Privacy Policy

1. Introduction

This policy outlines the way in which Independent Schools Victoria and Victorian Independent Schools Block Grant Authority Limited (collectively referred to as ISV) will collect, use, manage and disclose personal, sensitive and health information (collectively referred to as personal information).

 

 2. What is personal information?

Personal information is information or an opinion:

  • whether the information or opinion is true or not; and
  • whether the information or opinion is recorded in a material form or not.

ISV is bound by the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth) (Privacy Act). The APPs regulate the way that personal information is collected, used, disclosed and managed.

 

3. What is sensitive information?

Sensitive information is information or an opinion about a person’s:

  • racial or ethnic origin;
  • political opinion;
  • membership of a political association;
  • religious belief or affiliation;
  • philosophical belief;
  • membership of a professional or trade association or trade union;
  • sexual preferences or practices;
  • criminal record; or
  • health information.

Sensitive information will only be used and disclosed by ISV for the purpose for which it was provided by you or a directly related secondary purpose, unless you provide consent to another secondary use or disclosure, or where the use or disclosure of that sensitive information is allowed by law.

 

 4. What is health information?

Health information includes information or opinions about a person’s:

  • physical and mental health;
  • disability;
  • health preferences (including future provision of health services);
  • use of health services;
  • bodily donations (for example blood, organs); or

Health information will only be used and disclosed by ISV for the purpose for which it was provided by you or a directly related secondary purpose, unless you provide consent to another secondary use or disclosure, or where the use or disclosure of that health information is allowed by law.

 

 5. Information collected by ISV

ISV will only collect personal information that is reasonably necessary for, or directly related to ISV’s activities or functions, or to which you have consented.

The type of information ISV collects and holds includes (but is not limited to), personal information about:

  • staff and governors at member schools;
  • students enrolled at member schools and their parents, carers or guardians;
  • job applicants;
  • staff members;
  • volunteers;
  • consultants;
  • contractors;
  • customers;
  • suppliers;
  • people who attend our learning events, seminars, functions and conferences; and
  • any other person who comes into contact with ISV.

Such personal information may include your:

  • full name;
  • address;
  • contact details (including telephone number and email address);
  • photograph;
  • date of birth;
  • gender;
  • academic results;
  • academic record;
  • disciplinary record;
  • bank account details;
  • tax file numbers for Commonwealth supported students;
  • visa information for overseas students; and
  • emergency contact details.

 

6. Exception in relation to employee records

The APPs and this policy do not apply to ISV’s treatment of ISV’s employee records where the treatment is directly related to a current or former employment relationship between ISV and the employee.

 

 7. How ISV collects personal information

ISV may collect personal information about you in the following ways:

  • by forms filled out and submitted to ISV by you (including online forms);
  • by written correspondences (such as letters and emails);
  • in person (for example in face-to-face meetings and interviews);
  • in telephone calls;
  • through our websites;
  • from regulatory authorities; and
  • from third party disclosures, including student data from schools and government agencies, or a referral or reference from a school or educational organisation.

 

8. Your obligations when you provide us with the personal information about other persons

You must not provide ISV with personal information about any other person unless you have the express consent of that person.

If you provide ISV with such information about another person, before doing so, you must:

  • tell that person that you will be providing their information to ISV and that ISV will handle their information in accordance with this policy;
  • provide that person with a copy of (or refer them to) this policy; and
  • warrant that you have that person’s consent to provide their information to ISV.

 

9. Why ISV collects personal information

The primary purposes for which ISV may collect, hold, use and disclose personal information include:

  • to provide advice and assistance to schools;
  • to send you information if you are on one of our mailing lists;
  • to send you invitations to learning events, seminars, functions and conferences;
  • to perform research and analysis;
  • to answer queries and resolve complaints;
  • to recruit staff and contractors.

ISV may also collect, hold, use and disclose personal information for other purposes explained at the time of collection or which are:

  • required or authorised by or under law; or
  • for which you have provided your consent.

 

10. Use of personal information

ISV will only use personal information it collects for the primary purpose of that collection, and for such other secondary purposes that are related to the primary purpose of that collection and are reasonably expected by you or to which you have consented.

Students

If you are a student, the primary purpose of collecting your personal information is to:

  • enable ISV to assess applications for funding or other program activities (ISV may not be able to assess your eligibility for funding, services or other support if it does not have the relevant personal information);
  • provide educational services to you; and
  • seek feedback, monitor, or improve the quality of ISV’s services.

Job applicants

If you are a job applicant the primary purpose of collecting your personal information is to assess your application and, if successful, to engage you as an employee, staff member, consultant or contractor.

ISV staff members, consultants and contractors

If you are a staff member, consultant or contractor, the primary purpose of collecting your personal information is:

  • to administer your employment or contract;
  • for insurance purposes;
  • to provide information to Member Schools; and
  • to satisfy ISV’s legal requirements.

Member school staff and governors

If you are a staff member or governor of a member school, ISV’s primary purpose of collecting your personal information is to provide services to member schools, including (but not limited to):

  • providing information, advice and assistance;
  • professional learning;
  • administering our programs;
  • providing representation and advocacy services on behalf of member schools; and
  • promoting Independent schools to the public.

