Privacy and Information Sharing

Collection notices

It is important that schools are transparent and communicate with students and parents about how their personal information will be handled. A key way the department and schools do this is by providing collection notices.

A collection notice is a plain language statement that explains:

• what information is being collected
• why it is needed
• how the information will be managed.

Schools’ privacy collection notice

The main collection notice used in schools is the Schools’ privacy collection notice. It explains why schools need to collect and use information to carry out core functions.

Schools must share a link to the Schools’ privacy collection notice:

• during the enrolment process
• annually as part of the school’s privacy reminders.

Schools must do both to meet their privacy obligations.

Annual privacy reminder (all students)

At the start of each year in Term 1, schools must send a privacy reminder to the school community. These should be included in the first or second school newsletter, or through usual communication channels.

The privacy reminder supports schools to make sure all parents and students continue to understand how their personal information is handled. This helps schools comply with the Privacy and Data Protection Act 2014 (Vic).

Privacy reminders must include links to the:

• Schools’ privacy collection notice
• Schools’ privacy policy
• school’s version of the photographing, filming and recording students policy published on the school’s website
• Schools’ privacy policy: information for parents.

Schools are recommended to use the Privacy reminder newsletter template (DOCX 72 KB) (staff login required) to include in their school newsletter or as a stand-alone notice.

Notifications for software and new technology use

When schools adopt new software that collects or stores personal information, they are encouraged to inform their school community as part of implementation. This helps avoid surprises and is part of good privacy practice.

If opt-in consent is required, then notice is required to support informed consent.

Schools can use the Notice – new software template (DOCX 55 KB).

Alternatively, schools can publish or annually communicate a list of all the software it uses that handles personal information. Known as a digital learning statement, schools can use the Notice – software in our school template (DOCX 58 KB).

For more information on consent and technology, read the guidance on Consent.

Other collection notices

If school staff collect personal information for activities not covered by the schools’ privacy collection notice, or a software collection notice, they may need to create a separate notification. This separate notification must then be sent to parents and carers. An example might include a school collecting personal information for fundraising.

A collection notice must include:

• the name and contact details of the organisation collecting the information
• the purpose for collecting the information
• any individuals or organisations the information might be shared with
• a statement about the person’s right to access to the information collected about them
• any law(s) requiring the collection of the information
• what happens if they don’t provide all or part of the information.

Collection notices used by schools must be written in plain language. Schools can create collection notices using the Collection notice generator (DOCX 76 KB) (staff login required).

In some cases, a collection notice alone isn’t sufficient and explicit consent might be required. Refer to Consent.

For advice on collection notices, email the Privacy team at privacy@education.vic.gov.au