Schools' privacy policy (2023)

The Department of Education and Training (the Department) values your privacy and is committed to protecting information that schools collect.

All staff including contractors, service providers and volunteers of the Department, and all Victorian government schools (schools), must comply with Victorian privacy law and this policy.

In Victorian government schools, the management of ‘personal information’ and ‘health information’ is governed by Privacy and Data Protection Act 2014 (Vic) and Health Records Act 2001 (Vic) (collectively, Victorian privacy law). In addition, the Department and Victorian government schools must comply with the Victorian Data Sharing Act 2017.

This policy explains how Victorian government schools collect and manage personal and health information, consistent with Victorian privacy law and other associated legislation.


Personal information is recorded information or opinion, whether true or not, about a person whose identity is apparent, or can reasonably be ascertained, from the information. The information or opinion can be recorded in any form. A person's name, address, phone number and date of birth (age) are all examples of personal information.

Sensitive information is a type of personal information with stronger legal protections due to the risk of discrimination. It includes information or opinion about an identifiable person’s racial or ethnic origin, political opinions or affiliations, religious beliefs or affiliations, philosophical beliefs, sexual orientation or practices, criminal record, or membership of a trade union.

Personal and sensitive information is regulated in Victoria under the Privacy and Data Protection Act 2014 (Vic).

Health information is information or opinion about an identifiable person’s physical, mental or psychological health or disability. Health information is a type of personal information which, because of its sensitivity, also has different and stronger legal protections.

Health information is regulated in Victoria under the Health Records Act 2001 (Vic).

Note: De-identified information about individuals can become personal information if it is re-identified or if it is at high risk of being re-identified, for example, if it is released to the public or is a small sample size.

What information do we collect?

Schools collect the following types of information.

  • Information about students and their families provided by students, their families and others – for example, contact and enrolment details, health information, and parenting and access arrangements.
  • Information about job applicants, staff, volunteers and visitors provided by job applicants, staff members, volunteers, visitors and others – for example, qualifications, working with children checks, teacher registration and banking details.
  • Information about the activities of students, staff and families if they are on school grounds (for example captured through CCTV) or using school or departmental systems (such as school networks or school-acquired software).

How do we collect this information?

Schools collect information in a number of ways, including:

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  • in person and over the phone: from students and their families, staff, volunteers, visitors, job applicants and others
  • from electronic and paper documentation: such as job applications, emails, invoices, letters, and forms (such as enrolment, excursion, medical, specialist or consent forms)
  • through school websites and school-controlled social media
  • through online tools: such as apps and other software used by schools
  • through any CCTV cameras located at schools
  • through photographs, film and other recordings
  • through polls, surveys and questionnaires
  • and, in some cases, through authorised information sharing arrangements with other services.

Collection notices

Schools provide families with a privacy collection notice (also known as a collection statement or privacy notice) on enrolment and on an annual basis to communicate:

  • the reason for collecting information about families and students
  • how the information is used and disclosed
  • how to access, update and correct the information.

Schools may also send out ad hoc collection notices during the year, for example if they are adopting new technologies or processes.

Consent processes

Consent is when someone voluntarily agrees for their information to be collected, used and/or shared within or outside the school or the Department.

Consent, when required, is sought in different ways and can be verbal, online or in writing, depending on the circumstances. There are many consent processes that may be applied during the school year.

Some consents are annual, for example the yearly photography consent process, while some will be for a specific purpose such as to collect information for a school event or use of a new software application.

When seeking consent for photographing students, schools apply the Photographing, Filming and Recording Students Policy.

Health services conducted in schools use specific consent forms, which include consent for use and disclosure of health information. For example, schools use the Student Support Services consent form (pdf - 314.5kb) to access these services for students.

Unsolicited information about people

Schools may receive information about you that they have taken no active steps to collect. If permitted or required by law, schools may keep records of this information. If not, they will destroy or de-identify the information when practicable, lawful and reasonable to do so.

Why do we collect this information?

