Quality Area 7: Leadership and Service Management

Review date: September 2018

CHILDREN’S SERVICES GUIDING PRINCIPLE

Children’s Services Privacy Information Collection
Statement
Introduction
Cumberland Council’s Children’s Services are committed to maintaining all personal
information provided by children, families (parents, guardians, and care givers), staff,
educators, management, volunteers, students and community in accordance with our
Privacy Management Plan and the Australian Privacy Principles.

Each family, educator/staff member, volunteer and student is provided with a privacy
collection statement upon enrolment or induction.

This statement outlines the type of personal information collected by our services and how
information is acquired, used and disclosed. Council will not sell personal information to any
third parties.

What is personal information? How is it collected and why?

What information is How information is Why it is collected?

collected? collected?
Medical information, health  Enrolment form To ensure the health and
and immunisation  Employment record safety of every child and as a
 Immunisation history requirement under Family
statement Assistance legislation and
 Health care cards – the NSW Public Health Act
Medicare and health fund 2010
information
 Accident, Illness and
Injury forms
 Reports from
paediatrician/other
services
Income and financial  Enrolment form For the provision of the
details, which includes  Employment record education and care service
banking information  Fee payment and and as required under Family
purchases Assistance legislation and as
per Funding Agreements
with the Department of
Education and Communities
Contact details of family  Enrolment form Required under Education
and emergency contact  Employment record and Care Services
information  Updated details form Regulation
Children’s developmental  Observations Required under Education
records  Summative assessment and Care Services
of children’s learning Regulation and to provide a

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What information is How information is Why it is collected?

collected? collected?
 Programming documents high quality education and
 Communication with care service
families
 Transition to school
statement forms
 Journals and portfolios
Family Assistance  Enrolment form Required under Family
information  Employment record Assistance legislation and
 CCMS under employment legislation
 CRN under Income Tax legislation
Legal information  Enrolment form Required under Education
 Employment record and Care Services
 Court orders or AVOs Regulation
Employment, marital  Enrolment form Required under Employment
status and nationality  Employment record legislation and to provide
priority of access under
Commonwealth and State
legislation
Qualifications  Employment record Required under Education
 Certified copies of and Care Services
documents Regulation
WWCC  Employment record Required under Education
 Originals of documents and Care Services
 WWCC verification Regulation
Staff entitlements  Payroll records Provision of entitlements
 Tax File Number
Any information required  Enrolment form Required under appropriate
to be recorded under the  Employment record legislation
National Law and  Complaints records
Regulations, the Family
Assistance legislation and
other relevant information
collected to support the
enrolment of a child

Personal information is information that personally identifies an individual, such as name,

residential or email address and includes information relevant to the enrolment process,
billing records, documentation of a child’s learning and development and recorded
information regarding complaints.

Publicly available information, such as information on a public website profile is not

considered personal information.

This service only collects personal information when individuals specifically and knowingly
elect to provide this, such as when individuals enrol a child in the service, payment of fees,
and provide health or family information to support the inclusion of a child.

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This service complies with ChildCare EasyPay’s Privacy Policy and Notification when
collecting, holding, using and disclosing personal information, and securely storing all
banking details (including card and/or bank account details) for direct debit payment
consistent with the Australian Privacy Act 1988.

Direct communication
Individual’s personal information is used by this service to send information by post, email or
telephone. Individuals can nominate how to receive this information on enrolment.

Personal information and storage

The service collects and uses personal information generally to provide individuals with the
information and the services they request, and to provide appropriate and relevant
information pertaining to the education and care of a child/ren. Providing an individual
developmentally appropriate program that is educational, stimulating, nurturing and safe and
to continue to improve service quality.

Personal information is stored in a safe and secure manner, using locked filing cabinets or a
password protected database and computer. Information is backed up electronically and
securely stored. Hard copy information is stored securely at the service and any information
not actively being used may be archived in accordance with regulatory requirements.

The approved provider of the service will ensure information is collected and maintained in
accordance with Education and Care Services National Regulations.

Access and updating personal information

• Families may seek access to the personal information collected about them or their child
by contacting the service. The family that is the account holder must authorise on the
family enrolment form the other family to make enquiries on their behalf.
• The accuracy of the information depends to a large extent on the information that is
provided. Families will be required to advise our service in writing of any changes that
may affect the initial information provided.
• Children’s Services will obtain written family permission before disclosing a child’s
personal and sensitive information to a professional attending our service for the specific
purpose of providing a service for your child. This includes early intervention teachers,
speech therapists, Doctor’s, occupational therapists, counsellors and the Department of
Education and Communities.
• On occasion, information such as children’s personal achievements, child journals and
photos are displayed within the boundaries of our service’s building.
• Children’s Services will include your contact details in a class listing used in the service’s
emergency procedure. Access to this information is limited to educators and boundaries
within the Children’s Services section of Cumberland Council.

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Statutory legislation and considerations

• Children (Education and Care Services National Law Application) Act 2010 Part 13
Information, records and privacy 263-265
• Privacy and Personal Information Act 1998
• Australian Children’s Education and Care Quality Authority (ACECQA) 2017 Education
and Care National Regulations Subdivision 4 181, 182, 6.2 Part 195
• Privacy Code of Practice for Local Government
• Australian Children’s Education and Care Quality Authority (ACECQA) 2017, National
Quality Standard Quality Area: Element 4.2.1, 7.3, 7.3.1 and 7.3.5

Further reading
• Cumberland Council’s Code of Conduct
• Cumberland Council Children’s Services Guiding Principles:
o Confidentiality
o Electronic Archiving

• Australian Privacy Principles

• ChildCare EasyPay Privacy Policy (https://childcareeasypay.com.au/privacy-policy-
notification-terms/)

Attachments
• Statement of Agreement

Implementation date: September 2018

Next review date: November 2019

Guiding Principle - Privacy Information Collection and Statement - September 2018.docx

 CHILDREN’S SERVICES PRIVACY INFORMATION
COLLECTION STATEMENT
Statement of Agreement

I __________________________________________________ have read and agree to the

conditions stated in the Cumberland Council Children’s Services Privacy Information
Collection Statement.

Child’s name: ..........................................................................................................................

Name (Parent/guardian/care giver name): ..............................................................................

Signature: ...............................................................................................................................

Date: .......................................................................................................................................

Service name: .........................................................................................................................

Guiding Principle - Privacy Information Collection and Statement - September 2018.docx