School operations

Privacy and Information Sharing

Collection statements

It is important to be transparent and communicate with students and their parents about how their personal information will be handled in the school environment. One of the ways we do this is by using collection statements (sometimes referred to as privacy statements or collection notices).

A collection statement is a plain language statement that explains to people what information needs to be collected, why, and how it will be handled after being collected.

Enrolment and annual collection statements

The standard collection statements below must be used by schools during the enrolment process, communicated annually and provided to parents at other times on request. These collection statements cover the standard reasons that schools need to collect and use information in order to perform core functions.

Notifications for online services 

For third party online services or applications (online services) which handle student or parent information, for example, Compass or Mathletics, schools can customise the following templates and use them to notify parents. These notices are used in addition to the standard collection statements.

Sample Notice — single online service in our school (login required)

Use this notice to communicate to parents through the usual school communications channels (for example, newsletter or email) before implementing each new service.

Sample Notice — multiple online services in our school (login required)

Alternatively, use a consolidated notification about all relevant third party online services currently used in the school. This is sometimes known as a digital learning statement or an online services statement. This removes the need for detailed individual notices to be provided each time a new service is implemented. This statement should be updated regularly and made available to parents on the school’s website.

The Department can provide schools with a template tool called a privacy matrix to document and assess third party online services that handle student or parent information. If using a consolidated notification,  schools are encouraged to first complete the privacy matrix. Content from the matrix can then be incorporated into the statement. Refer to: Privacy matrix (login required)

Other collection statements

For projects or activities that include collection of personal information that are not covered in the standard collection statement or an online services statement, such as for fundraising purposes, you may need to create a separate statement to inform parents and students.

Any collection statement must include:

  • the identity of the organisation collecting the information and how to contact it
  • the purposes for which the information is collected
  • to whom (or the types of individuals or organisations to which) the organisation usually discloses information of that kind
  • the fact that the individual is able to gain access to the information
  • any law that requires the particular information to be collected
  • the main consequences (if any) for the individual if all or part of the information is not provided.

You can use the collection statement generator (login required) to create a plain language collection statement.

School staff needing assistance can contact the Privacy team.

Guidance chapter outlining requirements to provide students and parents with collection statements to inform them about how their personal information will be handled in the school environment

Reviewed 28 May 2020

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