This statement outlines the School's policy on its uses and management of personal information.

The School is bound by the National Privacy Principles contained in the Commonwealth Privacy Act.

The National Privacy Principles can be found here

The School will, from time to time, review this Privacy Policy to take account of new laws and the changing school environment.

The Privacy Policies listed herein apply to:
  • Ballarat and Queen's Anglican Grammar School
  • Trading Name: Ballarat Grammar
  • ABN: 93 005 091 805
  • Ballarat and Queen's Anglican Grammar School Foundation Ltd
  • Trading Name: Ballarat Grammar Foundation
  • ABN: 68 005 866 517
  • BGS Educational Services Ltd
  • Trading Name: BGS Educational Services Ltd
  • ABN: 85 085 415 452


Page Index

What kind of personal information does the School collect and how does the School collect it?

The type of information the School collects and holds includes personal information, and sensitive information, about:

  • students and parents and/or guardians ('Parents') before, during and after the course of a student's enrolment at the School;
  • job applicants, staff members, volunteers and contractors; and
  • other people who come into contact with the School.


Personal Information you provide: The School will generally collect personal information held about an individual by way of forms filled out by Parents or students, face-to-face meetings and interviews, and telephone calls.

Personal Information provided by other people: In some circumstances 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.

Exception in relation to employee records: Under the Privacy Act the National Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the School's treatment of an employee record, where the treatment is directly related to a current or former employment relationship between the School and an employee.

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How will the School use the personal information you provide?

The School will use personal information it collects from you for the primary purpose of collection, and for other related secondary purposes which might reasonably be expected, or to which you have consented.

Students and Parents: In relation to personal information of students and Parents, the School's primary purpose of collection is to enable the School to provide ongoing education and pastoral care for students. This includes satisfying both the needs of Parents and the needs of students throughout the whole period of enrolment and beyond.

The purposes for which the School uses personal information of students and Parents include:

  • to keep Parents informed about matters related to their child's schooling, through correspondence, newsletters and magazines;
  • day-to-day administration;
  • looking after students' educational, social and medical well-being;
  • seeking donations and marketing for the School;
  • to satisfy the School's legal obligations and allow the School to discharge its duty of care.


In some cases where the School requests personal information about a student or Parent, if the information requested is not obtained, the School may not be able to enrol or continue the enrolment of the student.

Job applicants, staff members and contractors: In relation to personal information of job applicants, staff members and contractors, the School's primary purpose of collection is to assess and (if successful) to engage the applicant, staff member or contractor, as the case may be.

The purposes for which the School uses personal information of job applicants, staff members and contractors include:

  • in administering the individual's employment or contract, as the case may be;
  • for insurance purposes;
  • seeking funds and marketing for the School;
  • to satisfy the School's legal obligations, for example, in relation to child protection legislation.


Volunteers: The School also obtains personal information about volunteers who assist the School in its functions or conduct associated activities, to enable the School and the volunteers to work together.

Marketing and fundraising: The School treats marketing and seeking donations for the future growth and development of the School as an important part of ensuring that the School continues to be a quality learning environment in which both students and staff thrive. Personal information held by the School may be disclosed to an organisation that assists in the School's fundraising, for example, the Grammar Foundation.

Parents, staff, contractors and other members of the wider School community may from time to time receive fundraising information. School publications, like newsletters and magazines, which include personal information, may be used for marketing purposes.

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To whom might the School disclose personal information?

The School may disclose personal information, including sensitive information, held about an individual to:

  • another school;
  • government departments;
  • medical practitioners;
  • people providing services to the School, including specialist visiting teachers and sports coaches;
  • recipients of School publications, like newsletters and magazines;
  • Parents; and
  • anyone to whom you authorise the School to disclose information.

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How does the School treat sensitive information?

In referring to 'sensitive information', the School means: information relating to a person's racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual preferences or criminal record, that is also personal information; and health information about an individual.

Sensitive information will be used and disclosed only for the purpose for which it was provided or a directly related secondary purpose, unless you agree otherwise, or the use or disclosure of the sensitive information is allowed by law.

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Management and security of personal information

The School's staff are required to respect the confidentiality of students' and Parents' personal information and the privacy of individuals.

The School has in place steps to protect the personal information the School holds from misuse, loss, unauthorised access, modification or disclosure, by various methods including locked storage of paper records and password access to computerised records.

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Updating personal information

The School endeavours to ensure that the personal information it holds is accurate, complete and up-to-date. A person may seek to update their personal information held by the School by contacting the Headmaster's Personal Assistant of the School at any time.

The National Privacy Principles require the School not to store personal information longer than necessary.

Under the Commonwealth Privacy Act, an individual has the right to obtain access to personal information which the School holds about them and to advise the School of any perceived inaccuracy. There are some exceptions to this right set out in the Act. Students will generally have access to their personal information through their Parents, but older students may seek access themselves.

To make a request to access any information the School holds about you or your child, please contact the Headmaster's Personal Assistant in writing.

The School may require you to verify your identity and specify what information you require. The School may charge a fee to cover the cost of verifying your application and locating, retrieving, reviewing and copying any material requested. If the information sought is extensive, the School will advise the likely cost in advance.

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Generally, the School will refer matters relating to the personal information of a student to the student's Parents. The School will treat consent given by Parents as consent given on behalf of the student, and notice to Parents will act as notice given to the student.

Parents may seek access to personal information held by the School about them or their child by contacting the Headmaster's Personal Assistant. However, there will be occasions when access is denied. Such occasions would include 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 the student.

The School may, at its discretion, on the request of a student grant that student access to information held by the School about them, or allow a student to give or withhold consent to the use of their personal information, independently of their Parents. This would normally be done only when the maturity of the student and/or the student's personal circumstances so warranted.

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If you would like further information about the way the School manages the personal information it holds, please contact the Headmaster's Personal Assistant.

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