In dealing with personal and sensitive information about individuals, CEM is bound by the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). In relation to health records, CEM is also bound by the Health Records Act 2001 (Vic).
Personal information Personal information means information CEM holds about you from which your identity is either apparent or can be reasonably determined. Examples include names, addresses, telephone numbers, dates of birth. Personal information does not include health information.
Health information Any information or opinion about the health or disability of an individual, an individual’s expressed wishes about the future provision of health services to him or her or a health service provided, or to be provided to an individual. Examples include health records, certificates, details of medical background, health assessment results.
Australian Privacy Principles (APPs) Principles established under the Privacy Act 1988 (Cth) that set out minimum standards on how organisations deal with the collection, security, use and disclosure, correction and storage of personal information and access to that information.
Sensitive information Information relating to a person's racial or ethnic origin, political opinions, religious beliefs or affiliations, trade union or other professional or trade association membership, philosophical beliefs, sexual orientation or practices or criminal record, that is also personal information; health information and biometric information about an individual.
Identifier A number assigned to an individual to identify uniquely that individual for the purposes of an organisation’s work, e.g. a Medicare number. Unique identifiers are used to facilitate data matching. As data matching can reduce privacy, under the APPs organisations are prohibited from adopting government or authority identifiers as their own identifiers.
1. CEM collects information from individuals to assist it in its work of advising and supporting Victorian Catholic schools. In compliance with the relevant legislation, CEM only collects information that is necessary in order for it to perform one or more of its functions or activities.
2. The type of information CEM collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:
3. CEM will generally collect personal information held about an individual by way of forms filled out by the individual, face-to-face meetings and interviews, emails and telephone calls. On occasions people other than the individual provide personal information.
4. CEM may receive Parent information and information on students and staff of Victorian Catholic schools from schools.
5. In some circumstances CEM may be provided with personal information about an individual from a third party, for example a report provided by a school or by a medical professional or a reference from another employer.
Information collected by the CEM website
When you look at CEM’s website, CEM’s Internet Service Provider (myinternet) makes a record of your visit and logs the following information for statistical purposes:
CEM will not make an attempt to identify users by their browsing activities. However, in the unlikely event of an investigation, a law enforcement agency or other government agency may exercise its legal authority to inspect the CEM’s Internet Service Provider's logs.
CEM will only record your email address if you send CEM a message. Your email address will only be used for the purpose for which you have provided it and it will not be added to a mailing list or used for any other purpose without your consent.
CEM’s website does not provide facilities for the secure transmission of information across the Internet. Users should be aware that there are inherent risks in transmitting information across the Internet.
CEM’s website only uses session cookies and only during a search query of the website. CEM’s Internet Service Provider has assured CEM that no cookies are employed on this website except for those associated with the search engine. The website statistics for this site are generated from the web logs as outlined above.
On closing your browser the session cookie set by CEM’s website is destroyed and no personal information is maintained which might identify you should you visit CEM’s website at a later date.
(Cookies can be either ‘persistent’ or ‘session’-based. Persistent cookies are stored on your computer, contain an expiration date, and may be used to track your browsing behaviour upon return to the issuing website. Session cookies are short-lived, are used only during a browsing session and expire when you quit your browser.)
Exception in relation to employee records
6. CEM 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.
7. Students and Parents: CEM uses personal information on students and Parents collected by CEM or provided by CEM to:
8. Job applicants and contractors: In relation to personal information of job applicants and contractors, CEM's primary purpose of collection is to assess and (if successful), engage the applicant or contractor.
In addition, CEM uses personal information of job applicants and contractors for the purpose of:
9. Volunteers: CEM may also obtain personal information about volunteers to assist CEM in its functions or to conduct associated activities to enable CEM to conduct its functions.
10. Marketing: CEM undertakes marketing activities to promote the future growth and development of Victorian Catholic schools. CEM may receive personal information held by a school for CEM’s marketing purposes.
11. CEM may disclose personal information, including sensitive information, held about an individual to:
12. Sending and storing information overseas: CEM may disclose personal information about an individual to overseas recipients, for instance, to facilitate a school exchange. However, CEM will not send personal information about an individual outside Australia without:
13. 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.
14. CEM and CEM’s staff are required to respect the confidentiality of students' and Parents' personal information and the privacy of individuals.
15. CEM has in place steps to protect the personal information CEM holds from misuse, interference and loss, unauthorised access, modification or disclosure by use of various methods, including locked storage of paper records and password access rights to computerised records.
16. Under the Commonwealth Privacy Act and the Health Records Act 2001 (Vic.) an individual has the right to obtain access to any personal information which CEM holds about them and to advise CEM of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Students will generally be able to access and update their personal information through their Parents, but older students may seek access and correction themselves.
There are some exceptions to these rights set out in the applicable legislation.
17. To make a request to access or update any personal information CEM holds about you or your child, please refer to the contact details below.
18. CEM may require you to verify your identity and specify what information you require. CEM may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, CEM will advise the likely cost in advance. If CEM cannot provide you with access to that information, you will be provided with a written notice explaining the reasons for refusal.
19. CEM respects every Parent's right to make decisions concerning their child's education.
20. Generally, CEM will refer any requests for consent and notices in relation to the personal information of a student to the student's Parents. CEM will treat consent given by Parents as consent given on behalf of the student, and notice to Parents will act as notice given to the student.
21. As mentioned above, Parents may seek access to personal information held by CEM about them or their child by contacting the CEM Privacy Officer (see contact details below). 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 CEM’s duty of care to a staff member or student.
22. CEM may, at its discretion, on the request of a student, grant that student access to information held by CEM about them, or allow a student 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 student and/or the student's personal circumstances so warranted.
23. If you would like further information about the way CEM manages the personal information it holds, or wish to complain that you believe that CEM has breached the Australian Privacy Principles, please contact the CEM Privacy Officer:
CEM Privacy OfficerCatholic Education MelbournePO Box 3, EAST MELBOURNE 8002Phone 9267 0228Email firstname.lastname@example.org
24. CEM will investigate any complaint and will notify you of a decision in relation to your complaint as soon as is practicable after it has been made.
Updated 16 June 2014Next Review 12 March 2015
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