Privacy Policy

Solicited Information

Marist College Canberra will, where reasonably practicable, inform individuals of the purpose of the collection of specific information, what will happen if they don’t consent to provide the information, and their related rights as detailed in our Privacy Policy. Where possible, we have attempted to standardise the collection of personal information by using specifically designed forms (e.g. an Enrolment Form or Medical Form) which provide this information. However, given the nature of our operations we also receive personal information by email, letters, notes, via our website and/or portal, over the telephone, in face-to-face meetings, through financial transactions and through surveillance activities such as the use of CCTV security cameras, facial recognition systems such as LoopLearn or email monitoring.

We may also collect personal information from other people (e.g. a third-party administrator, referees for prospective employees), visitors to the College or independent sources. However, we will only do so where it is not reasonable and practical to collect the personal information from the individual directly.

We may collect information based on how individuals use our website. We use ‘’cookies’’ and other data collection methods to collect information on website activity such as the number of visitors, the number of pages  viewed and the internet advertisements which bring visitors to our website. This information is collected to analyse and improve our website, marketing campaigns and to record statistics on web traffic. We do not use this information to personally identify individuals.

Unsolicited information

Marist College Canberra may be provided with personal information without having sought it through our normal means of collection. This is known as “unsolicited information” and is often collected by:

• Misdirected postal mail – Letters, Notes, Documents
• Misdirected electronic mail – Emails, electronic messages
• Employment applications sent to us that are not in response to an advertised vacancy
• Additional information provided to us which was not requested.

Unsolicited information obtained by Marist College Canberra will only be held, used and or disclosed if it is considered as personal information that could have been collected by normal means. If that unsolicited information could not have been collected by normal means then we will destroy, permanently delete or de-identify the personal information as appropriate. 

How do we use personal information?

Marist College Canberra only uses personal information that is reasonably necessary for one or more of our functions or activities (the primary purpose) or for a related secondary purpose that would be reasonably expected by you, or for an activity or purpose to which you have consented.

Our primary uses of personal information include, but are not limited to:

• providing education, pastoral care, extra-curricular and health services
• satisfying our legal obligations including our duty of care and child protection obligations
• protecting the safety and security of students, staff, property and equipment through the use of surveillance cameras
• protecting the safety and security of students, staff, property and equipment through the use of facial recognition imaging to register attendance of students, staff, volunteers, contractors and visitors entering our premises
• keeping parents informed as to school community matters through correspondence, newsletters and magazines
• marketing, promotional and fundraising activities
• supporting the activities of school associations such as the Old Boys Association 
• supporting the activities of the Marist College Canberra Foundation
• supporting community based causes and activities, charities and other causes in connection with the School’s functions or activities
• helping us to improve our day-to-day operations including training our staff
• systems development; developing new programs and services; undertaking planning, research and statistical analysis
• school administration including for insurance purposes
• the employment of staff
• the engagement of volunteers.

We will only use or disclose sensitive or health information for a secondary purpose if you would reasonably expect us to use or disclose the information and the secondary purpose is directly related to the primary purpose.

We may share personal information to related bodies corporate, but only if necessary for us to provide our services.

The College may disclose information about an individual to overseas recipients only when it is necessary, for example to facilitate a student exchange program. The College will not however send information about an individual outside of Australia without their consent.

Storage and Security of Personal Information

Marist College Canberra stores personal information in a variety of formats including, but not limited to:

• databases
• hard copy files
• personal devices, including laptop computers
• third party storage providers such as cloud storage facilities
• paper based files.

Marist College Canberra takes all reasonable steps to protect the personal information we hold from misuse, loss, unauthorised access, modification or disclosure.

These steps include, but are not limited to:

• Restricting access and user privilege of information by staff depending on their role and responsibilities.
• Ensuring staff do not share personal passwords.
• Ensuring hard copy files are stored in lockable filing cabinets in lockable rooms. Staff access is subject to user privilege. 
• Ensuring access to Marist College Canberra’s premises are secured at all times.
• Implementing physical security measures around the school buildings and grounds to prevent break-ins.
• Ensuring our IT and cyber security systems, policies and procedures are implemented and up to date.
• Ensuring staff comply with internal policies and procedures when handling the information.
• Undertaking due diligence with respect to third party service providers who may have access to personal information, including customer identification providers and cloud service providers, to ensure as far as practicable that they are compliant with the APPs or a similar privacy regime.
• The destruction, deletion or de-identification of personal information we hold that is no longer needed, or required to be retained by any other laws.

Our public website may contain links to other third-party websites outside of Marist College Canberra. Marist College Canberra is not responsible for the information stored, accessed, used or disclosed on such websites and we cannot comment on their privacy policies. 

Disclosure of personal information

Personal information is used for the purposes for which it was given to Marist College Canberra, or for purposes which are directly related to one or more of our functions or activities.

Personal information may be disclosed to government agencies, other parents, other schools, recipients of school publications, visiting teachers, counsellors and coaches, our services providers, agents, contractors, business partners, related entities and other recipients from time to time, if the individual:

• Has given consent; or
• Would reasonably expect the personal information to be disclosed in that manner.

Marist College Canberra may disclose personal information without consent or in a manner which an individual would reasonably expect if:

• We are required to do so by law.
• The disclosure will lessen or prevent a serious threat to the life, health or safety of an individual or to public safety.
• Another permitted general situation applies.
• Disclosure is reasonably necessary for a law enforcement related activity.
• Another permitted health situation exists.

Disclosure of your personal information to overseas recipients

Personal information about an individual may be disclosed to an overseas organisation in the course of providing our services, for example when storing information with a “cloud service provider” which stores data outside of Australia. 

We will however take all reasonable steps not to disclose an individual’s personal information to overseas recipients unless:

• we have the individual’s consent (which may be implied);
• we have satisfied ourselves that the overseas recipient is compliant with the APPs, or a similar privacy regime;
• we form the opinion that the disclosure will lessen or prevent a serious threat to the life, health or safety of an individual or to public safety; or
• we are taking appropriate action in relation to suspected unlawful activity or serious misconduct.