Privacy Policy I Pre-Uni New College

Privacy Policy

Pre-Uni New College (“the College”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of students, parents, guardians, prospective customers and other individuals who interact with us.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in connection with our educational services, websites, online learning services and administrative activities.

We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable privacy and health information laws.

This Privacy Policy primarily applies to personal information handled by Pre-Uni New College Head Office and through this website. Some Pre-Uni New College branches may be independently owned or operated and may have their own privacy practices or policies.

1. Personal Information We Collect

The type of information we collect depends on your relationship with the College and the services you use.

We may collect information including:

student and parent or guardian names;
residential and postal addresses;
email addresses and telephone numbers;
dates of birth and school year;
current school and educational information;
emergency contact and next-of-kin details;
enrolment and course information;
attendance records;
assessment, examination and academic results;
learning progress and academic records;
scholarship, competition and award information;
photographs, video recordings and images;
enquiries, correspondence and communication records;
account, payment and transaction information; and
information relating to the use of our websites and online services.

Where relevant to providing our services or meeting our duty of care, we may also collect health or sensitive information, such as:

allergies and medical conditions;
disabilities or additional learning needs;
dietary or health requirements;
emergency medical information;
racial or ethnic origin where relevant;
family or court orders where relevant; and
other sensitive information provided to us with consent or where permitted by law.

We only seek to collect information that is reasonably necessary for our activities and services.

2. How We Collect Personal Information

We generally collect personal information directly from students, parents, guardians or other individuals.

Information may be collected through:

enrolment and registration forms;
assessment and test bookings;
online enquiry and contact forms;
telephone calls and face-to-face enquiries;
email and other correspondence;
Cyberschool and other online learning systems;
student management systems;
competitions, scholarships and events;
financial transactions and payments;
surveys and feedback;
photographs and video recordings;
our website and other digital services; and
CCTV or other security systems used at College premises.

We may also receive information from relevant third parties, such as a parent or guardian, a school, medical practitioner, service provider or another Pre-Uni New College branch, where it is reasonable and lawful for us to do so.

If we receive personal information that we did not request, we will determine whether we could lawfully have collected it. Where we cannot reasonably retain that information, we will take appropriate steps to destroy or de-identify it.

3. Why We Collect and Use Personal Information

We collect, hold, use and disclose personal information where reasonably necessary to operate the College and provide educational and related services.

This may include:

responding to enquiries;
processing enrolments and assessment bookings;
establishing and maintaining student and parent accounts;
allocating students to courses and classes;
managing attendance and participation;
providing tutoring and educational services;
delivering learning materials and online learning services;
administering Cyberschool and related digital platforms;
conducting assessments, examinations and academic reviews;
recording and communicating academic progress and results;
communicating with parents and guardians about their child’s learning;
administering scholarships, competitions, discounts and awards;
processing payments, refunds and account enquiries;
providing customer and technical support;
managing College operations and administration;
maintaining safety, security and duty-of-care requirements;
improving our courses, systems, websites and services;
communicating information about relevant courses, programs and events;
complying with legal and regulatory obligations; and
protecting the rights, property and safety of the College, students, staff and others.

If required information is not provided, we may not be able to enrol a student, provide a particular service or allow participation in certain College activities.

4. Students and Children

A significant proportion of the personal information we handle relates to children and young people.

We recognise the importance of protecting student privacy and take reasonable steps to ensure that student information is collected and handled appropriately.

Where appropriate, notices and requests for consent concerning a student’s personal information will be directed to the student’s parent or guardian.

Depending on the student’s age, maturity and individual circumstances, the College may also communicate directly with the student regarding their personal information.

Parents or guardians may request access to personal information concerning their child, subject to applicable law and circumstances where providing access may adversely affect the privacy, safety or interests of another individual.

5. Sensitive and Health Information

Sensitive and health information will only be collected where it is reasonably necessary for the College’s functions and where the collection is permitted by law.

We will generally use or disclose sensitive information for the purpose for which it was collected, for a directly related purpose that would reasonably be expected, with consent, or where otherwise authorised or required by law.

6. Enrolment, Assessments and Online Learning

Personal information may be collected and used in connection with:

enrolment applications;
assessment test bookings;
class allocation;
student identification;
academic testing and results;
homework and learning activities;
Cyberschool;
online classes and learning platforms; and
other student management and educational systems.

Information about a student’s enrolment, learning activities, results and use of College services may be recorded in our student management and learning systems for educational and administrative purposes.

7. Payments

Where online or electronic payment facilities are provided, payments may be processed through our systems or through third-party payment service providers.

Depending on the payment method, a payment provider may collect payment card or banking information directly.

The College may retain information relating to a transaction, such as:

payer details;
amount paid;
invoice or account information;
transaction reference;
payment method; and
payment status.

Third-party payment providers may handle information in accordance with their own privacy and security policies.

8. Disclosure to Branches and Service Providers

Pre-Uni New College operates through Head Office and a network of College branches.

Where reasonably necessary to respond to an enquiry, administer an enrolment or provide educational services, personal information may be provided to the relevant Pre-Uni New College branch.

