Privacy Policy

PREAMBLE

 

The Association of Marist Schools of Australia (also referred to in this document as "the association" and/or AMSA) respects individuals' right to privacy over personal information it maintains in its possession, and it has adopted as a matter of policy and will, where appropriate, generally comply with the National Privacy Principles as set out in that Act.

 

The National Privacy Principles are annexed as Appendix A to this Privacy Policy.

 

PERSONAL INFORMATION

 

AMSA collects and holds information, which includes but is not limited to personal information including sensitive information, about:

 

  • Employees of AMSA and other organisations which supply secretariat and other services to AMSA;
  • Contractors associated with AMSA;
  • Job applicants for positions for which AMSA provides a clearing-house function;
  • Job applicants who register their interest in particular positions with the AMSA network;
  • Association members and designated personnel of member schools;
  • Other people who come into contact with AMSA.

AMSA generally collects personal information of staff members, job applicants, contractors, clients and others by way of completed forms, face-to-face meetings, interviews, telephone calls or electronic mail. With the prior consent of the individual, AMSA or an organisation acting on behalf of the association may be provided with personal information about the individual from a third party, for example, a report provided by a medical professional or references from nominated referees.


EXCEPTION


Employee records-
Under the Privacy Amendment (Private Sector) Act 2000 (Commonwealth), the National Privacy Principles do not apply to an employee record. As a result, this Privacy Policy does not apply to the AMSA's treatment of an employee record, where treatment is directly related to a current or former employment relationship between the association and employee.

 

COLLECTION OF INFORMATION

 

At the time of collecting information AMSA will advise the individual about whom information is being collected, of the following:

 

  • The contact details of the company;
  • The individual's right to access their own information;
  • The purpose for which the information is collected;
  • The organizations to which that information may or will be disclosed;
  • Any law which requires the collections of the information; and
  • The main consequences (if any) if the individual chooses to not provide the information to the association in the particular circumstances.

AMSA will inform individuals either directly or on the required collection proforma (e.g. Job/Exchange Application Form) that information about them may be sought from other individuals not nominated as their official referees when this is considered helpful in the selection process for employment.

 

USE OF PERSONAL INFORMATION

 

AMSA will only use or disclose personal information it holds about an individual for the primary purpose of collection of such information and for such other secondary purposes as are related to the primary purpose of collection and which could reasonably be expected, or for which consent has been obtained.


Staff members
In relation to the personal information of staff members, AMSA's primary purposes of collection include:

 

  • the discharge of its legal obligations under various state and federal statutes;
  • the administration of the individual's employment contract;
  • insurance and Occupational Health and Safety purposes

Job applicants and contract tenderers
In relation to personal information of job applicants and contract tenderers, AMSA's primary purpose of collection is to assess and (if successful) to engage the applicant or contractor, as the case may be if the position in question is with the association. Where AMSA or its agents is acting as the recruiting agent for a third party (client) the information will be used to assist the client in the selection process. The purposes for which AMSA uses personal information of job applicants and contract tenderers therefore includes:

 

  • evaluation of applications and tenders;
  • satisfying legal obligations.

Clients
The Association may obtain personal information about its clients who are recipients of services. This information will be used to enable AMSA to render a service which best matches the needs of the client and thereby allows the association to meet the aims and objectives of its mission.

 

Marketing
AMSA treats marketing as an important part of its business operation and its service to clients in order to achieve the aims and objectives of its mission. Personal information held by AMSA may be disclosed, where consent has been obtained, in ways that assist in AMSA and or its member's marketing activities.

 

AMSA's publications such as newsletters and magazines, which may include personal information from time to time (with permission), may be used for marketing and information purposes.

 

DISCLOSURE OF PERSONAL INFORMATION

 

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

 

  • government departments;
  • medical practitioners in life threatening situations;
  • people providing services to AMSA and or its agents;
  • recipients of association publications, such as newsletters and magazines;
  • anyone appropriately authorised;
  • bodies with legal entitlements to the information.

When relevant, the individual's consent will be obtained prior to the disclosure of personal information.

 

Sending information overseas
AMSA will not send personal information about an individual outside Australia without obtaining the consent of the individual (in some cases consent will be implied) or otherwise complying with the National Privacy Principles.

 

THE TREATMENT OF SENSITIVE INFORMATION

 

In referring to ‘sensitive information', AMSA means information or opinion about an individual's racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences or practices, criminal record or 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 the individual to whom the information applies agrees otherwise, or the law allows the use or disclosure of the sensitive information.

 

MANAGEMENT AND SECURITY OF PERSONAL INFORMATION


AMSA's staffs are required to respect the confidentiality of personal information and the privacy of individuals. The association and its agents have in place steps to protect the personal information it holds from misuse, loss, unauthorised access, modification or disclosure by use of various methods including locked storage of paper records and pass worded access rights to computerised records.

 

UPDATING PERSONAL INFORMATION

 

AMSA endeavours to ensure that personal information it holds is accurate, complete and up-to-date. Individuals may seek to update their personal information by contacting the AMSA Secretariat in writing at any time. The National Privacy Principles require the association not to store personal information longer than necessary.

 

THE RIGHT TO CHECK WHAT PERSONAL INFORMATION IS HELD BY AMSA OR ITS AGENTS

 

Individuals have the right to obtain access to any personal information that the association holds about them and to advise the association of any perceived inaccuracy with some limited exceptions. Requests to access any information the association holds should be directed to the Executive Officer in writing.

 

AMSA may verify an applicant's identity and specify what information it will provide. A fee may be charged to cover the cost of verifying applications and locating, retrieving, reviewing and copying material requested. If the information sought is extensive, the association will advise the likely cost in advance.

 

AMSA Secretariat
July 2004