The School collects personal information, including sensitive information, from students, parents/carers, staff, volunteers, contractors and other individuals for the purposes of conducting the School’s functions and activities and providing educational services.
The School may collect personal information directly from you, or from third parties where permitted or required by law. The School may collect information through enrolment forms, applications, correspondence, meetings, interviews, telephone conversations, electronic communications, online systems, photographs, video recordings and other interactions with the School.
The primary purpose of collecting personal information is to enable the School to provide schooling and educational services to students and to meet its duty of care and legal obligations. Personal information may also be used for purposes including:
- administering enrolment and student records;
- communicating with parents/carers and students;
- providing educational, pastoral, wellbeing and support services;
- managing student activities, excursions, camps, sporting activities and other School events;
- administering assessments and reporting;
- managing staff, volunteers, contractors and other School personnel;
- maintaining School facilities, systems and records;
- complying with legal, regulatory and reporting obligations;
- responding to emergencies and protecting the health, safety and wellbeing of students, staff and others;
- managing School operations, finances, fundraising and communications; and
- other purposes that are related to the School’s functions and activities or for which consent has been provided.
The School may disclose personal information where reasonably necessary for these purposes, including to parents/carers, government and regulatory authorities, health and welfare professionals, service providers, contractors, professional advisers and other organisations where permitted or required by law.
Some of the School’s service providers may store or process personal information overseas, including through cloud-based systems. The School takes reasonable steps to ensure that personal information is handled appropriately by third-party providers and in accordance with applicable privacy requirements.
Photographs, Video and Other School Imagery
The School may collect photographs, video recordings and other images or recordings of students, staff and other members of the School community in connection with School activities and events. Where an individual is reasonably identifiable, such imagery may constitute personal information and will be managed accordingly.
Images and recordings may be collected and used for legitimate School purposes, including documenting and communicating School activities, student achievements and participation, educational and sporting activities, excursions, camps, events, newsletters, annual reports, School publications, internal communications and School-managed online services.
Before making photographs, videos or other identifying imagery publicly available, the School will consider the purpose of the publication, the audience and accessibility of the material, the context in which the imagery was obtained, the potential risks to individuals, and whether the material can appropriately be published without identifying individuals.
Where photographs, videos or other identifying material are intended to be used for public-facing or promotional purposes, including publication on the School’s public website or social media or in other publicly accessible material, the School will seek appropriate consent from a parent/carer or the relevant individual, as applicable.
The School recognises that photographs and videos published online may be copied, downloaded, redistributed, altered or manipulated by others without the School’s knowledge or control. This includes the possibility that imagery may be subjected to artificial intelligence (AI) technologies, including face-swapping, deepfakes, impersonation or other forms of manipulation or misuse.
Accordingly, consent to the collection or publication of School imagery does not guarantee that the School can prevent third parties from copying, modifying or otherwise misusing material once it has been made available online. The School will take reasonable steps to reduce these risks, including considering whether public publication is necessary, limiting access where appropriate, applying available privacy and access controls, and avoiding unnecessary identifying information accompanying images.
Where appropriate, the School may use less identifying forms of imagery, such as group photographs, photographs taken from behind, photographs in which individuals are not readily identifiable, or appropriately edited or blurred images.
The School will also consider the privacy and security settings of platforms used to store, display or distribute photographs and videos and will have regard to the retention and deletion of historical imagery where appropriate.
Parents/carers who are provided with access to School online platforms, portals, galleries or other School-managed materials containing photographs or videos are expected to respect the privacy of students and staff. Such material must not be copied, downloaded, published, distributed, altered or otherwise used in a manner that is inconsistent with the purpose for which access was provided or that may adversely affect the privacy, safety, dignity or wellbeing of another person.
The School may review and update its practices concerning photographs, videos and other imagery as technology, privacy risks and applicable legal requirements develop. Where consent is relied upon for a particular use of imagery, the School may seek updated or more specific consent where appropriate.
Parents/carers or individuals may contact the School regarding the use of photographs, videos or other imagery, including to raise concerns about a particular image or recording or to request that previously provided consent be withdrawn for future use. Withdrawal of consent will not affect uses that have already occurred or material that has already been lawfully published or distributed, but the School will consider reasonable steps to prevent further use where practicable.
Access to Personal Information
You may request access to personal information held by the School about you or, where applicable, your child. The School will respond to requests for access in accordance with applicable privacy laws and the School’s Privacy and Information Management Policy.
You may also request correction of personal information that you consider to be inaccurate, incomplete or out of date.
Complaints
If you have a concern about the way the School has collected, used, disclosed, stored or otherwise handled personal information, you should contact the School in the first instance so that the matter can be considered and addressed.
The School will handle privacy complaints in accordance with its Privacy and Information Management Policy and applicable privacy requirements.
Fundraising
The School may use personal information to communicate with parents/carers, former students and other members of the School community regarding fundraising activities, donations and other School initiatives. Individuals may request not to receive such communications.
If you have any questions about this Collection Notice or the way the School handles personal information, please contact the School.
