In compliance with the Commonwealth Privacy Amendment (Private Sector) Act 2000
1. Your privacy is important
a. This statement outlines the policy adopted by the Broken Bay Secondary Schools Sports Association (BBSSSA) on how the personal information provided to, or collected by it, is used and managed.
b. The BBSSSA is bound by the National Privacy Principles contained in the Commonwealth Privacy Act.
2. What kind of personal information does The BBSSSA collect and how does The BBSSSA collect it?
a. The type of information CSSS collects and holds includes (but is not limited to) personal information, including sensitive information, about:
- pupils and parents and/or guardians ('Parents') before, during and after the course of a pupil's affiliation with the BBSSSA (throughout their schooling years 7-12);
- job applicants, staff members, volunteers and contractors; and
- other people who come into contact with the BBSSSA.
b. Personal Information you provide The BBSSSA will generally collect personal information held about an individual by way of forms filled out by Parents or pupils, face-to-face meetings and interviews, and telephone calls. On occasions people other than Parents and pupils provide personal information.
c. Personal Information provided by other people: In some circumstances The BBSSSA may be provided with personal information about an individual from a third party, for example a report provided by a medical professional or a reference from another School.
3. How will The BBSSSA use the personal information you provide?
The BBSSSA will use personal information it collects from you 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 you have consented.
a. Pupils and Parents: In relation to personal information of pupils and Parents, the school's primary purpose of collection is to enable it, in partnership with The BBSSSA to provide schooling for the pupil. This includes satisfying both the needs of Parents and the needs of the pupil throughout the whole period the pupil is enrolled at the school.
b. The purposes for which The BBSSSA uses personal information of pupils and Parents include:
- to keep Parents informed about matters related to their child's school representative sport, through correspondence, newsletters and magazines;
- day-to-day administration;
- marketing for the BBSSSA;
- Reporting on the BBSSSA website: www.brokenbaysport.org.au
- to satisfy legal obligations and allow the school to discharge its duty of care.
The purposes for which The BBSSSA uses personal information of job applicants, staff members and volunteers include:
- in administering the individual's employment or contract, as the case may be;
- for insurance purposes;
- marketing for the BBSSSA;
- to satisfy the BBSSSA’s legal obligations, for example, in relation to child protection legislation.
c. Marketing and fundraising: The BBSSSA treats marketing and seeking donations for the future growth and development of the Association as an important part of ensuring that the BBSSSA continues to be a quality sporting pathway in which both pupils and staff thrive.
d. Publications, like websites, newsletters and magazines, which include personal information, may be used for marketing purposes.
4. Who might The BBSSSA disclose personal information to?
a. The BBSSSA may disclose personal information, including sensitive information, held about an individual (student / family) to:
- another School;
- Staff members acting in the role of coach or manager;
- medical practitioners;
- people providing services to the BBSSSA, including specialist visiting teachers and sports coaches;
- recipients of School publications, like newsletters and magazines;
- Parents; and
- anyone you authorise The BBSSSA to disclose information to.
b. Sending information overseas. The BBSSSA will not send personal information about an individual outside Australia without:
- obtaining the consent of the individual
- or otherwise complying with the National Privacy Principles
5. How does The BBSSSA treat sensitive information?
a. In referring to 'sensitive information', The BBSSSA means: information relating to a person's racial or ethnic origin, 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.
b. Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.
6. Management and security of personal information
a. The BBSSSA’s staff are required to respect the confidentiality of pupils' and Parents' personal information and the privacy of individuals.
b. The BBSSSA has in place steps to protect the personal information BBSSSA holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and pass worded access rights to computerised records
7. Updating personal information.
a. The BBSSSA endeavours to ensure that the personal information it holds is accurate, complete and up-to-date.
b. A person may seek to update their personal information held by The BBSSSA by contacting the school or relevant department of the BBSSSA at any time.
c. The National Privacy Principles require the BBSSSA not to store personal information longer than necessary.
8. You (parents and students) have the right to check what personal information the BBSSSA holds about you.
a. Under the Commonwealth Privacy Act, an individual has the right to obtain access to any personal information which the BBSSSA holds about them and to advise the BBSSSA of any perceived inaccuracy.
b. There are some exceptions to this right set out in the Act.
- Pupils will generally have access to their personal information through their Parents, but older pupils may seek access themselves.
- To make a request to access any information The BBSSSA holds about you or your child, the BBSSSA’s President should be contacted in writing.
- The BBSSSA may require you to verify identity and specify what information is required.
- The BBSSSA may charge a fee to cover the cost of verifying applications and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, The BBSSSA will advise the likely cost in advance.
9. Consent and rights of access to the personal information of pupils
a. The BBSSSA respects every Parent's right to make decisions concerning their child's education.
b. Generally, The BBSSSA will refer any requests for consent and notices in relation to the personal information of a pupil to the pupil's Parents. The BBSSSA will treat consent given by Parents as consent given on behalf of the pupil, and notice to Parents will act as notice given to the pupil.
c. Parents may seek access to personal information held by The BBSSSA about them or their child by contacting the BBSSSA directly. However, there will be occasions when access is denied. Such occasions would include:
- where release of the information would have an unreasonable impact on the privacy of others, or
- where the release may result in a breach of the BBSSSA’s duty of care to the pupil.
d. The BBSSSA may, at its discretion, on the request of a pupil grant that pupil access to information held by the BBSSSA about them, or allow a pupil to give or withhold consent to the use of their personal information, independently of their Parents. This would normally be done only when the maturity of the pupil and/or the pupil's personal circumstances so warranted.
10. You may seek access to the personal information the BBSSSA holds about you
a. Under the Commonwealth Privacy Act, an individual may seek access to personal information which the BBSSSA holds about them. There are some exceptions to this set out in the Act. Pupils will generally have access to their personal information through their Parents, but older pupils may seek access themselves.
b. Make a request to access any information BBSSSA holds about you or your child, the BBSSSA President should be contacted in writing.
c. The BBSSSA may require you to verify your identity and specify what information you require.
d. The BBSSSA may charge a fee for access and will advise the likely cost in advance.