Privacy Policy

1.Exemption in relation to employee records

Under the Privacy Act 1988 (Privacy Act), the Australian Privacy Principles do not apply to an employee record held by the employing entity. As a result, this Privacy Policy does not apply to the AIIC treatment of an employee record, where the treatment is directly related to a current or former employment relationship between AIIC and the employee.

2.What kinds of personal information does the School collect and how does the School collect it?

The type of information AIIC collects and holds includes (but is not limited to) personal information, including health and other sensitive information, about:

students and parents and/or guardians (‘Parents’) before, during, and after the course of a student’s enrolment at the school:
name, contact details (including next of kin), date of birth, gender, language background, previous school, and religion.
parents’ education, occupation, and language background.
medical information (e.g., details of disability and/or allergies, absence notes, medical reports, and names of doctors);
conduct and complaint records, other behaviour notes, and school reports, information about referrals to government welfare agencies.
counseling reports.
health fund details and Medicare number.
any court orders.
- volunteering information; and o photos and videos at school events.

job applicants, staff members, volunteers, and contractors.
- name, contact details (including next of kin), date of birth, and religion;
- information on a job application.
- professional development history.
- salary and payment information, including superannuation details.
- medical information (e.g., details of disability and/or allergies, and medical certificates).
- complaint records and investigation reports; o leave details; o photos and videos at school events
- workplace surveillance information.
- work emails and private emails (when using work email address) and Internet browsing history.
- other people who meet AIIC including name and contact details and any other information necessary for the particular contact with the College.

2.Personal Information you provide

AIIC College will generally collect personal information held about an individual by way of forms filled out by parents or students, face-to-face meetings and interviews, emails, and telephone calls. On occasions, people other than parents and students provide personal information (refer to the next section, Personal information provided by other people).

Personal Information provided by other people: In some circumstances, AIIC 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.
How will the school use the personal information you provide? AIIC will use the 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 by you, or to which you have consented.
Students and Parents In relation to the personal information of students and parents, AIIC College’s primary purpose of collection is to enable AIIC College to provide schooling to students enrolled at the school, exercise its duty of care, and perform necessary associated administrative activities, which will enable students to take part in all the activities of the school. This includes satisfying the needs of parents, the needs of the students, and the needs of AIIC College throughout the whole period the student is enrolled at the school.

The purposes for which AIIC College uses the personal information of students and parents include: • to keep parents informed about matters related to their child’s schooling, through correspondence, newsletters, e-newsletters, and magazines

day-to-day administration of AIIC College • looking after students’ educational, social, and medical wellbeing
seeking donations and marketing for AIIC College
to satisfy AIIC College’s legal obligations and allow the school to discharge its duty of care. In some cases, where AIIC College requests personal information about a student or parent, if the information requested is not provided, AIIC College may not be able to enroll or continue the enrolment of the student or permit the student to take part in a particular activity.

On occasions, information such as academic and sporting achievements, student activities and similar news is published in School newsletters and magazines, on our intranet, and on our website. This may include photographs and videos of student activities such as sporting events, school camps, and school excursions. AIIC College will obtain permissions annually from the student’s parent and guardian (and from the student if appropriate) if we would like to include such photographs or videos, or other identifying material, in our promotional material or otherwise make this material available to the public such as on the internet.

Job applicants, Staff Members, and Contractors In relation to the personal information of job applicants, staff members, and contractors, the primary purpose of collection is to assess and if successful engage the applicant, staff member, or contractor. The purposes for which AIIC College uses the personal information of job applicants, staff members contractors include
in administering the individual’s employment or contract, as the case may be • for insurance purposes; • seeking donations and marketing for the school; and • to satisfy the School’s legal obligations, for example, in relation to child protection legislation.

1. Volunteers the School also obtains personal information about volunteers who assist AIIC College in its functions or conduct associated activities, such as support groups, Parent and Friends Association, and Alumni Associations, to enable AIIC College and the volunteers to work together.

2. Marketing and fundraising AIIC College treats marketing and seeking donations for the future growth and development of the school as an important part of ensuring that AIIC continues to provide a quality learning environment in which both students and employees thrive. Personal information held by AIIC may be disclosed to organizations that assist in the school’s fundraising, for example, the School’s Foundation or Alumni Association. If you would like to opt out of direct marketing, please contact the College at admin@aiic.qld.edu.au

3.Video Surveillance Network the School has an extensive IP-based Video Surveillance Network (VSN) which is used to monitor and record activity for a range of purposes including providing a safe and secure environment for students, staff, and visitors, as well as for protecting the school buildings and assets by deterring incidences of theft and vandalism, both during and after school hours. Appropriate signage has been installed in either the immediate or general vicinity of cameras to advise that cameras are in operation.

4. Security, Storage, and Retention The footage recorded by the cameras are securely stored as digital files within the VSN software and will only be viewed and accessed by authorized people. The footage recorded is stored for a maximum of thirty-one (31) days after which it is programmed to be automatically overwritten unless required by law enforcement authorities. Controlled access to the secured footage is strictly maintained.

5. Disclosure Footage may be disclosed to third parties in accordance with Australian Privacy Principle 6 – use or disclosure of personal information. Circumstances under which footage will be shown to a third party may include.

for law enforcement purposes (e.g., police);
where it is necessary for the health, safety, or welfare of individuals or public health reasons.
when otherwise required by law (e.g., court order)

6.Who might the school disclose Personal Information to and Store Information with? AIIC College may disclose personal information, including sensitive information, held about an individual for educational, legal, administrative, marketing, and support purposes. This may include to:

another school or staff at another school where you are or seek to be enrolled
government departments including for policy and funding purposes
medical practitioners.
people providing educational, support, and health services to the School, including specialist visiting teachers, coaches, volunteers, counsellors, and providers of learning and assessment tools
assessment and educational authorities, including the Australian Curriculum, Assessment and Reporting Authority (ACARA) and NAPLAN Test
Administration Authorities (who will disclose it to the entity that manages the online platform for NAPLAN)
people providing administrative and financial services to AIIC College, including employees and contractors
recipients of School publications, such as newsletters and magazines
students’ parents or guardians of the individual student
anyone you authorize AIIC College to disclose information to
anyone to whom we are required or authorized to disclose the information by law, including child protection laws.

Sending and Storing Information Overseas AIIC College may disclose personal information about an individual to overseas recipients, for instance, to facilitate a school exchange. However, AIIC College will not send personal information about an individual outside Australia without:
obtaining the consent of the individual (in some cases this consent will be implied); or
otherwise, where AIIC College takes reasonable steps to ensure the recipient is complying with the Australian Privacy Principles or other applicable privacy legislation. AIIC College may use online or ’cloud’ service providers to store personal information and to provide services to AIIC College that involve the use of personal.

AIIC College Privacy Policy Current version
date: 1st March 2024