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Protecting your information

Kidzspot has an ethical and legal responsibility to protect the privacy and confidentiality of children, individuals and families as outlined in the Early Childhood Code of Ethics, Education and Care Services National Regulations and the Privacy Act 1988 (Cth). All staff members will maintain confidentiality of personal and sensitive information to foster positive trusting relationships with families.

How we collect and store information

  • Information is generally collected using standard forms at the time of enrolment or employment.

  • Additional information may be provided to the Service through email, surveys, telephone calls or other written communication.

  • Information may be collected online through the use of software such as CCS software or program software.

  • Individual child and staff files are stored digitally in password protected cloud platforms.

How we protect information

  • Personal information is stored in OWNA. OWNA is the management software we use. It is a cloud-based system with restricted access to users. Parents only have access to their own child’s information.

  • All computers used to store personal information are password protected. Each staff member will be provided with a unique username and password for access to CCS software and program software. Staff will be advised not to share usernames and passwords.

  • Access to personal and sensitive information is restricted to key personal only.

  • Security software is installed on all computers and updated automatically when patches are released.

  • Data is regularly backed up on external drive and/or through a cloud storage solution.

  • Any notifiable breach to data is reported.

  • All staff are aware of the importance of confidentiality and maintaining the privacy and security of all information. Procedures are in place to ensure information is communicated to intended recipients only, example invoices and payment enquiries.

Access to personal and sensitive information

  • Personal and sensitive information about staff, families and children will be stored securely at all times. Families who have access to enrolment or program information online will be provided with a unique username and password. Families will be advised not to share username and passwords or photos shared within Facebook or other apps.

  • The Approved Provider will ensure that information kept in a child’s record is not divulged or communicated through direct or indirect means to another person other than:

    • the extent necessary for the education and care or medical treatment of the child to whom the information relates

    • a parent of the child to whom the information relates, except in the case of information kept in a staff record

    • the regulatory authority or an authorised officer

    • as expressly authorised, permitted or required to be given by or under any Act or law

    • with the written consent of the person who provided the information (written consent may be withdrawn at any time).

  • Education and Care National Regulations (reg 177) specifically state personal information relating to the individuals listed below must not be disclosed or shared with a parent of a child enrolled at the Service without prior written consent of the person to whom the personal or sensitive information relates to parents, emergency contacts, authorised nominees.

  • Individuals may withdraw their consent in writing prior to personal information being disclosed.

Disclosing personal and sensitive information

Our Service will only disclose personal or sensitive information to:

 

  • a third-party provider with a parent’s permission (e.g. CCS software provider)

  • a Child Protection Agency, the Office of the Children’s Guardian and Regulatory Authority

  • as part of the purchase of our business asset with parental permission

  • authorised officers as expressly authorised, permitted or required to be given by or required to be given by or under any Act or Law

  • with the written consent of the person who provided the information (written consent may be withdrawn at any time)

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For a more information about how we treat privacy and confidentiality, each out to the Centre Manager.

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