Conditions of Information Collection
Canberra Grammar School (the School) collects personal information, including sensitive information about students and parents / guardians before and during the course of a student’s enrolment at the School. Information is collected in accordance with the following conditions.
1. The School will generally collect personal information about an
individual using forms completed by parents or students, face-to-face
meetings, interviews, and telephone calls.
2. In relation to personal information of students and parents, the
School’s primary purpose of collection is to enable it to provide
schooling for the student.
3. Some of the information the School collects is to satisfy the School’s
legal obligations, particularly to enable it to discharge its duty of care.
4. Laws governing or relating to the operation of a school require certain
information to be collected and disclosed. These include relevant
Education, Public Health and Child Protection laws with which the
School complies as relevant.
5. The School 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 or previous
6. The School may request medical reports about students from time to
time. Health information about students is classified as sensitive
information within the terms of the Australian Privacy Principles under
the Privacy Act.
7. When necessary, the School may disclose personal and sensitive
information to others for administrative and educational purposes,
including to facilitate the transfer of a student to another school. This
includes to other schools, government departments, medical
practitioners, and people providing services to the School, including
specialist visiting teachers, [sports] coaches, volunteers and
8. Personal information collected from students is regularly disclosed to
their parents / guardians.
9. The School is permitted under legislation to provide non-educational
material to a parent where the student would reasonably expect this
to happen. Under the Privacy Act, the School will consider the age of
the student, the nature of the information, and the student’s
expectations about what information might be disclosed.
10. Information would only be shared where it is legal to do so and only if
necessary for the School to fulfil its functions or its legal obligations,
including those of duty of care. Where personal information is shared
with a third party, only the information that needs to be disclosed is
shared, not necessarily all information relating to that person.
11. The School and its staff respect the confidentiality of students’ and
parents’ personal information and the privacy of individuals. Various
School policies reiterate the need for confidentiality and care in the
management of personal information and sanctions exist for breach
of these rules.
12. The School has in place procedures to protect the personal
information it holds from misuse, loss, unauthorised access,
unauthorised modification or disclosure.
access to personal information collected about them. However, there
may be occasions when access is denied or restricted. Such
occasions would include situations where release of the information
would have an unreasonable impact on the privacy of others, or where
the release may result in a breach of the School’s duty of care to a
14. Personal information held by the School may be disclosed to an
organisation that assists in the School’s fundraising and community
building, for example the P&F Association, the Alumni and the CGS
Foundation. The School will not disclose personal information to third
parties for their own marketing purposes.
15. On occasion information, and related photographs, regarding
academic and sporting achievements, student activities, excursions
and events is published in newsletters, the annual magazine,
prospectus, calendar and the School intranet. The School will seek
annual permission from the student’s parent/guardians for such
16. The School will obtain separate permissions from the student’s
parents/guardian prior to publication if the School seeks to include
photographs or other identifying material in promotional or
advertising material for the School or otherwise make it available to
17. If parents/guardians provide the School with the personal information
of others, such as doctors or emergency contacts, the School
encourages the parents/guardians to inform those individuals that
they are disclosing that information to the School. The individuals
should be informed that they can access that information if they wish
and that the School does not usually disclose this information to third
about an alleged breach of privacy and how the School will deal with
such a complaint.