The purpose of this policy is to ensure that in the course of The Armidale School’s activities, we manage and protect personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the 13 Australian Privacy Principles (APPs).
This policy outlines the circumstances in which we obtain personal information, how we use that information and how we manage requests to access and/or change that information.
This policy applies to all staff, volunteers and contractors of The Armidale School (TAS) and its related bodies.
Personal information is information or an opinion about an individual from which they can be reasonably identified. Depending on the circumstances, we may collect personal information from the individual in their capacity as a student, contractor, volunteer, stakeholder, job applicant or in some other capacity.
In the course of providing services we may collect and hold:
As part of our recruitment processes for employees, contractors and volunteers, we may collect and hold:
Generally, we will seek consent from the individual in writing before we collect their sensitive information (including health information).
The collection of personal information depends on the circumstances in which TAS is collecting it. If it is reasonable and practical to do so, we collect personal information directly from the individual.
TAS has, where possible, attempted to standardise the collection of personal information by using specifically designed forms (e.g. our Application Forms). However, given the nature of our operations we often also receive personal information by email, letters, notes, via our website, over the telephone, in face-to-face meetings and through financial transactions.
We may also collect personal information from other people (e.g. a third-party administrator, referees for prospective employees) or independent sources. However, we will only do so where it is not reasonable and practical to collect the personal information from the individual directly.
We may collect information based on how individuals use our website. We use ‘’cookies’’ and other data collection methods to collect information on website activity such as the number of visitors, the number of pages viewed and the internet advertisements which bring visitors to our website. This information is collected to analyse and improve our website, marketing campaigns and to record statistics on web traffic. We do not use this information to personally identify individuals.
TAS may be provided with personal information without having sought it through our normal means of collection. This is known as “unsolicited information” and is often collected by:
Unsolicited information obtained by TAS will only be held, used and or disclosed if it is considered as personal information that could have been collected by normal means. If that unsolicited information could not have been collected by normal means then we will destroy, permanently delete or de-identify the personal information as appropriate.
We only collect sensitive information if it is:
We may share sensitive information to other entities in our company group, but only if necessary for us to provide our products or services.
TAS only uses personal information that is reasonably necessary for one or more of our functions or activities (the primary purpose) or for a related secondary purpose that would be reasonably expected by the individual, or for an activity or purpose to which the individual has consented.
Our primary uses of personal information include, but are not limited to:
We will only use or disclose sensitive or health information for a secondary purpose if you would reasonably expect us to use or disclose the information and the secondary purpose is directly related to the primary purpose.
We may share personal information to related bodies corporate, but only if necessary for us to provide our services.
TAS may disclose information about an individual to overseas recipients only when it is necessary, for example to facilitate a student exchange program. TAS will not however send information about an individual outside of Australia without their consent.
TAS stores Personal Information in a variety of formats including, but not limited to:
TAS takes all reasonable steps to protect the personal information we hold from misuse, loss, unauthorised access, modification or disclosure.
These steps include, but are not limited to:
Our public website may contain links to other third-party websites outside of TAS.
TAS is not responsible for the information stored, accessed, used or disclosed on such websites and we cannot comment on their privacy policies.
TAS will take appropriate, prompt action if we have reasonable grounds to believe that a data breach may have, or is suspected to have occurred. Depending on the type of data breach, this may include a review of our internal security procedures, taking remedial internal action, notifying affected individuals and the Office of the Australian Information Commissioner (OAIC).
If we are unable to notify individuals, we will publish a statement on our website and take reasonable steps to publicise the contents of this statement.
Personal information is used for the purposes for which it was given to TAS, or for purposes which are directly related to one or more of our functions or activities.
Personal information may be disclosed to government agencies, related entities and other recipients from time to time, if the individual:
TAS may disclose personal information without consent or in a manner which an individual would reasonably expect if:
Personal information about an individual may be disclosed to an overseas organisation in the course of providing our services, for example when storing information with a “cloud service provider” which stores data outside of Australia
We will however take all reasonable steps not to disclose an individual’s personal information to overseas recipients unless:
We take all reasonable steps to ensure the personal information we hold, use and disclose is accurate, complete and up-to-date, including at the time of using or disclosing the information.
If TAS becomes aware that the Personal Information is incorrect or out of date, we will take reasonable steps to rectify the incorrect or out of date information.
Individuals may submit a request to us to access the personal information we hold, or request that we change the personal information. Upon receiving such a request, we will take steps to verify the individual’s identity before granting access or correcting the information.
If we reject the request, you will be notified accordingly. Where appropriate, we will provide the reason/s for our decision. If the rejection relates to a request to change personal information, an individual may make a statement about the requested change and we will attach this to their record.
An individual can make a complaint about how TAS manages personal information by notifying us in writing as soon as possible. We will respond to the complaint within a reasonable time (usually no longer than 30 days) and we make seek further information in order to provide a full and complete response.
TAS does not charge a fee for the handling of complaints.
If the individual is not satisfied with our response, they may refer the complaint to the OAIC. A complaint can be made using the OAIC online Privacy Complaint form or by mail, fax or email.
If practical, you can contact us anonymously (i.e. without identifying yourself) or by using a pseudonym. However, if you choose not to identify yourself, we may not be able to give you the information or provide the assistance you might otherwise receive if it is not practical to do so.
The Armidale School Locked Bag 3003, Armidale NSW 2350 (02) 6776 5800
ABN 17 141 108 241