Primary purposes of collecting information about students and their families

Schools collect information about students and their families when necessary to:

  • educate students
  • support students’ social and emotional wellbeing, and health
  • fulfil legal requirements, including to:
    • take reasonable steps to reduce the risk of reasonably foreseeable harm to students, staff and visitors (duty of care)
    • make reasonable adjustments for students with disabilities (anti-discrimination law)
    • ensure, as far as is reasonably practicable, the health and safety of people in school workplaces (occupational health and safety law)
  • enable schools to:
    • communicate with parents about students’ schooling matters and celebrate the efforts and achievements of students
    • maintain the good order and management of schools
  • enable the Department to:
    • ensure the effective management, resourcing and administration of schools
    • fulfil statutory functions and duties
    • plan, fund, monitor, regulate and evaluate the Department’s policies, services and functions
    • comply with reporting requirements
    • investigate incidents in schools and/or respond to any legal claims against the Department, including any of its schools.
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Primary purposes of collecting information about others

Schools collect information about staff, volunteers and job applicants:

  • to assess applicants’ suitability for employment or volunteering
  • to administer employment or volunteer placement
  • for insurance purposes, including public liability and WorkCover
  • to fulfil various legal obligations, including employment and contractual obligations, occupational health and safety law and to investigate incidents
  • to respond to legal claims against schools/the Department.

When do we use or disclose information?

Using and/or disclosing information refers to how it is utilised for a specific purpose, and how it is shared and/or made available to other individuals or organisations.

Schools use or disclose information consistent with Victorian privacy law and other associated legislation, including as follows:

  • for a primary purpose – as defined above
  • for a related secondary purpose that is reasonably to be expected – for example, to enable the school council to fulfil its objectives, functions and powers
  • with notice and/or consent – for example, consent provided for the use and disclosure of enrolment details (the information collected will not be disclosed beyond the Department without consent, unless such disclosure is lawful)
  • when the Department reasonably believes it is necessary to lessen or prevent a serious threat to:
    • a person’s life, health, safety or welfare
    • the public’s health, safety or welfare
  • when required or authorised by law – including as a result of our anti-discrimination law, occupational health and safety law, child wellbeing and safety law, family violence law, or reporting obligations to agencies such as the Department of Health and the Department of Families, Fairness and Housing and complying with tribunal or court orders, subpoenas, summonses or search warrants, and in some circumstances to meet our duty of care
  • when required under the Child and Family Violence Information Sharing Schemes, with other Victorian schools and Victorian services to promote the wellbeing or safety of children, or to assess or manage family violence risk
  • to investigate or report suspected unlawful activity, or when reasonably necessary for a specified law enforcement purpose, including the prevention or investigation of a criminal offence or seriously improper conduct, by or on behalf of a law enforcement agency
  • as de-identified information, for research or school statistics purposes, or to inform departmental policy and strategy
  • to establish or respond to a legal claim.

Unique identifiers

The Department assigns a unique identifier to every Victorian government school student in its student records system to enable schools to carry out their functions effectively. In addition, the Department uses a unique Victorian Student Number (VSN) assigned to each student by the Victorian Curriculum and Assessment Authority (VCAA) when they enrol in a Victorian government school, independent or Catholic school. The use of the VSN is regulated and can only be used as stipulated by legislation.

The Department also assigns international students a unique international student identifier number.

Other unique identifiers may be applied by schools.

Students undertaking vocational or university education can also register for a Federal Government issued and managed unique identifier, Unique Student Identifier (USI). The USI is used to create an online record of a student’s recognised Australian training and qualifications. Students are required to have a USI before they can receive their qualification or statement of attainment.

Student transfers

Between Victorian government schools

When a student has been accepted at, and is transferring to, another Victorian government school, the current school transfers information about the student to that school. This may include copies of the student’s school records, including any health information. Parental consent is not required for this.

This enables the new school to continue to provide for the education of the student, to support the student’s social and emotional wellbeing and health, and to fulfil legal requirements.

To and from Victorian non-government schools including Catholic schools

When a student has been accepted at, and is transferring to or from a non-government school in Victoria, the current school provides a transfer note from the student records system to the new school, with parental consent.

Additionally, the current school may share information with the new school to promote the wellbeing or safety of the student or to assess or manage family violence risk pursuant to the Information Sharing Schemes.

