Collection of personal information
‘Personal information’ means information we hold about you where your identity is either clear or can be reasonably determined.
When you give us your personal information, it imposes a serious responsibility on us.
Protecting your privacy when handling your personal information is very important to us and is fundamental to the way we serve you.
Generally, we will collect personal information directly from you, and only to the extent necessary to provide the product or service (including our agency functions) you requested or to carry out our internal administrative operations. An ‘agency function’ means a service that we provide to you on behalf of another organisation, such as SecurePay ('Online payment solutions by SecurePay - a business of Australia Post') services. We may also collect personal information for the purpose of enhancing our ability to improve service delivery to you and others in the future.
We may collect personal information from you when:
- you fill in an application form;
- deal with us over the telephone;
- ask us to contact you after visiting our web site.
We will collect personal information from you by lawful and fair means.
If you choose to not provide your personal information when requested, we may not be able to deliver the product or service that you have requested. We will endeavour to make this as clear as possible for each service.
As noted above, we will only collect personal information from you that’s necessary to provide the product or service or to carry out internal administrative functions, or any other personal information you submit to us.
We collect different personal information depending on the product or service that you have requested. Some examples include:
- School Fee payments - will require name, address and email (as well as the payment details)
- Special Activities - will require similar details but may give you the option to add information, special notes, for events like Dinners, Camps, etc
Email address will be required in all payment circumstances to provide you the payment confirmation/receipt.
“Unsolicited” personal information is personal information about an individual that an organisation has unintentionally received.
This is an uncommon occurrence for the college, but when it does happen, we will protect your personal information with the same rigour as we treat personal information that we intended to collect. If we could not have collected this information through our normal processes, we will de-identify that information as soon as we can.
Uses and sharing
We use the personal information you provide only for purposes consistent with the reason you provided it, or for a directly related purpose. We may also use your personal information where required or permitted by law. We may also use your information where you have provided us with your express or implied consent. We may also use your personal information, or aggregate your personal information with the personal information of other customers (so that the aggregated information is no longer personal) for the purposes of:
- analysis to help us better understand the needs of our customers so that we and third parties can better develop products and services for you;
- providing information that is tailored to what we believe are your areas of interest; and;
- analysing your product and services to improve your experience and to enable us to develop new or enhanced functionality for you.
We do not share your personal information with other organisations unless:
- you give us your express consent, or
- where sharing is otherwise required or permitted by law, or
- where this is necessary on a temporary basis to enable our contractors to perform specific functions.
- We may contact you periodically to advise you of new or enhanced functionality which is available in connection with our products and services. You will not be obliged to adopt any such functionality.
- When we temporarily provide personal information to companies who perform services for us, such as specialist information technology companies, or other contractors to the college we require those companies to protect your personal information as diligently as we do. Strict contractual and other quality assurance measures are used to ensure your personal information is protected.
We have a strict duty to maintain the privacy of all personal information we hold about you. However, certain exceptions do apply. For example, where disclosure of your personal information is:
- authorised or required by law (e.g. disclosure to various government departments and agencies such as the Australian Taxation Office, CentreLink, Child Support Agency, or disclosure to courts under subpoena).
- in the public interest (e.g. where a crime, fraud or misdemeanour is committed or suspected and disclosure against the customer's rights to confidentiality is justified).
- with your consent - your consent may be implied or express and it may also be verbal or written.
Accessing your personal information
You have the right to request access to the personal information we hold about you. This right is subject to certain exceptions allowed by law.
The college will, upon your request, and subject to applicable privacy laws, provide you with access to your personal information that is held by us. However, we ask that you identify, as clearly as possible, the type (or types) of information requested. The college will deal with your request in a reasonable time - usually within 30 days. Note, you will not be granted access to the methods or the location of the stored data, but of a transcript of the stored information.
Your right to access your personal information is not absolute. In some circumstances, the law permits us to refuse your request to provide you with access to your personal information.
Updating your information
It is inevitable that some personal information which we hold will become out of date. We will take reasonable steps to ensure that the personal information which we hold remains accurate and, if you advise us of a change of details, we will amend our records accordingly.
