Privacy Collection Statement

Who does this Collection Statement apply to?

This statement applies to everyone who interacts or deals with BKI including:

• individuals who access information from our website, via mobile, other digital applications, devices, or platforms
• individuals who attend or access our events such as open days or online information sessions for prospective students
• individuals who speak with one of our staff by telephone, online or in person
• individuals who communicate with us through correspondence, chats, emails or via social media platforms, services, or websites
• individuals who sign up to receive communications from BKI or make enquiries to BKI.

This statement should be read alongside BKI’s other Privacy Collection Statements which apply more specifically to individuals interacting with BKI as a student or potential student, as an employee or potential employee, as a research participant, as a visitor and/or as alumni.

Principle 1 – Collection

1.1         BKI will not collect personal information unless the information is necessary for one or more of its functions or activities.

1.2         BKI will collect personal information only by lawful and fair means and not in an unreasonably intrusive way.

1.3     At or before the time (or, if that is not practicable, as soon as practicable after) BKI collects personal information about an individual from the individual, we must take reasonable steps to ensure that the individual is aware of—

(a)  the identity of the organisation and how to contact it; and

(b)  the fact that the individual is able to gain access to the information; and

(c)  the purposes for which the information is collected; and

(d)  to whom (or the types of individuals or organisations to which) the organisation usually discloses information of that kind; and

(e)  any law that requires the particular information to be collected; and

(f)  the main consequences (if any) for the individual if all or part of the information is not provided.

1.4         If it is reasonable and practicable to do so, BKI will collect personal information about an individual only from that individual.

1.5     If BKI collects personal information about an individual from someone else, it must take reasonable steps to ensure that the individual is or has been made aware of the matters listed in IPP 1.3 except to the extent that making the individual aware of the matters would pose a serious threat to the life or health of any individual.

Principle 2 – Use and Disclosure

BKI will not use or disclose personal information about an individual for a purpose other than the primary purpose (data that has been collected directly from the individual) of collection, unless:

(a)   both of the following apply—

(i)  the secondary purpose (data that is extracted from various sources, not the individual) is related to the primary purpose of collection and, if the personal information is sensitive information, directly related to the primary purpose of collection.

(ii)  the individual would reasonably expect the organisation to use or disclose the information for the secondary purpose; or

(b)  the individual has consented to the use or disclosure; or

(c)  if the use or disclosure is necessary for research, or the compilation or analysis of statistics, in the public interest, other than for publication in a form that identifies any particular individual—

(i)  it is impracticable for the organisation to seek the individual’s consent before the use or disclosure; and

(ii)  in the case of disclosure—the organisation reasonably believes that the recipient of the information will not disclose the information; or

(d) the organisation reasonably believes that the use or disclosure is necessary to lessen or prevent—

(i)   a serious threat to an individual’s life, health, safety or welfare; or

(ii) a serious threat to public health, public safety or public welfare; or

(e)  the organisation has reason to suspect that unlawful activity has been, is being or may be engaged in, and uses or discloses the personal information as a necessary part of its investigation of the matter or in reporting its concerns to relevant persons or authorities; or

(f)  the use or disclosure is required or authorised by or under law; or

(g)  the organisation reasonably believes that the use or disclosure is reasonably necessary for one or more of the following by or on behalf of a law enforcement agency—

(i)        the prevention, detection, investigation, prosecution or punishment of criminal offences or breaches of a law imposing a penalty or sanction;

(ii)      the enforcement of laws relating to the confiscation of the proceeds of crime;

(iii)    the protection of the public revenue;

(iv)    the prevention, detection, investigation or remedying of seriously improper conduct;

(v)      the preparation for, or conduct of, proceedings before any court or tribunal, or implementation of the orders of a court or tribunal; or

(h)  the Australian Security Intelligence Organisation (ASIO) or the Australian Secret Intelligence Service (ASIS), in connection with its functions, has requested the organisation to disclose the personal information and—

(i)     the disclosure is made to an officer or employee of ASIO or ASIS (as the case requires) authorised in writing by the Director-General of ASIO or ASIS (as the case requires) to receive the disclosure; and

(ii)  an officer or employee of ASIO or ASIS (as the case requires) authorised in writing by the Director-General of ASIO or ASIS (as the case requires) for the purposes of this paragraph has certified that the disclosure would be connected with the performance by ASIO or ASIS (as the case requires) of its functions.

2.2  If an organisation uses or discloses personal information under IPP 2.1(g), it must make a written note of the use or disclosure.

Principle 3 – Data Quality

BKI will take reasonable steps to make sure that the personal information it collects, uses or discloses is accurate, complete and up to date.

