Privacy Policy

• Introduction
• Collection of Personal Information
• Disclosure of Personal Information
• Access to Personal Information
• Storage and Security of Personal Information
• Grievance and Review Procedures

Introduction

HIC's role as an education provider requires the collection, storage and use of personal information relating to its students, staff and other clients. HIC recognises its obligation with regards to the collection, storage and use of this information.

HIC's Privacy Policy has been developed in accordance with the Commonwealth Privacy Act 1988 and the National Privacy Principles (NPPs) which apply to private sector organisations.

The overall responsibility for privacy of information for the College resides with the College Director and Principal, with the day to day management delegated to the Director Policy and Procedures.

The Director Policy and Procedures is the first point of contact for privacy matters including general information, requests to access and/or amend personal information, and for internal review and resolution of complaints.

Collection of Personal Information

Personal information is defined as any information that would allow an individual to be identified. Personal information can be an opinion, which need not be true, or anything from which the person's identity could be reasonably ascertained. Common examples of personal identifiers are name, date of birth, physical characteristics and most commonly, staff or student identification numbers.

HIC collects personal information through a variety of paper and electronic formats in regards to its staff, students and external clients. All information collected is for the purposes of the operations of the College, or where dictated by legislative guidelines.

Individuals can obtain information in regards to the collect of personal information from the Director Policy and Procedures.

Disclosure of Personal Information

Principle 2 of the National Privacy Principles (NPP) outlines the situations in which an organisation can disclose personal information to a third party. As a general rule, HIC will not use or disclose personal information unless the person about whom the information relates is aware of, or has consented to, the use or disclosure of their information.

Personal information may be disclosed where an individual has consented to the disclosure, and a common example is where students permit the release of information to their agent and/or parents. In addition, information may be disclosed in situations where individuals have been informed of the usual practice of disclosure, such as the transfer of results to Deakin University.

In rare circumstances information in regards to an individual may be disclosed where:

• There is a serious and imminent threat to life, health or safety;
• There is a requirement under law, or authorised by law;
• There is a requirement under an enforcement body; or
• Statutory Requirements for Collection and Disclosure of Personal Information.

HIC is required to collect and disclose information during a student's admission and enrolment to the College in order to meet our obligations under a range of legislative requirements. Common examples of the disclosure of information include:

• Department of Education, Employment and Workplace Relations - statistical information about student enrolment, educational background country of birth, or where a student has requested financial assistance with tuition fees.
• Australian Taxation Office - in relation to FEE-HELP where students may defer fee payment through the taxation system.
• Department of Immigration and Citizenship - reporting requirements of matters related to students on student visas under the Migration Act 1958.
• Centrelink - enrolment information on domestic students accessing Centrelink benefits Worldcare Assist - where international students pay their Overseas Student Health Cover through HIC.
• Fund Manager of the ESOS Assurance Fund - tuition assurance for international students
• Australian Council for Private Education and Training - administration of the Australian Student Tuition Assurance Scheme and International Student Tuition Assurance Scheme.

The authority to collect this information is contained in the Education Services for Overseas Students Act 2000, the Education Services for Overseas Students Regulations 2001, the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007, the Higher Education Support Act 2003, Social Security (Administration) Act 1999 and Student Assistance Act 1973, Migration Act 1958. Information collected can be provided, in certain circumstances, to the Australian Government and designated authorities and, if relevant, the Tuition Assurance Scheme and the ESOS Assurance Fund Manager.

Access to Personal Information

Individuals can obtain information about personal information which the College may hold about them by contacting the Director Policy and Procedures. Individuals can also contact the Director Policy and Procedures to request amendments to the personal information held by the College about them.

HIC also provides students with the opportunity to review and amend their personal information through the HIC Portal.

Requests for access to personal information must be made in writing to the Director Policy and Procedures.

Storage and Security of Personal Information

HIC ensures that personal information is protected against loss, unauthorised access, use, modification or disclosure, other misuse.

HIC takes all reasonable steps to destroy hard copies of personal information that is no longer required, and destruction of personal information is undertaken by secured means.

Grievance and Review Procedures

If an individual believes that their personal information has not been dealt with in accordance with an NPP they may lodge a Non-Academic Grievance.

The grievance should be lodged with the Director Policy and Procedures in the first instance for resolution. All grievances and complaints must be made in writing within the timeframe specified in the Non-Academic Grievance Policy

Policy Title Privacy Policy

Policy Owners Director Policy and Procedures

Contact Persons Robert Close

Key Stakeholders

Academic Staff

Students

Approval Body Executive Committee Agenda item and meeting date approved

Relevant Legislation

Education Services for Overseas Students Act 2000

Education Services for Overseas Students Regulations 2001

National Code of Practice for Registration Authorities and Providers of

Education and Training to Overseas Students 2007

Higher Education Support Act 2003

Social Security (Administration) Act 1999

Student Assistance Act 1973

Migration Act 1958

Related Policies Non-Academic Grievance Policy

Related Guidelines

File information File number Version number V1-05/10

Date Effective Next Review Date 30 June 2011