This statement outlines the policy on
how Independent Schools Victoria (ISV)* and Victorian Independent Schools Block Grant
Authority Limited (VIS BGA) use and manage personal information provided to or
collected by the organisations.
ISV is bound by the National Privacy
Principles (NPPs) contained in the Commonwealth’s Privacy Act 1988 as amended
and will collect, use and retain personal information, including any sensitive
information, in accordance with those Principles.
The Principles are designed to protect
the confidentiality of information and the privacy of individuals by regulating
the way personal information is managed. Personal information is, generally,
information or an opinion relating to an individual which can be used to
identify that individual.
ISV may, from time to time, review and
update this policy to take account of new legislation and technology, as well
as changes to its operations and practices, and the changing business
2. Information Collected by ISV and VIS
The type of information ISV collects and
holds includes (but is not limited to) personal information, including
sensitive information about:
staff and Governors
for the purposes of funding applications and other program activities
applicants, staff members, volunteers, consultants and contractors
people who come into contact with ISV.
ISV collects personal information on
customers, suppliers, employees, contractors, other contacts and others about
whom information is to be given, to understand and meet their needs, to conduct
ISV and VIS BGA activities and to meet legal obligations.
Personal information you provide
ISV may collect personal information
about an individual. This is generally by way of forms filled out by those
individuals (including on-line registration), e-mails, face-to-face meetings
and interviews, and telephone calls.
Personal information provided by other
ISV may also be provided with personal
information about an individual from a third party, for example, student data
from schools and government agencies, or a referral or reference from a school
or educational organisation.
Exception in relation to employee
The NPPs do not apply to employee
records, and this policy does not apply, in relation to the treatment of an
employee record where the treatment is directly related to a current or former
employment relationship between ISV and the employee.
3. Use of Information
ISV will use personal information it
collects for the primary purpose of collection, and for such other secondary
purposes that are related to the primary purpose of collection and reasonably
expected, or to which the individual has consented.
In certain circumstances, ISV may use aggregated
data to meet its commitments as a service provider to independent schools and
their students. In such circumstances, data will be aggregated in such a manner
that personal information will not be accessible to third parties.
In relation to personal information of
students, the primary purpose of collection is to enable ISV to assess
applications for funding or other program activities.
Where ISV requests personal information
about a student, if the information requested is not obtained ISV may not be
able to assess the student’s eligibility for funding, services or other
Job applicants, staff members,
consultants and contractors
In relation to personal information of
job applicants, staff members, consultants and contractors, ISV’s primary
purpose of collection is to assess and (if successful) to engage the applicant,
staff member, consultant or contractor.
The purposes for which ISV uses personal
information of job applicants, staff members, consultants and contractors
administering the individual’s employment or contract
provide information to Member schools
satisfy ISV’s legal requirements.
School staff and governors
ISV uses personal information about
School Staff and Governors to provide services to Member schools including the
provision of information, professional development, administration of programs,
representation and advocacy and the promotion of independent schools to the
ISV will not disclose personal information
other than as necessary to perform the above tasks, or as required or
authorised by law, or with permission.
Who might ISV disclose personal
ISV may disclose personal information,
including sensitive information, held about an individual to:
departments and education authorities
providing services to ISV
of ISV publications, like newsletters and magazines
to whom the individual authorises ISV to disclose information.
Such information will only be disclosed
in accordance with the other clauses contained in this Policy.
Sending information overseas
ISV will not send personal information
about an individual outside Australia without:
the consent of the individual (in some cases this consent will be implied)
complying with the NPPs.
4. Sensitive Information
In referring to ‘sensitive information’,
ISV means information relating to a person’s racial or ethnic origins,
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 agreed otherwise by the individual, or the use or
disclosure of that sensitive information is allowed by law.
Management and security of personal
ISV staff are required to respect the
confidentiality of personal information and the privacy of individuals.
ISV has in place steps to protect the
personal information it holds from misuse, loss, unauthorised access,
modification or disclosure by use of various methods including locked storage
of paper records and password protected access rights to computerised records.
ISV regards privacy as a serious matter
and will take appropriate action in response to breaches of the obligations
imposed by the NPPs.
Updating personal information
ISV endeavours to ensure that the
personal information it holds is accurate, complete and up-to-date. An
individual may seek to update their personal information by contacting ISV
Office at any time.
The NPPs require ISV not to store
personal information longer than necessary.
Under the Commonwealth’s Privacy Act, an
individual has the right to obtain access to any personal information which ISV
holds about them and to advise ISV of any perceived inaccuracy. There are some
exceptions to this right set out in the Act.
To make a request to access any personal
information ISV holds about an individual, they should contact ISV in writing.
For further information about the way
ISV manages the personal information it holds, please contact the office.
The current version of this policy is
available at www.independentschools.vic.edu.au
* References to ISV includes references to the VIS BGA Ltd
Revised: July 2010