Name of Policy PLC PRESCHOOL PRIVACY AND CONFIDENTIALITY POLICY
Policy Number POL7 5 1
Policy Status APPROVED
Date Effective January 2020
Last Edited June 2026
Date of Next Review June 2029
Review Period Every three years or as required as a result of legislative changes
Contact Person Director of Preschool
1 RELATED LEGISLATION AND REFERENCES
This information refers to Quality Area 7 of the National Quality Standards: GOVERNANCE AND LEADERSHIP.
● Education and Care Services National Law Application Act 2010
● Education and Care Services National Regulations 2011/181 Privacy Act 1988 (Cth) www.oaic.gov.au/law/act
● Children and Young Persons Care and Protection Act 1998
● Australian Privacy Principles www.oaic.gov.au
2 INTRODUCTION
PLC Sydney Preschools respects the importance of privacy and confidentiality as an individual right and a basis for building partnerships. The PLC Sydney Preschool requires personal information from families to provide appropriate and responsive care. While this policy has been developed to comply with the Australian Privacy Principles (APPs) (2014) and pursues the highest standard in the protection and preservation of confidentiality, its application is always governed by the paramountcy principle. In any circumstance where there is a conflict, the safety, health, and wellbeing of the child will take absolute precedence over all other considerations, including privacy.
3 OUTCOMES
The PLC Sydney Preschool will:
● Maintain private and confidential files for educators and staff, children and their families. The Preschool will develop systems for the appropriate use, storage and disposal of records.
● Ensure the information in these files is used only for the education and care of the child enrolled in the Preschool, and only shared with relevant or authorised people as defined within authorisations of the Education and Care Services National Regulations.
4 STRATEGIES
The PLC Sydney Preschool aims to meet the outcomes through the adoption of this specific Privacy and Confidentiality Policy and the Privacy Collection Statement which will guide the practices in this area
4.1. Collection of Information ROLES AND RESPONSIBILITIES
ROLE
Approved Provider
RESPONSIBILITIES
● Ensure that each family, staff, volunteer, work placement student and management committee member are informed regarding privacy collection upon enrolment, that includes details about how they can access their personal information, have this corrected as needed, make a complaint about a breach of privacy, if one occurs.
● Ensure each staff member, committee members, volunteers and student information is correct in personnel and other files This includes information on qualifications, WWCC, criminal history checks, staff entitlements, contact and emergency information, health and immunisation information, and any relevant medical and legal information. This would include any other relevant information collected by the Preschool
● Ensure that information collected from families, educators, committee members and the community is maintained in a private and confidential manner at all times.
● Ensure that such information is not divulged or communicated (directly or indirectly) to another person other than the ways outlined as appropriate in the Education and Care Services National Regulations, 181, which says information can be communicated:
○ To the extent necessary for education, care or medical treatment of the child;
○ To the parent of the child to whom the information relates (except for information in staff records);
○ To the regulatory authority or an authorised officer; As authorised, permitted or required to be given by or under any act or law; and
○ With written consent of the person who provided the information.
● Ensure families are informed upon enrolment how images/photographs of their children will be used on the Internet and/or publications.
● Provide families with information on the Complaints and Feedback Procedure if any privacy or confidentiality procedure has been breached Individuals can make a
Nominated Supervisor
complaint to the Approved Provider if they believe there has been a breach of their privacy in relation to the Privacy principles. The breach will be assessed by the Approved Provider within 14 days. Where the information collected is incorrect, the information will be corrected. Where a serious breach of privacy is found, appropriate actions will be negotiated between the Approved Provider and the individual to resolve the situation, in line with the Complaints and Feedback Procedure.
● Will ensure information provided by families, staff and committee members is only used for the purpose for which it was collected.
● Complete and Submit to ACECQA the National Early Childhood Worker Register a national mechanism to track credentials, WWCC status, and compliance.
● Ensure each families’ information is correct in enrolment records This includes information on immunisation updates, income and financial details (credit card or bank information), contact details of family and emergency contact information, children’s developmental records, Family Assistance information, and any medical or legal information, such as family court documentation required by the Preschool. This would include any information required to be recorded under the National Law and Regulations, the Family Assistance Law and other relevant information collected to support the enrolment of a child
● Will ensure information provided by families and staff is only used for the purpose it was collected for
● Provide families with details on the collection of personal information collected: This information will include:
● The types of information collected by the school.
● The purpose of collecting information.
● What types of information will be disclosed to the public or other agencies and when and why disclosure may occur.
● How the information is stored at the school.
● Approaches used to keep information secure.
● Who has access to the information.
● The right of the individual to view their personal information.
● The length of time information.needs to be archived; and
● How information is disposed.
Storage of Information
● Ensure that education and care service records, personnel records, funding information and children’s and families information is stored securely reducing the chance of unauthorised access, use or disclosure and remains private and confidential within the education and care environment at all times.
Access to Information
● Will ensure that information kept is not divulged or communicated, directly or indirectly, to anyone other than:
● Medical and developmental information that is required to adequately provide education and care for the child;
● The Department of Education, or an authorised officer; or As permitted or required by any Act or Law
● Individuals will be allowed access to their personal information as requested. Individuals must request this information in writing from the Nominated Supervisor. Authorised persons may request to view any information kept on their child
● Information may be denied under the following conditions:
● Access to information could compromise the privacy of another individual;
● The request for information is frivolous or vexatious; and
● The information relates to legal issues, or there are legal reasons not to divulge the information such as in cases of custody and legal guardianship.
● Complete and Submit to ACECQA the National Early Childhood Worker Register a national mechanism to track credentials, WWCC status, and compliance.
Educators
● Maintain children’s information and store documentation according to policy at all times.
● Not share information about the Preschool, management information, other Educators or children and families, without written permission or legislative authority.
● In keeping with the Early Childhood Australia (ECA) Code of Ethics (2008), the Education and Care Services National Regulations and the Privacy Legislation, Educators and staff employed by the PLC Sydney Preschool are bound to respect the privacy rights of children enrolled and their families, Educators and staff and their families and
any other persons associated with the Preschool. Educators will sign the PLC Sydney Code of Conduct which includes a confidentiality statement as it relates to privacy and confidentiality of information.
5 POLICY EVALUATION AND REVIEW
This policy will be monitored to ensure compliance with legislative requirements and unless deemed necessary through the identification of practice gaps, the service will review this Policy every two years.
Families and staff are essential stakeholders in the policy review process and will be given opportunity and encouragement to be actively involved.
In accordance with R 172 of the Education and Care Services National Regulations, the Preschool will ensure that families of children enrolled at the service are notified at least 14 days before making any change to a policy or procedure that may have significant impact on the provision of education and care to any child enrolled at the service; a family’s ability to utilise the service; the fees charged or the way in which fees are collected
March 2020 Checked for currency (Head of Compliance)
August 2023
May 2021 Clarified management committee title August 2023
August 2023 Include info on Notifiable Data Breaches August 2026
March 2026 Include information regarding the submission of the National Early Childhood Worker Register to ACECQA March 2029
June 2026 Include Paramouncy language June 2029
