Flinders University Child Care Centre (“Flinders”) is committed to safeguarding your privacy. The Privacy Act 1998 and any relevant registered privacy code governs the way we can manage your personal information. This policy explains how Flinders collects, uses and discloses the personal information we collect.
Collection of Personal Information
Flinders collects and stores personal information about you and your child (information relating to an individual and which can be used to identify and individual) that is necessary for or related to the services we provide. The purpose for which personal information is gathered will usually be obvious at the time it is collected. Flinders collects the personal information of parents or guardians, children, employees and stakeholders for the primary purpose of providing early childhood education and care, and advocating for or ensuring the wellbeing, protection and safety of children. Flinders will only use your personal information for the purpose it was collected or a reasonably related secondary purpose.
Kinds of Information Collected
Flinders may collect and hold the following information: name, gender, address, phone numbers, email address, date of birth, bank account details, credit card number, tax file number, Centrelink Customer Reference Number (CRN), details of custody arrangements and other information relevant to providing you with services.
Additional specific information may be collected and held regarding children: name, former name, gender, address, CRN, immunisation status, date and place of birth, Medicare number, custody arrangement or parenting orders, dietary requirements, languages spoken, doctor’s information, medical conditions, health requirements, additional needs, photographs and videos of children, samples of children’s work and general information about your child and your family that assists us in providing individualised programs of learning and care.
Method of Collection
Personal information will generally be collected from you directly through the use of standard forms, over the internet via our website, via email or written communication with you, or through a phone or face to face conversation with you. Photographs and videos of children and children’s work samples are collected whilst children are attending Flinders. Name, address and phone numbers of children’s emergency contacts will be collected from children’s parents and guardians.
Failure to Provide Information
If you do not wish for your personal information to be collected you should discuss this with the Director. All employees will act in strict accordance with this policy. The Director will discuss the reasons for collecting this personal information about you, and will also discuss the consequences of not providing this information, or providing incomplete or inaccurate information, which may have an impact on what services Flinders can provide.
Use of Personal Information
Flinders takes seriously its responsibility in dealing with your personal information. Flinders will collect, hold and use that information for purposes associated with: providing early childhood education and care services; advocating for the wellbeing, protection and safety of children;
documenting children’s learning; managing children’s current or prospective enrolment; providing you with information about our organisation, services and activities via letters, email, SMS and other communication channels; and requesting information from you about our organisation and services via surveys.
In some circumstances Flinders may seek to collect personal information that is sensitive. This may include information such as your child’s racial or ethnic origin or any cultural or religious requirements. We are required by the Education and Care National Regulations to collect and hold details of your child’s medical conditions, immunisation history and additional needs. We collect this information as it is reasonably necessary for ensuring the well-being, protection and safety of children in our care.
Flinders will only disclose your personal information for the purpose it was collected or a reasonably expected of related secondary purpose.
We may disclose personal information about you or your child to child protection agencies when we reasonably believe that a child is at risk of harm, as required by law.
Flinders will otherwise not disclose your personal information to a third party for any other purpose without your consent unless it is authorised or required by law.
Access and Correction
You may access or correct any of your personal information at any time by contacting the central office, the Director, or an Assistant Director.
If you believe any of your personal information to be incorrect, please let Flinders know. We will take reasonable steps to ensure your information is accurate and current.
If you access our website, we may collect additional personal information about you in the form of your IP address or domain name. Our website may contain links to other websites. We are not responsible for the privacy practices of linked website and any linked websites are not subject to our privacy policies and procedures.
Information Storage and Security
- Paper copies of personal information (including children, educator and staff confidential records), are stored in locked cupboards in the appropriate house or the central office.
- Paper copies of direct debit, bank account and credit card information is stored in locked cupboards in the central office.
- Tablets and computers are stored in locked cupboards in each house.
- Information about children and families is stored on the office computer using Spike software. This is accessible to administrative staff and director, and is password protected.
- Information about staff is stored on the office computer using MYOB software. This is accessible to administrative staff and director, and is password protected.
Flinders takes reasonable steps to protect your personal information from unauthorised access, modification, misuse, loss and disclosure.