Privacy Policy

PURPOSE
The purpose of this policy is to ensure that Wentworth follows the principles set out in the Privacy Act 2020. Any personal information provided (including that through emails, discussions and school forms) will be kept secure. Any personal information supplied will only be used for the purpose for which it was intended or permitted by the Privacy Act and will not be disclosed to any third party except where necessary for the provision of services and educational needs, or as authorised or required by law.

GUIDELINES
“Personal information” means information about an identifiable living individual. The main guidelines for the collection of information are:

1. Information about the children
a) To assist educators in planning a programme that follows the interests and needs of individual children.
b) Passing on educational information to schools so that progress being made by each child can be continued.
c) Passing on educational information to professionals such as Special Education so that specific individual needs may be met.
d) Provide a means of contacting a parent/guardian in cases of injury or sickness of a child.
e) Enable initiatives to be taken where a medical condition warrants this (eg. asthma, allergies).

2. Staff Information
a) To provide employment information for management to enable them to carry out their statutory duties.
b) Provide information (appraisals) upon the professional needs of educators so that they can be developed professionally through in-service training which is relevant to their needs.
c) Keep a record of each individual’s employment at Wentworth College.

PROCEDURES
Each school will appoint a Privacy Officer, who will fulfil the functions as laid down in the Privacy Act and its amendments. The officer shall deal with requests to the school pursuant to the Privacy Act.

A. Data to be collected
Upon enrolment at Wentworth, the parents/guardian will allow the school to:
i) Collect, while the child is attending Wentworth, such data as is deemed necessary to ensure that their child’s academic, physical, and social development needs are met.
ii) Allow, with the identity of the individual being protected, such information as is requested by official Government bodies to be passed onto these bodies.
iii) Reasonable steps will be taken to ensure that personal information is up to date, complete and relevant.

B. Collection of Data
Before information is collected from parents/guardians, the person from whom the data is being collected must:
i) Know that the information is being collected.
ii) Be aware of the purpose for which the information is being collected.
iii) Be aware of their right to withhold any information if they so wish.
iv) Be aware of the possible consequences that may occur if the information is withheld eg child allowed to go home with a parent who has been
prohibited from having contact with them.
v) Know of their right of access to, and correction of, any information
pertaining to themselves.

C. The Data – Access and Security
It is the responsibility of Wentworth to ensure that the information gathered is protected by such security safeguards as are reasonable from loss, access by unauthorised persons and unauthorised modification and/or disclosure.
i) Any information relevant to the child’s progress shall be available for parents/guardians to peruse. Parents/guardians will be advised when given access to information that they may request correction of that information.
ii) All such data as is gathered on a member of staff shall be made available for that member of staff to peruse. Members of staff will be advised when given access to information that they may request correction of that information.
iii) If a person seeks information and is not known to the staff personally, identification must be requested.
iv) Data that is collected for official school use eg enrolment forms, non-molestation orders, employee records etc., shall be stored in the office which is monitored by the office staff at all times.
v) Ongoing teacher records shall be the responsibility of the management and it will be their responsibility to ensure that these records are kept securely within an office area where they cannot be read by others.
vi) Information will not be kept for longer than is necessary.

D. Correction of Information
i) Where Wentworth holds information on a child or employee, the child or the child’s parents/guardians, or the employee concerned, shall be

• entitled to :
  request correction of the information, or
• request that there be attached to the information, a statement of the
  correction sought but not made

ii) Corrections will be advised to each person privy to the information concerned.
iii) The individual making the request shall be advised of the action taken.
iv) Where a request for correction of information is refused, the individual must be informed as to:

• the reason/s for the refusal
• the supporting grounds for refusal
• their right to complain to the Privacy Commissioner and seek an investigation and review of the decision.

Reasons for refusing a request for correction may be:
i) The belief that the information currently held is correct.
ii) The information correctly represents the opinion held at the time.
iii) The information was believed to be correct at the time, circumstances have changed and there is no means of now verifying correctness. Where a change is made, it should be signed by the management authorising the change and/or Privacy Officer.

E. Use of Information
1. All information held by Wentworth shall not be used without ensuring that the information is accurate, up to date, relevant and not misleading.
2. The information gathered shall be used only for the purposes for which it is collected, unless:
i) Statistical data is requested by the Ministry of Education.
ii) It is requested by the Education Review Office where it will be given in such a manner as to protect the identity of the individual.
iii) It is required for legal reasons.
iv) It is to use the information to prevent or lessen a serious imminent threat to public safety or the life or health of the individual concerned or another.

F. The purpose for which the information is used is directly related to the purpose in connection with which the information was obtained. It is to be used for research purposes only where the identity of the individual is not revealed.