Privacy Collection Notice

Purpose of this notice 

Good Shepherd Lutheran Primary School is committed to protecting the privacy of students, parents, carers, families, employees, volunteers, contractors and other members of the school community. This Privacy Collection Notice explains: 

  • what personal and sensitive information the School collects
  • how it is used and disclosed
  • how it is stored and secured 
  • the rights and responsibilities of families in providing this information. 
Types of information we collect 

The School may collect, hold and use the following categories of information: 

Personal information (students, parents/guardians, other contacts) 

Examples include: 

  • Name, address, contact details, date of birth 
  • Parent/guardian and emergency contact details 
  • Residency and visa status (if applicable) 
  • Court orders, parenting arrangements or family law matters (if relevant) 

Sensitive information 

(Collected with consent, unless an exception applies) 

  • Racial or ethnic origin 
  • Religious beliefs or affiliation 
  • Language background 
  • Membership of associations (e.g., cultural groups, sports bodies) 

Health information 

Purpose of collection to support student safety and wellbeing, and to meet legal obligations.

  • Medical conditions, allergies, anaphylaxis, immunisation records 
  • Disability information and adjustments 
  • Mental health or wellbeing information 
  • Counselling notes (where permitted), wellbeing support records 
  • Incident and injury reports 
  • NCCD (Nationally Consistent Collection of Data on School Students with Disability) evidence 

Student images, audio and video 

The School may collect: 

  • photographs and videos of students participating in school activities 
  • audio or video recordings for learning programs 
  • images for school publications, website, social media and marketing materials (optional and consent-based). 

Educational information 

  • Academic assessments, test results and reports 
  • Attendance, behaviour, and learning progress 
  • Online learning activity and digital engagement data 

Technology, systems and online services 

  • School-issued device records 
  • Logs of access to school ICT systems 
  • Cyber safety monitoring alerts 
  • Learning management system use (e.g. Schoolbox, Google Workspace) 

Other 

  • Professional service provider reports (therapists, psychologists, medical specialists) 
  • Payment and billing details 
How we collect information 

The School collects information in a number of ways, including: 

  • directly from parents/guardians during enrolment or throughout the school year 
  • directly from students (where age-appropriate) 
  • from previous schools or early learning settings 
  • from medical practitioners or allied health providers 
  • from government agencies (e.g., Victorian Curriculum and Assessment Authority, DET, VRQA) 
  • through learning technologies, apps and school IT systems 
  • from contractors or service providers (e.g. cloud system providers). 
Why we collect and use this information 

The School uses personal and sensitive information for purposes including: 

Education and student support 

  • Delivering teaching and learning programs 
  • Supporting student wellbeing, safety and medical needs 
  • Differentiating learning and applying reasonable adjustments 
  • NCCD and funding eligibility 
  • Reporting to parents, DET, VCAA and other education bodies 

Legal and compliance obligations 

  • Child safety obligations under Ministerial Order 1359 
  • Duty of care requirements 
  • Reporting obligations, including suspected harm or risk of harm 
  • Emergency management and critical incident responses 
  • Compliance with VRQA school registration requirements 

Administration and school operations 

  • Enrolment and transition 
  • Billing, fees and financial management 
  • Communication with parents/carers 
  • Organising events, excursions, camps and co-curricular activities 
  • Managing volunteers, contractors and visitors 
  • Maintenance of school infrastructure and security 

Use of images and recordings 

We may use student images and recordings for: 

  • internal classroom and assessment purposes 
  • school publications (newsletters, yearbooks) 
  • school website and social media (consent required) 
  • marketing, advertising and promotional materials (consent required). 

Families may elect to opt-out of certain uses by contacting the School. 

Disclosure of information 

We may disclose personal information to: 

  • teaching and support staff 
  • other schools (if transferring) 
  • governing and government authorities (LEVNT, DET, VCAA, NCCD, VRQA, child protection, police) 
  • medical practitioners, counsellors and allied health providers 
  • external service providers engaged by the School (ICT platforms, photographers, transport providers, etc.) 
  • volunteers or coaches assisting with school programs
  • school-associated bodies (e.g. PTFA) 
  • authorised third-party learning platforms under contract with the School
  • emergency services. 

We may disclose de-identified information for research or benchmarking purposes. 

Storage and security 

The School stores information securely in physical and digital formats and implements safeguards such as: 

  • role-based access controls 
  • secure cloud storage arrangements 
  • encryption, password protection and audit logs 
  • confidentiality agreements for staff and contractors 
  • secure disposal and retention schedules consistent with Victorian government and VRQA requirements. 
Access and correction 

Parents/guardians and students (where appropriate) may request access to, or correction of, personal information held by the School. Requests should be made in writing to the principal or privacy officer. 

Providing information 

It is important that the School maintains accurate and up-to-date records. Parents/guardians must:  

  • provide complete and accurate information during enrolment; 
  • notify the School of any changes to contact details, medical information, or court orders; 
  • provide information necessary for the School to fulfil its duty of care obligations. 

Where information is not provided, the School may be limited in its ability to provide appropriate support and meet legal obligations. 

Contact and further information 

If you have any questions about this Privacy Collection Notice or how your information is managed, please contact: 

Read the School’s Privacy Policy.