Implementation
We will provide each family, staff member, volunteer, student and committee member with this statement when they first become involved with Kids’ Early Learning.
We will maintain all personal information provided by children, families, staff, management, volunteers, students and community in accordance with our Privacy Policy and the Australian Privacy Principles.
We will review this statement on an ongoing basis to ensure it meets its goals and ensure it complies with changes to laws and regulations. Families will be given notice of any change to this procedure 14 days before it is changed.
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What information is collected?
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How we collect information?
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Why we collect this?
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Medical information, health and immunisation
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- enrolment form
- employment record
- immunisation history statement
- health care cards – Medicare and health fund information
- incident/injury/trauma and illness record
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To ensure the health and safety of every child and as a requirement under family assistance law and the nSW public health act 2010.
To meet WHS for all staff.
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Income and financial details, includes credit card and banking information
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- enrolment form
- employment record
- fee payment and purchases
- tax file number
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For the provision of the education and care service and as required under family assistance legislation and as per funding agreements with the NSW department of education.
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Contact details of family and emergency contact information
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- enrolment form
- employment record
- updated details form
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Required under the education and care services national regulations.
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Children’s developmental records
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- ·observations
- assessment of children’s learning
- programming documents
- communications with families
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Required under the education and care services national regulations and to provide a high quality education and care service.
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Family assistance information
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- enrolment form
- employment record
- CCMS
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Required under the family assistance legislation and under employment legislation under income tax legislation.
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Legal information
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- enrolment form
- employment record
- court orders or AVO’s
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Required under the education and care services national regulations.
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Employment, marital status and nationality
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- enrolment form
- employment record
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Required under employment legislation and to provide priority
Of access under commonwealth and state legislation.
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Qualifications
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- employment record
- certified copies of documents
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Required under the education and care services national regulations.
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WWCC, criminal history checks
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- employment record
- ·originals of documents
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Required under the education and care services national regulations.
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Staff entitlements
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- payroll records
- tax file number
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Provision of entitlements
People and culture requirement.
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Any information required to be recorded under The national law and regulations, the family assistance law and other relevant information collected to support the enrolment of a child
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- enrolment form
- employment record
- complaints records
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Required under appropriate legislation
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Personal information is information that personally identifies someone, such as a name, home or email address and includes information relevant to the enrolment process, credit card information, billing records, documentation of a child’s learning and development, and information Kids’ Early Learning records about complaints.
Publicly available information, such as information on a public website profile is not considered personal information.
This service only collects personal information when people choose to give it to us, such as when families enrol a child in a service, pay fees or subscriptions, and provide health or family information to support the inclusion of a child.
We comply with the Payment Card Industry Data Security Standards (PCIDSS) when handling credit card transactions and securely storing all credit card information for credit card payment/eftpos payments.
Direct communications
Kids’ Early Learning services use people’s personal information to send information by post, email or phone. Anyone can choose to not receive such information upon enrolment or by telling the service in writing.
If you do not wish to receive direct communications, contact us directly on 9839 6868 or kidsearlylearning@blacktown.nsw.gov.au
What happens with personal information?
We will strive to let people know how any personal information will be used at the time we collect it. People will be asked if personal information can be used to establish contact with them regarding other aspects of Blacktown City’s business. We will not sell or trade peoples’ personal information to other parties.
We collect and use personal information generally to provide people with the information and the services they request, to provide appropriate and relevant information about the education and care of a child/ren, and to continue to improve service quality.
Where is personal information stored?
Personal information is stored in a safe and secure manner, using locked filing cabinets, locked storerooms or a password protected database and computer. Information is backed up electronically and securely stored. Data will not be altered or destroyed except in extraordinary circumstances.
Hard copy information is stored at your service, which is secured to prevent entry by anyone that should not be there. Any personal information not actively being used may be archived, as required by the Education and Care National Regulations.
Personal information will remain on the service database indefinitely until advised by a customer or staff member that information is to be removed, unless information has been archived or destroyed at an earlier date in accordance with privacy law and regulatory requirements.
Access and updating personal information
Individuals may ask to access, update or delete personal information held about them at any time. Reasonable steps will be taken to verify someone’s identity before granting access, making any corrections to, or deleting information. If a customer wishes to make a complaint, they should refer to the Blacktown City Complaints Policy.
People requiring access to, or wanting to update personal information, can contact Kids’ Early Learning on 9839 6868 or kidsearlylearning@blacktown.nsw.gov.au
Last reviewed on November 2024.