs, pedagogical approaches and student performance
another school or educational institution
parents
recipients of school reports, publications, newsletters and magazines
parent associations
medical practitioners or other health-related professionals
law enforcement agencies
debt collection agencies
State and Federal Government departments.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure. Such manner includes:

locked storage of paper records
password access rights to computerized or digital records
website protection measures (such as firewalls and anti-virus software)
security restrictions on access to our computer systems
controlled access to our offices.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing. Ilim College will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Requests for access to your Personal Information held by Ilim College should be made in writing to:

Email: pr@ilimcollege.vic.edu.au
Writing: Address to the Chief Executive Officer, Ilim College 1473 Sydney Road Campbellfield VIC 3047

There may be circumstances in which the College may refuse an individual access to their Personal Information in compliance with the APPs, including:

we reasonably believe that giving access would pose a serious threat to the life, health or safety of any individual, or to public health or public safety
giving access would have an unreasonable impact on the privacy of others
release may result in a breach of the College's duty of care to the student
release may result in a Breach of Confidence in relation to the staff or other person who provided the information
the request for access is frivolous or vexatious
providing access could prejudice the College's negotiations with the individual on a particular matter
giving access would be unlawful
denying access is required or authorised by law.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

If Ilim College refuses to correct your Personal Information as requested by you, we will give you reasons in writing and how you may complain about the refusal.

What if you do not provide us with your Personal Information?

Wherever it is lawful and practicable, individuals have the option of not identifying themselves. However, if the information that Ilim College requests is not provided, the main consequences may be that we cannot:

assess a student for enrolment or continue to enrol a student
properly assess the suitability of an applicant for future employment, as a volunteer or as a contractor
allow a student to participate in a school activity or to provide or allow services to be provided to the student, including medical or first aid services, or provide the full range of educational and support services offered by us
ensure the safety and welfare of a student
communicate fully with the parents or guardians of a student
comply with any lawful obligation of Ilim College, including its duty of care.

Policy Updates

This Policy may change from time to time and is available on our website.

Disclaimer and website

Ilim College is based in Australia. All applications and payments will be processed in Australia.

The password-protected areas of our website contain information that is only available and applicable to current students, current parents/guardians of students, alumnae and current Ilim College staff. As such, access to this information is a privilege of being a member of the Ilim College community. As a condition of entering these password-protected areas, please respect the confidentiality of this site by not re-distributing or misusing the information contained in this area.

While Ilim College has attempted to make the information on this website as accurate as possible, the information on this website is for personal and/or educational use only and is provided in good faith without any express or implied warranty. There is no guarantee given as to the accuracy or currency of any individual item on the website. Persons accessing the website who require confirmation of any information should contact the College directly. Ilim College does not accept responsibility for any loss or damage occasioned by use of the information contained on the website.

While the College will make every effort to ensure the availability and integrity of its information, it cannot guarantee that these will always be available, and/or free of any defects, including viruses. Users should take this into account when accessing the information. All access and use is at the risk of the user.

Information provided about subjects and courses are an expression of intent only and are not to be taken as a firm offer or undertaking. The College reserves the right to discontinue or vary such subjects, courses, or co-curricular offerings at any time without notice.

Ilim College has provided links to a number of other web sites as a service to users of this website. This service does not mean that the College endorses those sites or material on them in any way. Ilim College is not responsible for the use of a link for which a commercial charge applies. Individual users are responsible for any charges that their use may incur.

Privacy Policy Complaints and Enquiries

You may make a complaint to Ilim College if you consider that the College has interfered with your privacy because of an alleged breach of the APPs. A complaint can be made in writing addressed to the Chief Executive Officer or email - pr@ilimcollege.vic.edu.au.

The complaint must specify the details of the alleged breach. The College will investigate any complaint and report back to you on its decision as soon as is practicable.

If the College determines that there has been a breach of the APPs, it will advise you in writing of any action it will take to remedy the breach. We will maintain a record of all complaints and determinations and of the action taken to remedy any breach.

Further information on the Privacy Legislation is available on www.oaic.gov.au or by contacting:

Office of the Australian Information Commissioner
GPO Box 5218 Sydney NSW 2001
Privacy Hotline: 1300 363 992
Email: enquiries@oaic.gov.au

If you have any queries about our Privacy Policy please contact us at: pr@ilimcollege.vic.edu.au

Schoolbox: Guidelines of Use and Privacy Policy