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To and from interstate schools

When a student has been accepted at and is transferring to or from a school outside Victoria, the current school provides a transfer note to the new school, with parental consent.

Further direction on information transfers between schools is available in the guidance under Enrolment – Student transfers between schools.

NAPLAN results

NAPLAN is the national assessment for students in years 3, 5, 7 and 9, in reading, writing, language and numeracy.

Schools use NAPLAN data to evaluate their educational programs by analysing results for students who attended their school.

Victorian government schools can access student NAPLAN results from the student records system. When a student transfers to or from an independent, Catholic or interstate school, with parental consent, the school where the assessment was undertaken can provide a student’s NAPLAN results to the new school.

Responding to complaints

On occasion, Victorian government schools and the Department’s central and regional offices receive complaints from parents and others. Schools and/or the Department’s central or regional offices will use and disclose information as considered appropriate to respond to these complaints (including responding to complaints made to external organisations or agencies). More information about the process can be found in the Complaints – Parents policy.

Complaints relating to the Department’s International Student Program are managed according to the ISP Complaints and Appeals Policy.

Complaints specifically about the Department’s or a school’s handling of personal information are managed according to the privacy complaints process.

Accessing information

All individuals, or their authorised representative(s), have a right to access, update and correct information that a school holds about them, providing access to information or records doesn’t increase a risk to the safety of a child or children.

Access to student information

Schools only provide school reports and ordinary school communications to students, parents, carers or others who have a legal right to that information. Requests for access to other student information or by others must be made by lodging a Freedom of Information (FOI) application through the Department’s Freedom of Information Unit.

In some circumstances, an authorised representative may not be entitled to information about the student. These circumstances include when granting access would not be in the student’s best interests or would breach our duty of care to the student, would be contrary to a mature minor student’s wishes or would unreasonably impact on the privacy of another person.

Additionally, the Child and Family Violence Information Sharing Schemes allow prescribed organisations to share confidential information with each other to promote the wellbeing or safety of children, or to assess or manage family violence risk. Victorian schools and a range of other Victorian services fall under these schemes. For more information, refer to: Information sharing and MARAM reforms.

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Access to staff information

School staff may first seek access to their personnel file by contacting the principal. Guidance on access to staff health information is available at: Access to health information – Employees.If direct access is not granted, the staff member may request access through the Department's Freedom of Information Unit.

Refer to Freedom of information requests for further information.

Storing and securing information

Victorian government schools take reasonable steps to protect information from misuse and loss, and from unauthorised access, modification and disclosure. They store all paper and electronic records securely, consistent with the Department’s records management policy and information security standards. All school records are formally disposed of, or transferred to the State Archives (Public Record Office Victoria), as required by the relevant Public Record Office Victoria record Retention and Disposal Authorities. Refer to the Records Management Policy for Schools for further information.

Victorian government schools are provided with tools and information to help them assess software and contracted service providers for privacy and information handling risk. Privacy Impact Assessments (PIAs) help schools to assess third party software used in a school that handles personal, sensitive or health information. Conducting PIAs helps schools to identify privacy and security risks, evaluate compliance with Victorian privacy laws and document actions required to manage any identified risks.

The European Union’s (EU’s) General Data Protection Regulation (GDPR) applies to international students from the EU.For queries, contact

Updating your information

It is important that the information we hold about students, families and staff is accurate, complete and up to date. Please contact your school’s general office when information you have provided to them has changed.

More information

Information for parents

  • School privacy policy-English (docx - 111.23kb)
  • School privacy policy-English (pdf - 229.52kb)
Schools privacy policy - translations
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FOI and privacy

To make a FOI application contact:

Freedom of Information Unit
Department of Education and Training
2 Treasury Place, East Melbourne VIC 3002
(03) 7022 0078

For more information about FOI, see Freedom of information requests.