We may also provide personal information to organisations that assist us in operating our services, including providers of:

website hosting and information technology;
cloud storage;
student management systems;
online learning platforms;
payment processing;
email and SMS communications;
professional, administrative and technical services; and
other services necessary for College operations.

We may also disclose information:

to parents or guardians where appropriate;
to medical or emergency services where necessary;
to government or regulatory authorities where required;
to a person authorised by you; or
where disclosure is otherwise required or permitted by law.

Where a Pre-Uni New College branch is independently owned or operated, that branch may also have separate obligations concerning information that it collects and holds.

9. Photographs, Videos and Student Achievements

The College may take or receive photographs, video recordings and information concerning student activities, achievements, competitions and events.

Where appropriate consent has been obtained, such material may be used in:

College newsletters;
educational publications;
websites;
social media;
promotional materials;
advertisements; and
other College communications.

Parents and guardians may contact the College if they have questions regarding consent or the use of their child’s image or information.

10. Direct Marketing

Where permitted by law, we may use contact information to inform parents, guardians, students or prospective customers about relevant:

courses;
educational programs;
assessment opportunities;
events;
scholarships;
competitions;
promotions; and
other College services.

Recipients may opt out of marketing communications at any time by using an unsubscribe facility provided in the communication or by contacting us.

Opting out of marketing communications will not prevent us from sending necessary administrative, enrolment, account, payment, safety or educational communications.

11. Website, Cookies and Online Information

When you visit our website or use our online services, certain technical information may be collected automatically.

This may include:

IP address;
browser and device information;
pages visited;
referring website or source;
date and time of access; and
general website usage information.

Our website may use cookies and similar technologies to:

enable website functionality;
maintain website security;
understand website usage;
improve user experience; and
measure the performance of our online services.

You may be able to control certain cookies through your browser settings.

Some website features may be provided by third parties, including maps, videos, booking systems, social media services and other embedded or linked services. Those providers may collect information in accordance with their own privacy policies.

12. Links to External Websites

Our website may contain links to other websites and services, including Cyberschool, booking services, social media platforms and websites operated by individual Pre-Uni New College branches.

This Privacy Policy applies to personal information handled by Pre-Uni New College Head Office and does not necessarily apply to independently operated external websites.

We recommend reviewing the privacy policy of an external website before providing personal information through that website.

13. Overseas Storage and Disclosure

Some of our technology, cloud storage, communications, learning or other service providers may store or process information outside Australia.

Where personal information is disclosed to an overseas recipient, we will take reasonable steps to handle that disclosure in accordance with applicable Australian privacy law.

Where it is practicable to identify the countries in which overseas recipients are likely to be located, those locations will be identified in this Privacy Policy or an applicable collection notice.

14. Security of Personal Information

We take reasonable technical, administrative and physical measures to protect personal information from:

misuse;
interference;
loss;
unauthorised access;
unauthorised modification; and
unauthorised disclosure.

These measures may include access controls, password-protected systems, secured physical records and other information security practices appropriate to the nature of the information.

No electronic system or method of transmission can be guaranteed to be completely secure. We therefore review our information-handling practices as appropriate.

Where required by law, we will manage eligible data breaches in accordance with applicable notification requirements.

15. Retention and Disposal

We retain personal information only for as long as it is reasonably required for our educational, administrative, legal, accounting or operational purposes.

Where personal information is no longer required and we are not legally required to retain it, we will take reasonable steps to securely destroy or de-identify the information.

16. Access and Correction

You may request access to personal information that we hold about you or your child.

You may also ask us to correct information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

We may require reasonable information to verify your identity and the nature of your request.

There may be circumstances in which access cannot be provided, including where providing access would unreasonably affect the privacy of another person, create a safety concern or where another exception applies under law.

Where access or correction is refused, we will provide an explanation where required by law.

17. Privacy Enquiries and Complaints

If you have a question, concern or complaint regarding the way Pre-Uni New College handles personal information, please contact:

Pre-Uni New College Head Office
5 The Crescent
Strathfield NSW 2135
Telephone: (02) 9746 7000

You may also contact us through the enquiry facilities available on our website.

We will review privacy complaints and respond within a reasonable period.

If you are not satisfied with our response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC).

18. Changes to this Privacy Policy

We may review and update this Privacy Policy from time to time to reflect changes in:

our services and operations;
technology and information systems;
privacy practices; and
legal or regulatory requirements.

The current version of this Privacy Policy will be published on our website together with the date it was last updated.

19. Website Content & Copyright

Unless otherwise stated, content published on the Pre-Uni New College Head Office website, including articles, guides, graphics, images, downloadable materials and other original content, is owned by or licensed to Pre-Uni New College Head Office and is protected by applicable copyright law.

Content may be shared by linking directly to the original page on the Head Office website.

Reproduction, republication, substantial adaptation or redistribution of Head Office content on other websites, social media, newsletters, advertisements or other publications requires prior approval from Head Office, unless otherwise permitted by law or by an existing agreement.

This also applies to Pre-Uni New College branches unless separate permission, licensing arrangements or approved materials have been provided by Head Office.

Where Head Office content is referenced, the original source should be clearly identified and, where possible, linked to the official Head Office webpage.

For permission to reproduce or adapt Head Office content, please contact Head Office.