privacy policy

What you need to know

Policy Overview

Our privacy policy addresses the issues of privacy and confidentiality of children, educators, volunteer workers and parents using our service. It aims to protect the privacy and confidentiality by ensuring that all records and information about individual children, families, educators and management are kept in a secure place and are only accessed by or disclosed to those people who need the information to fulfil their responsibilities at the service or have a legal right to know.



NPP 1: collection
Describes what an organisation should do when collecting personal information, including what they can collect, collecting from third parties and, generally, what they should tell individuals about the collection.

NPP 2: use and disclosure
Outlines how organisations may use and disclose individuals' personal information. If certain conditions are met, an organisation does not always need an individual's consent to use and disclose personal information. There are rules about direct marketing.

NPPs 3 & 4: information quality and security
An organisation must take steps to ensure the personal information it holds is accurate and up-to-date, and is kept secure from unauthorised use or access.

NPP 5: openness
An organisation must have a policy on how it manages personal information, and make it available to anyone who asks for it.

NPP 6: access and correction
Gives individuals a general right of access to their personal information, and the right to have that information corrected if it is inaccurate, incomplete or out-of-date.

NPP 7: identifiers
Generally prevents an organisation from adopting an Australian Government identifier for an individual (e.g. Medicare numbers) as its own.

NPP 8: anonymity
Where possible, organisations must give individuals the opportunity to do business with them without the individual having to identify themselves.

NPP 9: trans-border data flows
Outlines how organisations should protect personal information that they transfer outside Australia.

NPP 10: sensitive information
Sensitive information includes information such as health, racial or ethnic background, or criminal record. Higher standards apply to the handling of sensitive information.


  • Personal information will only be collected in so far as it relates to the service’s activities and functions, and in line with relevant legislation.

  • Collection of personal information will be lawful, fair, reasonable and unobtrusive.

  • Individuals who provide personal information will be advised of: the name and contact details of the service; the fact that they are able to gain access to their information; why the information is collected; the organisations to which the information may be disclosed; any law that requires the particular information to be collected; and the main consequences for not providing the required information

  • The use or disclosure of personal information will only be for its original collected purpose, unless the individual consents or unless it is needed to prevent a health threat, or is required or authorised under law.

  • The Service will take steps to ensure the personal information collected, used or disclosed, is accurate, complete and up to date. Parents will be required to update their enrolment details annually, or whenever they experience a change in circumstances. Computer records will be updated as soon as new information is provided.

  • Personal information will be kept in a secure and confidential way, and destroyed by shredding or incineration, when no longer needed.

  • Individuals will be provided with access to their personal information and may request that their information be up-dated or changed where it is not current or correct.

  • Individuals wishing to access their personal information must put a written request to the Managing Director.

  • The Managing Director will deal with privacy complaints promptly and in a consistent manner, following the Service’s Grievance Procedures. Where the aggrieved person is dissatisfied after going through the grievance process, they may appeal in writing to Office of the Federal Privacy Commission

  • The only persons permitted to see the children’s records are the parents/legal guardians, a Director, a Nominated Supervisor, and regulatory authorities. Each child’s personal file containing enrolment form, developmental records etc. are stored in secured locations.

  • Every enrolling parent/guardian is provided with clear information about:

    • What personal information is kept, and why

    • Any legal authority to collect personal information

    • Third parties to whom the service discloses such information as a usual practice

  • Employees are advised of:

    • What information is to be kept confidential and why

    • What confidential information they may have access to in order to fulfil their responsibilities and how this information may be accessed.

    • Where and how the confidential information should be stored.

  • Confidential conversations that staff have with parents will be conducted in a quiet area away from other children, parents and educators. Depending on the nature of the discussion, notes may be taken and kept in the student’s file.

  • Employee information will be stored securely.

  • Information about educators will only be accessed by a Director and the individual.

  • Educators cannot give information or evidence on matters relating to children and/or their families to anyone other than the responsible parent/guardian, unless prior written approval by the responsible parent/guardian is obtained.  Exceptions may apply regarding information about children when subpoenaed to appear before a court of law.  Notwithstanding these requirements, confidential information may be exchanged in the normal course of work with other educators at the Service and may be given to the Operator, when this is reasonably needed for the proper operation of the Service and the wellbeing of users and educators.

  • Staff members are trusted to maintain confidentiality, and to use information with the utmost discretion. Parents need to know that information shared with a staff member will remain confidential.

  • Reports, notes and observations about children must be accurate and free from biased comments and negative labelling of children.

  • Educators will protect the privacy and confidentiality of other educators by not relating personal information about another educator to anyone either within or outside the Service.

  • A child’s enrolment at a Centre is not to be confirmed to anyone without the consent of the child’s parent or guardian.

  • Staff members are not to discuss any financial details of families using a Centre with persons other than the parent/guardian who is responsible for paying the child’s fees. If information regarding the financial status or any other matter relating to the child needs to be discussed with them, and they do not collect the child personally, a letter should be sent or they should be contacted by phone.

  • Students/people on work experience/volunteers will not make educators/children or families at the Service, an object for discussion outside of the Service (e.g. at school, home etc.), nor will they at any time use family names in recorded or tutorial information.

  • Students/people on work experience/volunteers will only use information gained from the Service upon receiving written approval from the Service to use and/or divulge such information, and will never use or divulge the names of persons.