Policies & Procedures

Standard Information Collection Notice: Students

This Collection Notice explains in general terms how we protect the privacy of the personal information you provide when you are enrolling your child or your child is enrolled at Scotch College. In reviewing this Collection Notice and providing us with your personal information, you consent to our collection, use and disclosure of that information in the manner set out below, unless you tell us otherwise in writing.

1. Scotch College collects personal information, including sensitive information about students and parents or guardians and family members before and during the course of a student's enrolment at the College. This may be in writing or in the course of conversations. The primary purpose of collecting this information is to enable Scotch College to meet its educational, administrative and duty of care responsibilities to the student to enable them to take part in all the activities of the College.
2. Some of the information Scotch College collects is to satisfy the College's legal obligations, particularly to enable Scotch College to discharge its duty of care.
3. Laws governing or relating to the operation of a school require certain information to be collected and disclosed. These include relevant Education Acts and Public Health and Child Protection laws.
4. Scotch College may request medical reports and health information about students from time to time to discharge its legal duty of care to the student and to other students and staff. This includes a student's asthma and anaphylaxis action plans, as well as any other health or medical information which is reasonably likely to impact on the College's ability to provide educational, first aid and related services.
5. A student's health and medical information will be disseminated and used within Scotch College to best meet Scotch College's duty of care responsibilities. This may include the use of photographs with health action plans to facilitate the identification of students who may be at heightened risk.
   Health information about students is sensitive information within the terms of the Australian Privacy Principles (APPs) under the Privacy Act 1988.
6. Scotch College may disclose personal and sensitive information for administrative, educational and support purposes (or may permit the information to be directly collected by third parties). This may include to:  
   • government departments;
   • third party service providers that provide online educational and assessment support services or applications (apps), which may include email and instant messaging;
   • another college to facilitate the transfer of a student;
   • medical practitioners, and people providing educational support and health services to the College, including specialist visiting teachers, sports coaches, volunteers, counsellors and providers of learning and assessment tools;
   • assessment and educational authorities, including the Australian Curriculum, Assessment and Reporting Authority;
   • people providing administrative and financial services to Scotch College;
   • anyone you authorise Scotch College to disclose information to; and
   • anyone to whom Scotch College is required or authorised to disclose the information to by law, including under child protection laws.
7. If this information is not provided to us, the College views this as an unacceptable risk and will not proceed with the enrolment.
8. Scotch College will engage in fundraising activities from time to time. Information received from you may be used for these purposes. It may also be disclosed to Scotch College parents who assist in the fundraising activities of the College. We will not disclose your personal information to third parties for their own marketing purposes without your consent.
9. Scotch College may also use cloud computing service providers to store personal information (which may include sensitive information) on their servers in the 'cloud'. These servers may be located in or outside Australia. This may mean that personal information may be stored or processed outside Australia. Scotch College's Privacy Policy contains further information about its use of cloud and other third-party service providers and any of their overseas locations.
10. Scotch College's Privacy Policy is accessible via the Scotch College website or from Reception at Scotch College. The policy sets out how parents, guardians or students may seek access to and correct their personal information which the College has collected and holds. However, access may be refused in certain circumstances such as where access would have an unreasonable impact on the privacy of others, or may result in a breach of the Scotch College's duty of care to the student, or where students have provided information in confidence. Any refusal will be notified in writing with reasons if appropriate.
11. Scotch College's Privacy Policy also sets out how parents, guardians, students and their family can make a complaint about a breach of the APPs and how the complaint will be handled.
12. On occasions information such as academic and sporting achievements, student activities and similar news is published in Scotch College newsletters and magazines, on physical displays throughout the College and on our intranet. This may include photographs and videos of student activities such as sporting events, camps and excursions.
    Scotch College obtains permission from students' parents or guardians (and from the student if appropriate) upon enrolment to include such photographs or videos or other identifying material in our promotional material or otherwise making this material available to the public, such as on the internet.
    Scotch College will obtain separate permissions from the student's parent or guardian prior to including personal information on class lists or Scotch College directories.
13. If you provide Scotch College with the personal information of others, such as other family members, doctors or emergency contacts, we encourage you to inform them that you are disclosing that information to College and why, that they can request access to and correction of that information if they wish and to also refer them to the College's Privacy Policy for further details about such requests and how Scotch College otherwise handles personal information it collects and complaints it receives.

Scotch College can be contacted about our Privacy Policy or about personal information generally by:

• Emailing privacyofficer@scotch.wa.edu.au
• Calling +61 8 9383 6800
• Writing to our Privacy Officer at Scotch College, 76 Shenton Road, Swanbourne, WA 6010
• Facsimile at +61 8 9385 2286

_{Reviewed October 2020.}