 

11. Disclosure of your personal information

ISV may disclose personal information to:

  • member schools;
  • government departments or bodies and regulatory authorities;
  • courts and tribunals;
  • professional associations or registration bodies;
  • ISV’s service providers, contractors and suppliers; and
  • recipients of ISV publications (for example, newsletters).

ISV will not disclose personal information to any other third party unless one of the following applies:

  • you have consented;
  • you would reasonably expect, or you have been told, that information of that kind is usually disclosed to that party;
  • ISV believes, in its absolute discretion, it is in the public interest;
  • it is required or authorised by law; or
  • it will prevent or lessen a serious and imminent threat to somebody’s safety or health.

In certain circumstances, ISV may share de-personalised aggregated data with third parties to meet its commitments as a service provider to Member Schools and their students. Nothing in this privacy policy prevents ISV from using and disclosing de-personalised aggregated data to others.

 

12. isRecruit Platform

ISV owns and operates the website located at recruit.iseducation.com.au (isRecruit).

Job applicants

If you are a job applicant, ISV may collect, use and disclose your personal information when you:

  • access and use isRecruit;
  • register with isRecruit;
  • create a profile;
  • contact ISV to report a problem with isRecruit or make any enquiry or comment;
  • complete a job application; and
  • upload or edit a resume.

Job applicants acknowledge that ISV may disclose personal information in relation to a job application to an employer or their nominated representative. The use of personal information by an employer or their nominated representative is not within the control of ISV and ISV does not accept responsibility for the collection, use or disclosure of that information by the employer or their nominated representative. ISV encourages job applicants to review and understand the privacy policies of the employer before providing any personal information.

Any questions that job applicants have relating to a job advertised on isRecruit should be directed to the employer.

Employers

If you are an employer, ISV may collect, use and disclose your personal information when you:

  • access and use isRecruit;
  • register with isRecruit;
  • contact ISV to report a problem with isRecruit or make any enquiry or comment;
  • create a school profile; and
  • post and manage a job application.

Resumes

Job applicants may upload a resume to isRecruit and use their resume when applying for a job.

Job applicants can delete their resume from isRecruit at any time. However, ISV cannot control the use or disclosure of resumes that have been accessed by other users.      Deleting a resume will mean that it is no longer accessible to the registered user. Deleted records may still be stored by ISV in backup systems for a period of time.

 

13. Overseas disclosure of personal information

From time to time, for the purpose of carrying out ISV’s functions and activities, ISV may need to disclose personal information to third parties who are located in countries outside of Australia (overseas recipient). Such information will only be disclosed with your consent and in accordance with the APPs.

 

14. Management and security of personal information

ISV takes all reasonable steps to protect the personal information it holds from misuse, loss, interference, unauthorised access, modification or disclosure. However, ISV will not be held responsible for events arising from unauthorised access of your personal information.

Some of the measures ISV implements to protect the integrity of your personal information include:

  • locked storage of paper records;
  • password protected access to all systems and information;
  • segregated user access to information across all IT systems;
  • constantly monitored IT systems;
  • retention of audit records to demonstrate access to systems and information;
  • full data recovery capability including off site backup; and
  • up-to-date patching of system vulnerabilities as they become known.

Your personal information will be retained for only as long as it is needed, and it will then be disposed of lawfully and securely.

 

15. Data Breach Response Plan

If a data breach occurs, ISV will comply with the Data Breach Response Plan.

 

16. Updating personal information

ISV endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. You have a right to access your personal information held by ISV and to seek corrections to this information, subject to exceptions in the Privacy Act.

Please let ISV know as soon as possible if there are any changes to your personal information or if you believe the personal information ISV holds about you is not accurate, complete or up-to-date.

To make a request to access your personal information held by ISV or to update your personal information, contact ISV in writing at the address below.

 

17. How to make a complaint

If you wish to make a complaint about how ISV has collected, used or disclosed your personal information, please contact ISV using the contact details below. You will need to provide ISV with sufficient details regarding your complaint, together with any supporting evidence and information.

ISV will refer your complaint to its Privacy Officer who will investigate the issue and determine the steps (if any) that ISV will undertake to resolve your complaint. ISV will contact you if it requires any additional information and will notify you in writing of the outcome of the investigation.

If you are not satisfied with our determination, you can contact ISV to discuss your concerns or contact the Office of the Australian Information Commissioner (OAIC) via www.oaic.gov.au or by telephoning the OAIC’s enquiry line (1300 363 992)

 

18. How to contact ISV

If you have any questions, comments, or complaints, about this policy or its implementation, or requests to access or update your personal information please contact the Privacy Officer at ISV at:

Address: PO Box 119 North Melbourne VIC 3051

Email: ISV.Privacy@is.vic.edu.au

Telephone: (03) 9825 7200

 

19. Changes to this policy

ISV may amend this policy from time to time. If it does, the amended policy will be available at www.is.vic.edu.au

Revised: April 2021