If you wish to access or update your personal information or health information, we will provide all reasonable assistance to do so.

Principle 4 – Data Security

BKI will take all reasonable steps to ensure that the personal information it collects, uses or discloses is accurate, complete and up to date.

If you wish to access or update your personal information or health information, we will provide all reasonable assistance to do so.

How we hold your personal information

We may hold your personal information in either electronic or hard copy form. We take reasonable steps to protect your personal information from misuse, interference, and loss, as well as unauthorised access, modification or disclosure and we use a number of physical, administrative, personnel and technical measures to protect your personal information. In addition, we require third parties who hold or store your personal information on our behalf to comply with strict privacy obligations under our contracts with these third parties. However, we cannot guarantee the security of your personal information. 

 

Using our websites and cookies

We may collect personal information about you when you use and access our websites.

We may record certain information about your use of our websites, such as which pages you visit, the time and date of your visit and the internet protocol address assigned to your computer. We may also use 'cookies' or other similar tracking technologies on our website that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, mobile phone, or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser, but our websites may not work as intended for you if you do so.

We may also use cookies to enable us to collect data that may include personal information. For example, where a cookie is linked to your account, it will be considered personal information. In some cases, our websites may use a customer relationship management system or plug-in software that allows us to identify you. We will handle any personal information collected by cookies or our other software in the same way that we handle all other personal information as described in this General Privacy Collection Statement and our Privacy and Freedom of Information Policy.

We may also use cookies for digital marketing purposes (whether those cookies contain personal information).  

Our websites may contain links to other websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites may differ substantially from our Privacy Policy, so we encourage individuals to read them before using those websites.

Principle 5 – Openness

On request by a person, BKI will take reasonable steps to let the person know, generally, what sort of personal information it holds, for what purposes, and how it collects, holds, uses and discloses that information.

 

Principle 6 – Access and Correction

You can access the personal information we hold about you by contacting us using any of the details set out below. Sometimes, we may not be able to provide you with access to all your personal information and, where this is the case, we will tell you why. We may also need to verify your identity when you request your personal information.

If you feel that any personal information, we hold about you is inaccurate, please contact us using details below and we will take reasonable steps to ensure that it is corrected.

 

Principle 7 – Unique Identifiers

BKI does not assign unique identifiers to individuals unless the assignment of a unique identifier is necessary to enable the organisation to carry out its functions.

BKI does not disclose unique identifiers assigned to an individual to another organisation unless:

(a)   the use or disclosure is necessary for the organisation to fulfil its obligations to the other organisation; or

(b)  one or more of IPP 2.1(d) to (g) applies to the use or disclosure; or

(c)  it has obtained the consent of the individual to the use or disclosure.

Principle 8 – Anonymity

So far as is reasonably possible, BKI are happy to deal with you anonymously or under a pseudonym if you prefer. We are happy to provide information about our services without requiring you to provide contact details.

If you do deal with us under a pseudonym, we would prefer to know, so we avoid collecting inaccurate information. Similarly, if you have provided us with your contact details, and those details subsequently change, please contact us at customerenquiries@kangan.edu.au so we can ensure our records are accurate.

 

Principle 9 – Transborder Data Flows

Disclosure of personal information outside Victoria

BKI disclose personal information to regulators and Commonwealth department and agencies who are located outside of Victoria as outlined above. Some of our service providers are located outside of Victoria and/or Australia and, as a result, personal information collected and held by BKI may be transferred outside of Victoria or outside Australia.

We take reasonable steps to ensure that any recipient located outside of Victoria will deal with such personal information in a way that is consistent with our privacy obligations, including, where appropriate, by entering contracts with these third parties that require these third parties to only use your personal information for specific purposes and to use appropriate security measures to protect the privacy of your personal information.

 

Principle 10 – Sensitive Information

Use and disclosure of personal information in emergency or other sensitive situations:

BKI may use or disclose personal information (including health information and other sensitive information) about you:

• in an emergency or other similar situations where we are permitted or authorised by law to do so
• where we reasonably belief disclosure of such information will assist in the investigation and detection of criminal offences by law enforcement authorities
• where we reasonably believe that the use or disclosure is necessary to lessen or prevent a serious threat to your life, health, safety or welfare or the life, health, safety, or welfare of another individual or the public or
• in relation to any health information proposed to be used or disclosed for the purposes mentioned above, that information will only be used or disclosed in accordance with applicable guidelines issued or approved by the Victorian Health Complaints Commissioner or Victorian Information Commissioner for this purpose. 

 

How to contact us or make a complaint

If you feel that we have breached your privacy, or if you wish to make a complaint about the way we have handled your personal information, you can contact us on 03 5483 1319 or at information@bendigokangan.edu.au.

Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take. 

What information does BKI collect?

Bendigo Kangan Institute collects your personal information during the student enquiry, application, enrolment and throughout your student journey with us.

We will mainly collect information directly from you. There may be circumstances where information may be provided on your behalf, for example, to verify you meet the requirements of the enrolment or course pre-requisites, such as from professional associations, training providers, medical practitioners, or government agencies. We will only collect information from other sources with your consent or in accordance with the law.

We collect personal information about you:

• to consider your application to enrol in one of our courses and
• if you do enrol in one of our courses, to provide our educational and training services to you, to obtain payment from you for those services and to otherwise administer and manage our relationship with you.

Generally, the personal information that we collect from you and process to support your study at BKI includes:

• your name
• mailing or street address
• email address, telephone number and other contact details
• age or date of birth
• details of your previous education and qualifications
• fee payments, financial aid, and scholarships information
• citizenship and/or visa status
• information about your academic progress and standing, assessments, results and details of practical placements and other workplace training (if applicable)
• any assigned student numbers (unique identifiers)
• Tax file numbers and financial institution information for the purpose of fees, refunds, and financial support programs (if applicable)
• Details of any disciplinary or conduct matters
• Other information relevant to your enrolment and education to facilitate appropriate academic and student services.
• collection of identity documents (other than "citizenship and/or visa status")

We may also collect additional types of personal information about you as set out in our General Privacy Collection Statement from time to time. This includes collection of personal information indirectly from for specific purposes where direct collection is not practicable such as the collection of data from BKI’s learning management systems, library services and other relationship systems to enable us to carry out analytics for reporting purposes and to improve our student support and services provision.

When individuals access academic and non-academic facilities and services that we offer, BKI may also process personal information classed as sensitive or special category data (for example, when you access our student support services), which require additional protections under the law. For some courses of study, other types of sensitive information or special category data may also be processed by us, such as information about past criminal convictions, working with children or adults experiencing vulnerability, vaccination records and fitness to practise in certain regulated industries. Access to, and the sharing of, this type of information is carefully controlled, and it is processed in compliance with our legislative obligations. You will be given details about our collection and management of such information at the time that we collect it from you.

If you register for events, campus tours, newsletters or are a supporter of, or a volunteer at BKI we will hold the personal information provided by you during your interactions with us. You may also provide us with your personal information when you agree to participate in user experience research or provide other feedback. This is explained in the relevant privacy collection notices specific to those activities.

Where you provide BKI with the personal information of others (such as details of your emergency contacts) you are encouraged to inform those parties whose information you provide that:

• you are disclosing that information to BKI and
• the information will be retained in accordance with relevant BKI policies.

How do we keep your information secure?

Your personal information is created, stored, and transmitted in a variety of paper and electronic formats. This include databases that are shared across BKI. BKI staff receive privacy and data protection training.

 

We take reasonable steps to ensure that any personal information we (or third parties operating on our behalf) collect, transmit, store or otherwise process, is accurate and complete, and that appropriate measures are implemented and maintained to protect it from accidental or unlawful destruction, misuse, loss, alteration, or unauthorised access or disclosure.

Your academic record is retained indefinitely so that the details of your academic achievements can be confirmed and for statistical or historical research purposes.

 

What will your personal information be used for?

Generally, BKI processes personal information collected from you to establish and maintain your student entitlements and obligations as part of your study with BKI and to help us engage with you and improve your experience at BKI. The personal information collected from you is necessary to properly administer your course, provide and administer relevant student services, to facilitate internal and strategic planning requirements and for government reporting purposes related to the provision of education.

 

BKI uses the personal information it collects for its public purposes of its statutory functions.

BKI uses information to:

(a) communicate with and promote its services to students and potential students.

(b) enable BKI to provide services to the individuals to whom the information relates.

(c) assess applications (both for enrolment and for employment) where the information relates to an applicant; and

(d) deal with its customers and suppliers in relation to the provision of its services.

(e) use of identity document details collected for identify verification purposes.

We also process personal information for the following purposes:

• individual teaching areas collect and process personal information to administer courses and programs.
• the personal information of graduates is provided to BKI’s alumni team for the purpose of fostering alumni relationships, maintaining and facilitating alumni networks, and promoting BKI activities; and
• the collection of students' personal information is required under Commonwealth and State Government legislation for the purposes of government reporting.

 

Where BKI has been engaged by an employer to provide educational services to you or is delivering a course in which you are enrolled in collaboration with another training provider, BKI may share any personal information it obtains from you with your employer or the other training provider to the extent reasonably necessary to deliver our services.