The college is committed to protecting and securing your personal information. We employ appropriate technical, administrative and physical procedures to protect personal information from unauthorised disclosure, loss, misuse or alteration.
We limit access to personal information to individuals with a business need consistent with the reason the information was provided. We keep personal information only for as long as it is required for business purposes or by the law. The college protects your personal information by complying with Information Security Standards, Industry Schemes and Statutory obligations.
Website security and privacy
We understand that you may be concerned about the security of the personal information we collect from you online. Accordingly, we have systems in place to ensure our online dealings with you are as secure as your dealings with us in person, or on the telephone. In those instances where we secure your personal information in transit to us and upon receipt, we use the industry standard encryption software, Secured Socket Layer (SSL) 128 bit encryption. The URL in your browser will change to "HTTPS" instead of "HTTP" when this security feature is invoked. Your browser may also display a lock symbol on its bottom task bar line to indicate this secure transmission is in place. We employ security programs and services to monitor network traffic in order to identify attempts to breach our security.
Information collected on this website
Our internet server logs the following information which is provided by your browser for statistical and content optimisation and personalisation purposes:
- the type of browser and operating system you are using
- your Internet Service Provider and top level domain name (for example - .com, .gov, .au, .uk)
- the address of any referring website (for example - the previous web site you visited), and
- your computer's IP (Internet Protocol) address (a number which is unique to the machine through which you are connected to the internet).
All of this information is used by the college for aggregated statistical analyses or systems administration purposes only. No attempt will be made to identify users or their browsing activities, except where required by law.
A "cookie" is a packet of information stored on your computer that allows the server to identify and interact more effectively with your computer.
Our websites use two different kinds of cookies:
- Session cookies – temporary cookies that only last until you close your browser
- Persistent cookies – cookies that are stored for a longer term on your computer.
- When you access our web site, we send you a temporary cookie that gives you a unique identification number.
- A different identification number is sent each time you use our website.
- Cookies do not identify individual users, although they do identify a user's internet browser type.
- When you close your browser, the cookie is deleted and no longer exists on your computer.
- You are free to disable cookies in your browser (see details below). If you have disabled cookies you may not be able to take full advantage of all of our website features.
- We use session cookies in the following manner: Log-on and log-off administration – Session cookies help with the log-on and log-off processes for those users who have decided to register to use one of our online services. The cookies enable us to recognize your user ID when you log on so that we do not establish a duplicate registration record for you.
The college may also use "persistent cookies". A persistent cookie is a small piece of text stored on your computer's hard drive for a defined period of time, after which the cookie is erased. The college will not collect or link to personal information through persistent cookies without your express consent.
We use persistent cookies as follows:
- Log-off safety function - the college uses a persistent cookie to automatically log you off this website if there has been no activity for 3 minutes. This is done for your safety to ensure that, if you have finished using our site but have forgotten to log off, no one else can use your computer via your log on and password. The cookie is permanently removed from your computer when you log off, or, if you have closed the browser without logging off, it is removed within 3 minutes from your last activity.
- Other cookies allow us to remember certain information related to prior transactions, such as mailing or address lists, so we may pre-populate those fields for you on return visits.
You can configure your internet browser to accept all cookies, reject all cookies or notify you when a cookie is sent. Most browsers accept cookies by default. To learn more about cookies, use your browser search for "how to refuse internet cookies" and review the one that mentions your browser. Note, we are not responsible for the privacy practices or the content of such websites. We encourage you to read and understand the privacy policies on those websites prior to providing any information to them.
Loss of personal information
Despite our every effort to protect your personal information, there remains the possibility that a breach of our security could occur. In the event of loss of personal information the college will:
- Seek to rapidly identify and secure the breach to prevent any further breaches
- Engage the appropriate authorities where criminal activity is suspected
- Assess the nature and severity of the breach including the type of personal information involved and the risk of harm to affected individuals
- Notify the affected individuals directly if appropriate and where possible
- If appropriate, put a notice on our website advising our customers of the breach