The Anglican Schools Commission Office
Originally released: 2005 | Revised: 0000 | Due for Review: 2008
The Anglican Schools Commission Incorporated (ASC) collects, holds, uses and manages personal information in accordance with this policy. The policy complies with the National Privacy Principles contained in the Commonwealth Privacy Act.
COLLECTION OF PERSONAL INFORMATION
The primary purpose for which the ASC collects personal information is to conduct the business of the ASC efficiently.
On occasions, the ASC will also need to use this same personal information for secondary purposes that less directly relate to the primary purpose for which the information was collected. This will only occur in ways that the individual might reasonably expect or in ways to which consent has been implied or given. Otherwise, the ASC will seek the approval of the individual before using the personal information for the proposed secondary purpose.
The ASC collects and holds personal information, which may include a minimal amount of sensitive information, about: staff members; members of committees of the ASC; participants in ASC activities, particularly professional development; job applicants; contractors; and other people with whom the ASC interacts.
Personal Information Provided by the Individual
The ASC generally collects personal information directly from an individual by way of completed forms, telephone calls, face-to-face meetings or interviews. The person collecting the information is expected to ensure that the person supplying the information is aware of the purpose(s) for which the information is being collected.
Personal Information Provided by Other People
In some circumstances the ASC may be provided with personal information about an individual from a third party, for example a recommendation for a committee membership. The ASC expects that the person providing the personal information has informed the person about whom the information is being provided of their intentions to do so.
Exception in Relation to Employee Records
The privacy Act does not apply to employee records. As a result, past and present employees of the ASC cannot automatically access the personal information held about them by the ASC.
THE USE OF PERSONAL INFORMATION
At the time of collecting personal information, the ASC will make it clear to the individual as to the intended uses of the information.
Job Applicants and Contractors
Personal information held about job applicants and contractors is collected solely for the primary purpose of assessing their claims to be engaged and will be used for no other purpose. Permission will be sought to hold the information for any extended period of time.
The ASC uses a minimal level of personal information, usually with the express knowledge of the individual, to keep members of ASC school communities and members of the wider public informed of its achievements and activities. Sensitive information will not be used for this purpose without the consent of the individual.
THE DISCLOSURE OF PERSONAL INFORMATION
At the time of collecting personal information, the ASC will make it clear to the individual as to the potential disclosures of the information. In general, the ASC has little need to disclose personal information to other organisations or individuals and will not disclose personal information about an individual to other parties unless the individual has provided consent, either at the time of providing the information or as a result of a specific request.
Sensitive information will not be disclosed to other parties without the consent of the individual and in general the party seeking the information will be advised to collect the information themselves.
The ASC will not send personal information about an individual outside Australia without obtaining the consent of the individual.
THE MANAGEMENT OF PERSONAL INFORMATION
The members of the staff of the ASC and individuals who serve on committees conducting the business of the ASC are required to respect the confidentiality of personal information and the privacy of individuals.
The ASC has in place procedures to protect the personal information it holds from misuse, loss, unauthorised access, modification or disclosure.
The ASC endeavours to ensure that the personal information it holds is accurate, complete, current and not held for longer periods than is necessary.
The ASC will only identify information about an individual by their name or, if appropriate, an identifier of its own creation.
THE ACCESSING AND CORRECTING OF PERSONAL INFORMATION
In accordance with the Privacy Act, an individual has the right to seek to access any personal information the ASC holds about them and to advise the ASC of any perceived inaccuracy with that information.
The individual needs to contact the Chief Executive Officer to seek access. In processing such requests, the Chief Executive Officer will be guided by the National Privacy Principles.
If you would like further information about the way the ASC implements this policy and manages the personal information it holds, please contact the Chief Executive Officer, ASC.
T: 9286 0290
F: 9384 5023