If you have a query or complaint about privacy, please contact:

Knowledge, Privacy and Records Branch
Department of Education and Training
2 Treasury Place, East Melbourne VIC 3002
(03) 8688 7967

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Related pages

  • Department of Education and Training privacy policy
  • The Department's website privacy policy


What must be included in a school privacy notice? ›

Personal information (such as name, unique pupil number and address) Contact information (names and contact details for parents, carers) Characteristics (such as ethnicity, languages spoken at home) Attendance information (such as sessions attended, number of absences and reasons for absence)

Do schools need a GDPR policy? ›

The good news is that the GDPR is beneficial to schools in the long term, because it ensures that they reduce the amount of personal data they process and implement measures that will save money. For example, the GDPR states that organisations must have greater accountability over the data they collect.

What is the data protection policy in schools? ›

Your official school policy should provide practical guidance on how data can and cannot be handled, stored, or published. All of this information must be regularly shared with employees. All school staff must receive adequate training on the confidentiality of personal information.

Does GDPR apply to schools? ›

GDPR For Schools

GDPR means that schools have greater accountability for the data they collect. Therefore, any action taken that doesn't fit in with the normal school procedures requires full consent - especially if any data is handled by a third party.

What kind of information in a school is kept private? ›

In a school, examples of personal information include:

Names of staff and pupils. Dates of birth. Photographs of staff and pupils that are clearly linked to their identity or other personal information about them. Addresses.

Can schools invade your privacy? ›

People have the right to be free from intrusion into personal matters, even in a school setting. The right to student privacy extends to education records, admissions, and conduct, for example.

What are the 7 GDPR requirements? ›

According to the ICO's website, The GDPR was developed based upon seven principles: 1) lawfulness, fairness and transparency; 2) purpose limitation; 3) data minimization; 4) accuracy; 5) storage limitation; 6) integrity and confidentiality (security); and 7) accountability.

Who does GDPR not apply to in schools? ›

The GDPR is very clear that schools and other organisations cannot obtain consent legally from those who are considered minors, with just one exception. Each country is responsible for defining the age of minors. In the UK, this age is under 13 years old.

What is a GDPR breach in a school? ›

A data breach is anything leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access to personal data. Most breaches are the result of human error. They are rarely malicious. Under GDPR, certain breaches will need to be reported to the Information Commissioner's Office (ICO).

How does a school keep confidential information private? ›

Use filtering systems to prevent access to inappropriate materials and websites. Teach pupils about internet and e-safety as part of the curriculum. Have a clear reporting procedure in place for accidental access to inappropriate materials or websites.

Why is data privacy important in schools? ›

While students are using school computers and networks for educational purposes, it can often leave their data exposed to security risks. The educational system must include rules and regulations for proper student data management. Avoiding personal data exploitation is essential in all school grades.

What is data privacy in education? ›

Data privacy, sometimes also referred to as information privacy, is an area of data protection that concerns the proper handling of sensitive data including, notably, personal data[1] but also other confidential data, such as certain financial data and intellectual property data, to meet regulatory requirements as well ...

Can schools share safeguarding information without consent? ›

Information may be shared without consent if a practitioner has reason to believe that there is good reason to do so, and that the sharing of information will enhance the safeguarding of a child in a timely manner.

Can schools see what you do on data? ›

Devices and Networks: Everything you do on a school-issued device, even if you're using your home Wi-Fi or another trusted network, could be tracked. Similarly, if you're using a personal device on a school network, your activity could also be monitored.

Are schools exempt from GDPR? ›

Is education data exempt if disclosure could cause serious harm? Yes. In most circumstances, you are exempt from providing education data in response to a SAR to the extent that complying with the request would be likely to cause serious harm to the physical or mental health of any individual.

What are the principles of confidentiality in schools? ›

What is confidentiality in schools? Confidentiality of student information protects pupils and their families from personal information disclosure. Schools play a key role in creating a safe environment for children where they feel valued and that they belong.

When can confidentiality be breached in schools? ›

The three critical criteria for sharing information without consent, or overriding refusal to give consent, are: Where there is evidence that a child is suffering, or is at risk of suffering, significant harm.

Can a school share information? ›

The laws that are in place set out how and when information can be shared but do not prevent it from being shared,. By its very nature safeguarding and child protection are times when information should be shared, but there is need to be clear about whether this is done with or without consent.

