National Quality Framework
QA4: 4.2.2. Professional standards – Professional standards guide practice, interactions and relationships.
QA5: 5.1.2 Dignity and rights of the child – The dignity and rights of every child are maintained.
QA7: 7.1.2 Management systems – Systems are in place to manage risk and enable the effective management and operation of a quality service.
Regs: 181 Confidentiality of records kept by approved provider
181-184 Confidentiality and storage of records
Our service recognises that every individual has the right to ensure their personal information is accurate and secure, and only used or disclosed to achieve the outcomes for which it was initially collected. Personal information will be managed openly and transparently in a way that protects an individual’s privacy and respects their rights under Australian privacy laws.
Educator and Management Policy
Record Keeping and Retention Policy
Social Media Policy
Our Privacy Notice and Disclosure Statement are at the end of this Policy.
Our Service practices are consistent with the Australian Privacy Principles.
Collection of personal information
We collect personal information if it is necessary for us to carry out Service operations or to comply with our legal obligations. This includes information required to comply with the National Education and Care Law and Regulations and to promote learning under the Early Years Learning Framework. Information may also be collected to comply with other Laws including State or Territory Health Laws.
During the enrolment process Nominated Supervisor will:
We usually collect personal information directly from a parent or guardian either in writing or verbally, for example during enrolment, when completing waiting list applications, or as we establish a partnership with families in caring for and educating a child. We may also collect information through Family Law court orders or agreements, special needs agencies and training courses.
We may occasionally request information from other organisations which you would reasonably agree is necessary for us to educate and care for a child. For example, we may request a copy of a child’s immunisation records where they are transferring to us from another Service, or where we request information about a child from a special needs educator or organisation. We will not request information without obtaining the consent of the individual (or parent) concerned.
In most cases, if we are unable to collect relevant personal information, we will be unable to enrol a child at the Service.
The Nominated Supervisor will advise individuals about any unsolicited personal information we receive from other organisations and keep because it is directly related to our functions and activities (unless we are advised not to by a Government authority). The Nominated Supervisor will destroy any unsolicited personal information that is not directly related to our Service operations unless it adversely impacts the health, safety and wellbeing of a child or children at the service. If this happens the Nominated Supervisor will contact the appropriate Government authorities and take action as directed while protecting the confidentiality of the individuals concerned.
Use or disclosure of personal information
We will not use personal information for any purpose that is not reasonably needed for the proper or effective operation of the service. Personal information may be accessed by and exchanged with staff educating and caring for a child or by administrative staff.
We do not disclose your personal information to others unless you would have reasonably expected us to do this or we have your consent. For example, personal information may be disclosed to:
We may disclose personal information where we are permitted or obliged to do so by an Australian law. For example, personal information may be disclosed to:
We do not disclose personal information to any person or organisation overseas or for any direct marketing purposes.
Quality of personal information
The Nominated Supervisor will take reasonable steps to ensure the personal information we collect, use and disclose is accurate, current and complete. Educators and staff will:
In addition, the Nominated Supervisor will:
Security of personal information
The Nominated Supervisor will take reasonable steps to protect personal information from misuse, interference and loss, unauthorised access, modification or disclosure. These steps include:
Access to personal information
Individuals may request access to their (or their child’s) personal information and may request the correction of any errors. These requests may be made to Nominated Supervisor by telephone on 07 3399 5931 or email firstname.lastname@example.org or by mail 104 Thynne Road Morningside 4170.
Personal information will be provided as soon as possible, and no later than 30 days from a request. We will provide the information in the form requested, for example by email, phone, in person, hard copy or electronic record unless it is unreasonable or impractical to do this for example due to the volume or nature of the information.
The Nominated Supervisor will always verify a person’s identity before providing access to the information, and ensure someone remains with the individual to ensure information is not changed or removed without our knowledge.
There is no charge for making a request to access the information. However, we may charge a reasonable cost for staff, postage and material expenses if the information is not readily available and retrieving the information takes a lot of time. We will advise you of the cost and get your agreement before we proceed.
There may be rare occasions when we are unable to provide access because we believe:
We may, however, provide the information in an alternative way for example by:
We will advise you promptly in writing if we are unable to provide access to the information, or access in the format requested. The advice will include the reasons for the refusal to provide the information (unless it is unreasonable to do this) and information about how to access our grievance procedure.
Correction of personal information
Individuals have a right to request the correction of any errors in their personal information. These requests may be made to the Nominated Supervisor by telephone on 0733995931 or email email@example.com or by mail 104 Thynne Road Morningside 4170.
The Nominated Supervisor will take reasonable steps to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading as soon as it is available. The Nominated Supervisor will:
We will not charge you for making a request to correct their personal information or for including a statement with your personal information.
National Quality Standard
Education and Care Services National Regulation
Privacy Act 1988 (includes Australian Privacy Principles)
United Nations Convention of the Rights of a Child
The policy will be reviewed annually by:
Reviewed: August 2019 Date for next review: September 2020