The School is bound by the National Privacy Principles contained in the Commonwealth Privacy Act.

The School may, from time to time, review and update this Privacy Policy (click on link on right hand side of page to download) to take account of new laws and technology, changes to the Schools' operations and practices and to make sure it remains appropriate to the changing school environment.

What kind of personal information does the School collect
and how does it collect it?

The type of information Christ Church Grammar School collects and holds includes (but is not limited to) personal information, including sensitive information, about:

• pupils and parents and/or guardians ('Parents') before, during and after the course of a pupil's enrolment at the School;
• job applicants, staff members, volunteers and contractors; and
• other people who come into contact with the School.

Personal Information you provide: The School generally collects personal information held about an individual by way of forms completed by Parents or pupils, face-to-face meetings and interviews, and telephone calls. On occasions people other than Parents and pupils 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: Under the Privacy Act the National Privacy Principles do not apply to an employee record. As a result, 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.

How will the School use the personal information you provide?

The School will use personal information it collects from you for the primary purpose of educational administration, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected, or to which you have consented.

Pupils and Parents: In relation to personal information of pupils and Parents, the School's primary purpose of collection is to enable the School to provide schooling for the pupil. This includes satisfying both the needs of Parents and the needs of the pupil throughout the whole period the pupil is enrolled at the school.

The purposes for which the School uses personal information of pupils and Parents include:

• to keep Parents informed about matters related to their son's schooling, through correspondence, newsletters and magazines;
• day-to-day administration;
• looking after pupils' educational, social, spiritual 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.

In some cases where the School requests personal information about a pupil or Parent, if the information requested is not obtained, the school may not be able to enrol or continue the enrolment of the pupil.

Job applicants, staff members and contractors: In relation to personal information of job applicants, staff members and contractors, the School's primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.

The purposes for which the School uses personal information of job applicants, staff members and contractors include:

• in administering the individual's employment or contract, as the case may be;
• for insurance purposes;
• seeking funds and marketing for the school;
• to satisfy 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, such as the Old Boys' Association, to enable the School and the volunteers to work together.


Marketing and fundraising: Christ Church Grammar 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 be a quality learning environment in which pupils and staff thrive. Personal information held by the School may be disclosed to an organisation that assists in the School's fundraising, for example, the School's Community Relations Office. Parents, staff, contractors and other members of the wider school community may from time to time receive fundraising information. School publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.

Who might the School disclose personal information to?

Christ Church Grammar School may disclose personal information, including sensitive information, held about an individual to:

• another school;
• government departments;
• medical practitioners;
• people providing services to the School, including specialist visiting teachers and sports coaches;
• recipients of School publications, like newsletters and magazines;
• Parents; and
• anyone to whom you authorise the School to disclose information.

Sending information overseas

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); or
• otherwise complying with the National Privacy Principles.

How does the School treat sensitive information?
In referring to 'sensitive information', the School means: information relating to a person's racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual.

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
Staff are required to respect the confidentiality of pupils' and Parents' personal information and the privacy of individuals.

The School has in place steps to protect the personal information the School holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and passworded access rights to computerised records.

Updating personal information

The school endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the School by contacting the Headmaster's Secretary at any time.

The National Privacy Principles require a school not to store personal information longer than necessary.

You have the right to check what personal information the School holds about you
Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which the School holds about them and to advise the School of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Pupils will generally have access to their personal information through their Parents, but older pupils may seek access themselves.

To make a request to access any information Christ Church Grammar School holds about you or your child, please contact the Headmaster in writing.

The School may require you to verify your identity and specify what information you require. The School may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the School will advise the likely cost in advance.

Consent and rights of access to the personal information of pupils

The School respects every Parent's right to make decisions concerning their child's education.

Generally, the School will refer any requests for consent and notices in relation to the personal information of a pupil to the pupil's Parents. The school will treat consent given by Parents as consent given on behalf of the pupil, and notice to Parents will act as notice given to the pupil.

Parents may seek access to personal information held by the School about them or their child by contacting the Headmaster. However, there will be occasions when access is denied. Such occasions would include where release of the information would have an unreasonable impact on the privacy of others, or where the release may result in a breach of the School's duty of care to the pupil.

The School may, at its discretion, on the request of a pupil grant that pupil access to information held by the School about them, or allow a pupil to give or withhold consent to the use of their personal information, independently of their Parents. This would normally be done only when the maturity of the pupil and/or the pupil's personal circumstances so warranted.

Collection of Personal Information

• Christ Church Grammar School collects personal information about students and parents or guardians before and during the course of a student’s enrolment at the School in order to be aware of his requirements and to provide him with the best education.
• Some of the information we collect is to satisfy the School’s legal obligations, particularly to enable the School to discharge its duty of care.
• Certain laws governing or relating to the operation of schools require that certain information is collected. These include Public Health and Child Protection laws.
• Health information about students is sensitive information within the terms of the National Privacy Principles under the Privacy Act. The School requires a Student Health Record to be completed prior to enrolment. The information supplied will be used by Health Centre staff and will be given to other members of staff when appropriate. This may include photographic documentation to alert staff to certain conditions.
• The School may seek a copy of your son’s educational record and other personal information from their previous school. If you do not agree with this, you must advise us. Please note that failure to agree to this action may prevent us accepting his enrolment.
• From time to time the School discloses personal and sensitive information to others for administrative and educational purposes. This includes other schools, government departments, medical practitioners, and people providing services to the School, including specialist visiting teachers and sports coaches. The School will only forward a copy of your son’s educational record and other personal information to his new school if we have your permission.
• Personal information collected from students is regularly disclosed to their parents or guardians. On occasions information such as academic and sporting achievements, student activities and other news is published in School newsletters, magazines and on our website.
• Parents may seek access to personal information collected about them and their son by contacting the School. Students may also seek access to personal information about themselves. However, there will be occasions when access is denied. Such occasions would include where access would have an unreasonable impact on the privacy of others, where access may result in a breach of the School’s duty of care to the student, or where students have provided information in confidence.
• From time to time the School engages in fundraising activities. Information received from you may be used to make an appeal to you. It may also be disclosed to organisations that assist the School in fundraising activities solely for that purpose. We will not disclose your personal information to third parties for their own marketing purposes without your consent.
• With your permission your contact details will be included in a year group contact list for distribution to other parents.
• If you provide the School with the personal information of others, such as doctors or emergency contacts, we encourage you to inform them you are disclosing that information to the School and why, that they can access the information if they wish and that the School does not usually disclose the information to third parties.

Enquiries

If you would like further information about the way Christ Church Grammar School manages the personal information it holds, please contact the Headmaster at info@ccgs.wa.edu.au or (08) 9442 1555.