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In this policy/procedure, words in italic text are defined terms which have the specific meanings set out in Gowrie Victoria Policies and Procedures – Definitions and Abbreviations.
Purpose
The purpose of this procedure is to set out:
- the privacy information which must be given to families
- the acknowledgements which must be made by families
- the permissions to collect sensitive information and health information which must be obtained from families
when they:
- place their children on a waiting list
- enrol their children at a service
- add authorised persons who can give permissions to Gowrie Victoria relating to a child
Scope
This procedure applies to all staff members, volunteers, students on placement and contractors/labour hire employees of Gowrie Victoria.
Procedure Statement
Notice of Collection of Personal and Health Information
When families:
- add their children to a waiting lists for a service
- enrol their children at a service
they must be given a Notice of Collection of Personal and Health Information. (APP 5.1, IPP 1.3., HPP 1.4) The headings and text for this notice in set out in Appendix A.
Acknowledgements
Acknowledgement of Notice of Collection of Personal Information
When families:
- add their children to a waiting lists for a service
- enrol their children at a service
they must sign an acknowledgement that they have read the Notice of Collection of Personal Information.
The text for this acknowledgement is included in Appendix B. The acknowledgement must be included in waiting list application forms and enrolment forms, and can be added in with other terms of agreement and consent.
Authorised Persons
Gowrie Victoria allows families to authorise other people to:
- collect their children from a service
- give permission for children to be taken on excursions
- give permission for medical treatment for children
- give permission for staff members to seek medical treatment for their children or to arrange transport of children by
When families authorise other people either when enrolling children or later, they must sign an acknowledgement that these other people have agreed that their personal details can be collected by Gowrie Victoria.
The text for this acknowledgement is also included in Appendix B. The acknowledgement must be included in enrolment forms and any other forms used to record the authorisations, and can be added in with other terms of agreement and consent.
Consent to Collect Sensitive and Health information
Some of the information requested from families during enrolment is sensitive information and health information. (APP 3.3,3.4, IPP 10.1, HPP 1.1)
Gowrie Victoria is likely to continue to generate and collect sensitive information and health information while a child continues at an early learning program.
In keeping with the Confidentiality, Privacy and Data Protection Policy, Gowrie Victoria will seek consent to collect all sensitive information and health information.
The text for the permission is set out in Appendix C. This must be signed by families. It can be added in with other terms of agreement and consent.
Authorisation
Approved by the Chief Executive Officer
| Name | Susan Anderson |
| Signature |  |
| Date | 19 May 2022 |
Appendices
Appendix A: Notice of Collection of Personal and Health Information
Appendix B: Acknowledgements
Appendix C: Consent to collect sensitive and health information
References
| NQS Quality Area | N/a |
| Policy Status | Good practice |
| Parent Policy | Confidentiality, Privacy and Data Protection Policy |
| Related Procedures | Photographic, Video and Digital Images Procedure Access to and Correction of Personal Information Procedure Destruction of Personal Information Procedure Privacy Complaints Procedure |
Appendix A: Notice of Collection of Personal Information
The headings and text of Gowrie Victoria’s Notice of Collection of Personal Information must be exactly as included in this appendix.
Notice of Collection of Personal and Health Information
Collection of Information
Why Gowrie Victoria Collects Information
We use the personal information we collect about children and their families solely to:
- maintain and administer our waiting lists
- enrol children into our early learning programs
- run our early learning programs, including all associated administration, billing and reporting
- safeguard the health and well-being of children at our services
- comply with our legal obligations
- advise you of any changes to our programs and services which may be of interest to you
How Gowrie Victoria Collects Information
Generally, we collect personal and health information directly from families. Sometimes we receive personal information about families from Commonwealth, State and Local Authority sources, from payment services or from other organisations concerned with the safety and wellbeing of children and their families.
Most personal and health information we collect is required by law, including the Education and Care Services National Law 2010, the Education and Care Services National Regulations 2011 and the Commonwealth’s family assistance law.
Other personal and health information we collect is reasonably necessary to carry out our early learning activities and functions, including program administration.
While we are educating and caring for children in early learning programs, we will generate addition personal and health information relating to children’s progress and development, and to their medical care and wellbeing.
Consequences of Non-collection
If we are unable to collect the personal information we need from you then we will be unable to provide your child/children with early education and child care.
Sharing of Information
Sharing Information Internally
Staff members at Gowrie Victoria will only share a family’s or a child’s personal and health information with other staff members who need to know to enable us to educate and care for the child. Staff members are expected to comply with our privacy and confidentiality procedures.
Sharing Information Externally
We will disclose elements of your personal and health information to government departments, agencies and regulators who have the right to receive it. Generally this is required for the smooth administration of child care subsidy, kindergarten funding and for the benefit of children in our care.
We will also share information with your child/children’s chosen primary school in the period leading up to transition to school through a Transition Learning and Development Statement.
Occasionally, if we participate in early childhood research projects, we may pass aggregated and de-identified information to research partners. If researchers required information about individuals, we or the researchers will obtain specific consent from you.
We may also share personal and health information about your children and you with other organisations concerned with your safety and wellbeing who are authorised at law to receive it.
We do not share your personal or health information with any other person or organisation in Australia or overseas without obtaining specific consent from you.
Gowrie Victoria’s Privacy and Health Information Management Statement
Our Privacy and Health Information Management Statement contains information about how you can access your personal and health information and seek any corrections you think are needed.
Our Privacy and Health Information Management Statement also sets out how you can make a complaint if you think we have misused your personal information in any way.
Our Contact Details
Gowrie Victoria is the trading name of The Lady Gowrie Child Centre (Melbourne) Inc, an incorporated association registered in Victoria with registration number A0000691P.
Our contact details are:
The Secretary
Gowrie Victoria
36 Newry Street
Carlton North, VIC 3054
Tel: 1300 446 974
Email: Secretary@gowrievictoria.org.au
Appendix B: Acknowledgements
Acknowledgement of Notice of Collection of Personal Information
The text of families’ acknowledgement must be exactly as set out below.
I acknowledge that I have read the Notice of Collection of Personal Information.
The acknowledgement must be signed by the person completing the waiting list application or the enrolment form.
Acknowledgement Concerning Authorised Persons
The text of families’ acknowledgement must be exactly as set out below.
I confirm that the person(s) who I have authorised to collect my child/children from a service and to give permission for other matters as specified in this [enrolment form/authorisation form] have agreed that Gowrie Victoria can collect and use their personal information.
The acknowledgement must be signed by the person(s) completing the enrolment form or other form used to record authorisations.
Appendix C: Consent to Collect Sensitive and Health Information
The text of families’ consent to collect sensitive information and health information must be exactly as set out below.
I consent to the collection of sensitive and health information, excluding photographic and digital images, about myself and my child/children by Gowrie Victoria which is reasonably required for Gowrie Victoria’s programs or activities. This consent includes the collection of any sensitive and health information which is generated or collected while my child/children remain(s) enrolled at a Gowrie Victoria service.
The consent must be signed by the person(s) completing the enrolment form.