PRIVACY POLICY

1. PURPOSE

This policy is to guide staff on the principles and practices established to safeguard the privacy of students, their family, staff and volunteers at Green Umbrella OSHC. This policy demonstrates how Green Umbrella OSHC collects, uses and discloses the personal information it collects.

2. POLICY STATEMENT

Green Umbrella OSHC is committed to safeguarding the privacy of students, their families, staff and volunteers. The Privacy Act 1988 (Cth) (Privacy Act), Australian Privacy Principles and any relevant registered privacy codes govern the way Green Umbrella OSHC manages personal information. 

Green Umbrella OSHC collects and holds personal information about students and their families that is necessary for or related to our activities and the services we provide. Green Umbrella OSHC collects personal information of parents and guardians, students, employees and stakeholders for the primary purposes of:

• providing after school hours care and vacation care
• advocating for the well-being, protection and development of children
• documenting student learning
• managing students’ current or prospective enrolment
• providing families with information about our organisation, services and activities via letters, email, SMS and other centre or organisation communication channels, and
• requesting information from families about our organisation and services via surveys.

Green Umbrella OSHC will use personal information only for the purpose for which it was collected or for a reasonably expected or related secondary purpose.

The purposes for which personal information is collected will be clear at the time of collection.

3. PRACTICE

1. Information collected

The kinds of personal information Green Umbrella OSHC collects and holds may include :

• personal details - name, former names, gender, date of birth, birth certificate
• contact details - address, phone numbers, facsimile number, email address
• financial information - bank account details, credit card number, tax file number, Centrelink Customer Reference Number
• custody arrangements and parenting orders
• other information relevant to providing Green Umbrella OSHC service, for example Working With Children Check status.  

Government requires us also to collect education and employment data in relation to parents and guardians.

Additional specific information Green Umbrella OSHC collects and holds about students may include:

• medical information - immunisation status, Medicare number, dietary requirements, doctor’s details, medical conditions, additional needs
• languages spoken
• photographs and videos of students, samples of students’ work and general information about students and their family that assists us in providing individualised early learning and care.

1. Method of Collection

Personal information will generally be collected directly through the use of standard forms, over the internet via our website, via email or written communication, or through a telephone conversation. Photos and videos of students and students’ work samples are collected direct from students by staff. Name, address and phone numbers of children’s additional emergency contact people are collected from children’s parents or guardians.

2. Sensitive Information

In some circumstances Green Umbrella OSHC may seek to collect personal information that is sensitive.

Generally, sensitive information has a higher level of privacy protection than other personal information.

. At Green Umbrella OSHC this may include collecting information such as a student’s racial or ethnic origin or any cultural or religious requirements.  We are also required by the Australian Children’s Education and Care Quality Authority (ACECQA) 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 development of students.

Green Umbrella OSHC will only collect and store your sensitive information with your consent and will ensure that it is stored securely. Parents should refer to Section 3.4 (below) if they do not wish to provide sensitive information to Green Umbrella OSHC.

3. Failure to Provide Information

A person who does not wish to provide personal information in accordance with this policy should discuss their concerns with the Green Umbrella OSHC staff. Green Umbrella OSHC staff will discuss the reasons for seeking the information. They will also advise of any consequences that follow the failure to provide complete and accurate personal information. There are situations in which Green Umbrella OSHC may not be able to enrol or continue the enrolment of a student in the absence of certain personal information.

4. Access and Correction

A person may request access to their personal information held by Green Umbrella OSHC. Such requests should be in writing. Only the Head of School or Nominated Supervisor may provide with access to your personal information.

If a person believes that the personal information Green Umbrella OSHC holds is incorrect, they should inform the Head of School or the Nominated Supervisor (as appropriate).  We will take reasonable steps to correct the information so that it is accurate, complete and up to date.

In some circumstances prescribed by the Privacy Act 1988, such as where to do so might put a person at risk of harm or have an unreasonable impact on the privacy of others, Green Umbrella OSHC may decline access to personal information. If your request for access is denied, Green Umbrella OSHC will tell you why.

5. Disclosure

Green Umbrella OSHC will only disclose personal information for the purpose it was collected or a reasonably expected or related secondary purpose.

We may disclose personal information about you or your child to:

• child protection agencies or other relevant agencies, when we reasonably believe that a child is at risk of significant harm, as required by Green Umbrella OSHC’s Child Protection Procedure.
• Medical staff in the treatment of your child in emergency situations

Green Umbrella OSHC will not otherwise disclose personal information to a third party for any other purpose without your consent unless it is authorised or required by law.

6. Job Candidates

People applying to work at Green Umbrella OSHC must provide personal information relevant to their application for employment, including name and contact details, curriculum vitae or resume, employment history, academic records, Working With Children Check status and other police checks if requested. Green Umbrella OSHC will also hold and comments made to Green Umbrella OSHC or its agents about you by your referees. We will use reasonable endeavours to keep such information confidential and if you do not commence employment with Green Umbrella OSHC, we will destroy such records when no longer required in relation to your application. We reserve the right however to retain for our records any file notes or observations we make in interviews with you or your referees with respect to your qualifications and suitability for a role.

7. Internet

If you access Green Umbrella OSHC’s 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 websites and any linked websites are not subject to our privacy policies and procedures.

8. Information Storage and Security

Personal information collected by Green Umbrella OSHC is stored securely in paper form and electronically.

9. Amendments to this Privacy Statement

Green Umbrella OSHC may change this Privacy Statement at any time without prior notice. When we do so, we will notify you of the changes by posting an updated version of the policy on our website.

Privacy Act 1988 (Cth). This notice is provided for information and is not intended to limit or exclude rights under the Privacy Act 1988 (Cth).

10. Complaints and Feedback

If a person wishes to make a complaint about a breach of the Privacy Act 1988, Australian Privacy Principles or a privacy code that applies to Green Umbrella OSHC, they should contact us and we will take reasonable steps to investigate the complaint and respond to you. If you are not happy with our response, you may complain directly to the Australian Information Commissioner.

If you have any queries or concerns about our privacy policy or the way we handle your personal information, please contact Head of school or the Nominated Supervisor at:

Email address: greenoshc@gmail.com
Telephone: 0468 371 342

4. APPENDIX

1. Supporting Documents

• More information about privacy in general is available at the Australian Information Commissioner’s website at www.oaic.gov.au .

1. Regulatory Legislation and Considerations

• Australian Children’s Education and Care Quality Authority (ACECQA)
• ACECQA National Law and National Regulations

1. Planning control

• Review by Board September 2025

1. Next Scheduled Review

• 2028