What is Personal Information ?
Personal information is information or an opinion that identifies an individual. At a school, this may include (but is not limited to) student and parent/guardian names, addresses and contact details, date of birth and emergency contacts, enrolment details and academic records, attendance, behaviour, wellbeing and pastoral care records, health or medical information relevant to student care, images, video recordings or CCTV footage, and payment or billing information.
Why we Collect Personal Information
We collect personal information to support our core purpose as an educational institution, including enrolling and administering student education, delivering teaching and learning programs, supporting student wellbeing, safety and pastoral care, communicating with parents/guardians, meeting legal, regulatory and government reporting obligations, managing school operations, events, excursions and activities, and providing information about College services, events and opportunities. We will, where practical, explain why information is being collected and how it will be used at the time of collection.
How We Collect Personal Information
Personal information may be collected through enrolment and application forms, school management and learning systems, parent communications (email, phone, meetings and video conferencing), website forms and digital platforms, CCTV and security systems, and third parties such as previous schools, health professionals or government agencies where appropriate. Where information is provided by a third party, we take reasonable steps to ensure families are aware of the collection.
Sensitive Information
Sensitive information may include health information, religious beliefs, or other information relevant to student care and support. We only use sensitive information for the primary purpose for which it was collected, for directly related secondary purposes, with consent of the parent/guardian (or student where appropriate), or where required or authorised by law.
Use and Disclosure of Personal Information
Personal information may be shared with staff involved in a student’s education and wellbeing, government departments or education authorities as required, medical or emergency services when necessary for safety, service providers assisting school operations such as IT systems or excursion providers, third parties where consent has been provided, and where required or authorised by law. We do not sell personal information.
Child Safety and School Environment
The College is committed to providing a safe and supportive environment for all students. Personal information may be used or shared where required to safeguard student wellbeing, address child safety concerns or incidents, meet mandatory reporting requirements, and fulfil duty of care obligations during school activities, excursions and events. Learn more about our Child Safety Standards here.
Data Storage and Security
We take reasonable steps to protect personal information from misuse, loss and unauthorised access, including secure electronic systems and password protection, restricted access to student records, secure physical storage of confidential files, and staff confidentiality obligations. When information is no longer required, we take reasonable steps to securely destroy or de-identify it, subject to legal retention requirements.
Access to Personal Information
Parents/guardians and eligible students may request access to personal information held by the College and request corrections if needed. Requests should be made in writing to admin@icom.vic.edu.au. We may require proof of identity before releasing information. No fee is charged for access requests, although administrative costs may apply for copying or preparation.
Accuracy of Information
We aim to ensure personal information is accurate and up to date. Families are encouraged to notify the College promptly of any changes to contact details, medical needs or other relevant information.
Policy Updates
This Privacy Policy may be updated periodically. The latest version will always be available on the College website.
Privacy Policy Questions & Concerns
Privacy Policy questions or concerns? please contact us at:
Islamic College of Melbourne