How do you stop schools from spying on you? ›

The easiest solution to access blocked apps is to use a VPN. A VPN gives you a different IP address and encrypts your connection so a school network can't identify what sites or apps you're using.

What are your rights in school? ›

A: Some of the constitutional rights of students in India include: Right to freedom of speech and expressions. Right to information. Right to equality.

Can schools look at your screen? ›

If there is no probable cause for a search, the child can refuse to allow the search or request their parents to be present. Even then, the school cannot legally review everything in the device. Personal devices contain personal information that is protected by the Fourth Amendment.

Which are the 4 basic principles of data privacy? ›

Generally, these principles include: Purpose limitation. Fairness, lawfulness, and transparency. Data minimization.

What are the three 3 general data privacy principles? ›

Principles of Transparency, Legitimate Purpose and Proportionality. The processing of personal data shall be allowed subject to adherence to the principles of transparency, legitimate purpose, and proportionality.

What are common privacy principles? ›

In this chapter, we focus on the five core principles of privacy protection that the FTC determined were "widely accepted," namely: Notice/Awareness, Choice/Consent, Access/Participation, Integrity/Security, and Enforcement/Redress. Notice is a concept that should be familiar to network professionals.

What are the most common data breaches in schools? ›

Some of the most common examples of school data breaches include: A school sending personal data to the wrong person via a letter, email or any other form of communication. Revealing a student's sensitive medical information to members of their class that might lead to bullying or discrimination.

What are the 8 rights under GDPR? ›

Explanation of rights to rectification, erasure, restriction of processing, and portability. Explanation of right to withdraw consent. Explanation of right to complain to the relevant supervisory authority. If data collection is a contractual requirement and any consequences.

Do schools need a confidentiality policy? ›

All children have a right to the same level of confidentiality irrespective of gender, race, religion, medical concerns and special educational needs. A lot of data is generated in schools by these categories but individual children should not be able to be identified. 19.

Can a teacher break confidentiality? ›

If a teacher is accused of sharing confidential information, it is possible that their license might be revoked. If you are a teacher who has been accused of releasing privileged information or any other type misconduct, more than just your license may be at stake.

Do teachers have a right to privacy? ›

Teachers are protected from certain harms under the Equal Protection Clause of the Fourteenth Amendment of the Constitution. Teachers have the right to be free from discrimination based on race, sex, and national origin -- as well as freedom of expression, academics, privacy, and religion.

How can I protect my school information? ›

Use Encryption

Even if schools minimize data collection, the chances are that they will still need to get some information on students and their parents. Therefore, it’s important to make sure that this data is protected, using both administrative and technical approaches. Encryption is a very effective method.

Why do we have privacy laws in education? ›

It gives parents or eligible students more control over their educational records, and. It prohibits educational institutions from disclosing “personally identifiable information in education records” without the written consent of an eligible student, or if the student is a minor, the student's parents (20 U.S.C.S.

How can teachers promote privacy in the classroom? ›

Teachers can ensure students' privacy by empowering them to share only the information they want and helping them understand how sharing their personal information can impact them. Confidentiality comes into play when private data is shared.

What type of data can teachers use without consent? ›

Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance.

What should you look for in a privacy policy? ›

A good privacy policy will thoroughly explain the types of information collected, how that information is gathered, and whether it will be shared with third parties. A privacy policy should also indicate how or if your information will be tracked.

What is privacy and examples? ›

Privacy is the state of being free from public scrutiny or from having your secrets or personal information shared. When you have your own room that no one enters and you can keep all of your things there away from the eyes of others, this is an example of a situation where you have privacy.

Can schools Check your phone without your permission? ›

But one thing you shouldn't have to do is let your school search your phone. Under California law, school officials cannot search your phone, tablet, or laptop unless they have a search warrant, there is a legitimate emergency (like a bomb threat), or you say it's OK.

Can schools share parent contact information? ›

Yes. If the school or school district has a directory information policy under FERPA that permits this disclosure, then the directory information of those students whose parents (or the eligible students) have not opted out of such a disclosure may be disclosed.

Can schools see deleted history? ›

Can school administrators see deleted history? School administrators can see both deleted and un-deleted history, so you must keep your browser clear of any browsing history. You should also be careful not to store any sensitive information on the school computer or laptop.

Can schools see your incognito search history? ›

Websites see you as a new user and won't know who you are, as long as you don't sign in. If you're browsing in Chrome Incognito mode, you are, by default, not signed into any accounts or sites. Your school, Internet Service Provider, or any parental tracking software may be able to see your activity.

Can my school see my files? ›

Any school is responsible for your data and the protection of it. To do that on occasion admins may need to enter your account and inspect your data, it should be rare and only unders specific circumstances.

Are schools subject to the privacy Act? ›

Public schools must comply with the Information Protection Principles in the Privacy and Personal Information Protection Act 1998 (New South Wales).

› eduprivacy ›

DownloadFull Guide (PDF Technology tools and apps are making it possible for educators and students to collaborate, create, and share ideas more easily.
The right to student privacy extends to education records, admissions, and conduct, for example. Generally, a student's right of privacy is violated when pe...
Our education system needs data to improve outcomes for students. Educators use data to inform instruction, empower parents and…

What are privacy notice requirements? ›

You must provide a clear and conspicuous notice to customers that accurately reflects your privacy policies and practices not less than annually during the continuation of the customer relationship. Annually means at least once in any period of 12 consecutive months during which that relationship exists.

What items belong in a privacy notice? ›

Your privacy policy must contain at least five items: the personal information collected, the categories of third parties with whom your company shares the information, how consumers can review and request changes to their information, how your company notifies consumers of material changes to your privacy policy and ...

What belongs in a privacy notice? ›

A Privacy Notice tells people who visit your website how you process their personal data, and how they can limit your access to personal data.

What should a privacy statement include? ›

Tell people what types of information you collect about them. Say who you share people's personal data with. This includes anyone that processes the personal data on your behalf, as well all other organisations. You can tell people the names of the organisations or the categories that they fall within.

Is privacy policy required by law? ›

In the U.S., at the time of writing, there are no federal laws that require a business to have a Privacy Policy (except COPPA). But there are several laws, including federal and state laws, that have provisions on data privacy.

Who needs a privacy policy? ›

Every business, and every website that business operates, needs a privacy policy. Furthermore, not only are companies legally required to implement a privacy policy, but they must allow everyone access to the policy.

What are the 3 key elements of the privacy Rule? ›

The components of the 3 HIPAA rules include technical security, administrative security, and physical security. These rules can enhance the efficiency of the healthcare system, improve the portability of healthcare insurance, and ensure the safety of patient information.

What is a standard privacy policy? ›

A general privacy policy explains a platform's interactions with the personal information and personally identifiable information (PII) of its users. PII is information that can be used by itself, or combined with other information, to identify an individual.

What is the difference between privacy notice and privacy policy? ›

To summarize the difference between a privacy notice and a privacy policy: Privacy policies are internal documents that tell your employees how to protect customer data. Privacy notices are external documents that inform visitors about how their data is used and their privacy rights.

What are the four types of privacy? ›

There are four different types of privacy protection: physical, virtual, third-party and legislation. Physical types of protection include the use of locks, pass codes or other security tools to restrict access to data or property.

What are the 8 rights to privacy? ›

The eight user rights are:
  • The Right to Information.
  • The Right of Access.
  • The Right to Rectification.
  • The Right to Erasure.
  • The Right to Restriction of Processing.
  • The Right to Data Portability.
  • The Right to Object.
  • The Right to Avoid Automated Decision-Making.
1 Jul 2022

How do you write a simple privacy policy? ›

Your privacy statement must accurately reflect your site's data collection and use. Your privacy statement should be clear, direct, and easy to understand. Keep technical jargon and legal terminology to a minimum. If you decide to modify how you use personal information, you must inform your users.

How do you write a basic privacy policy? ›

Establish a comprehensive list of all places on your site where you collect personal information from users, both directly and indirectly. Identify all third parties that may be collecting information from your users. Ensure you are compliant within the jurisdiction of your business.

What are the three types of privacy? ›

Types of privacy
  • Information privacy.
  • Communication privacy.
  • Individual privacy.

› Privacy › Security ›

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