 

As a training services provider, BKI may be required by the Victorian State Government to collect personal information, including sensitive information, relating to students on behalf of the State Government. In such cases, the collection of information will be identified as being for the purposes of the State Government and BKI will collect that information as agent of the State Government. Bendigo Kangan will not retain or use such information for its own purposes.

 

If you choose not to provide your personal information or revoke your consent, BKI may not be able to enrol you, provide you with your course of study, or provide you with the specific information, assistance, facilities, or services that you have requested, and it may limit opportunities available to you.

 

If BKI holds personal information about you that was collected for a particular purpose (the primary purpose), BKI will not use or disclose this information for any other purpose unless you consented to the use or disclosure or you would reasonably expect BKI to use or disclose this information for secondary purpose (but this does not apply to sensitive or health information).

 

Disclosure of information

BKI will not share any personal or health information to a third party for any reason other than the primary purpose for which it was collected, except where it is required or authorised or where you consent.

 

Information may be disclosed to the Commonwealth and tuition assurance scheme operators in accordance with the law.

 

We may also, in carrying out that primary purpose, engage third parties to act on our behalf. For example, we may engage information technology suppliers, marketing and advertising agencies, mailing and logistics providers and professional advisors. When we do so, we take steps to ensure any contracts governing these arrangements pass on obligations to third party organisations to require that they adopt the same Privacy Principles BKI does.

 

BKI will not disclose any personal information it collects to any person located outside Australia unless:

a)      we have obtained the consent of the person to whom the information relates to that disclosure.

b)      the recipient of the information is subject to a law or binding scheme, that provides at least a substantially similar level of protection in respect of the use of personal information to that available under Australian law and the person to whom the information relates is directly able to enforce their rights in respect of that protection; or

c)      the disclosure is otherwise in compliance with our obligations under the law.

d)  disclosure of identity document details to third parties which provide identity verification services to BKI.  

If BKI intends to disclose any personal information it collects from you in any other manner than those detailed above, we will inform you at the time the information is collected.

 

We may disclose your personal information to third party organisations including organisations located outside of Victoria. The below paragraphs describe instances where this may occur:

 

Sharing with Victorian Government

The Victorian Government, through the Department of Education and Training (the Department), develops, monitors and funds vocational education and training (VET) in Victoria. BKI is required to provide the Department with student and training activity data. This includes personal information collected by BKI through enrolment and unique identifiers such as the Victorian Student Number (VSN) and the Commonwealth’s Unique Student Identifier (USI).

 

BKI provides data to the Department in accordance with the Victorian VET Student Statistical Collection Guidelines, available at https://www.education.vic.gov.au/training/providers/rto/Pages/datacollection.aspx.

 

For further information about the way the Department collects and handles personal information, including access, correction, and complaints, go to  https://www.education.vic.gov.au/Pages/privacypolicy.aspx.

For further information about Unique Student Identifiers, including access, correction, and complaints, go to: https://www.usi.gov.au/documents/privacy-policy.

 

Sharing with other regulators

BKI may be required or permitted by law to disclose personal information with other regulators including:

• Commonwealth Government agencies and regulators located outside of Victoria pursuant to Funding Agreements in place between BKI and these agencies and regulators or specific legislation requiring BKI to disclose personal information with these agencies and regulators
• Agencies and organisation involved in quality assurance and planning for education such as the Australian Skills Quality Authority (ASQA); the Victorian Registration and Qualifications Authority (VRQA); the Tertiary Education Quality and Standards Agency (TEQSA); National Centre for Vocational Education Research (NCVER), Department of Education and Training Victoria.

 

Sharing with other third parties

Some of the services we provide include the delivery of educational services to employers and/or in collaboration with other training organisations. Under these circumstances, we are frequently provided with personal information which has been collected by an employer or external training provider. In all situations where we obtain personal information from a third party, we are careful to confirm that the:

• information is accurate and was acquired in accordance the Privacy and Data Protection Act 2014 (Vic)

• third party, is permitted to provide the information to us, and

• third party is authorised to use the information it for the purposes for which they are supplying it.

 

Some BKI IT systems may use cloud computing services and are hosted in countries other than Australia. Depending on the service accessed this could include selected countries in the Americas, Europe, or Asia-Pacific region. Similarly, contracted service providers including third party software and technology platform providers which BKI may use to perform services on its behalf (such as course administration, identification verification services, credential verification services) or enables a student to access or use as part of their study may be based outside of Victoria or outside of Australia. To enable students to access these services BKI may be required to share student personal information to set up user accounts in accordance with the third-party provider’s end-user access requirements.

 

As part of your course, you may be required to undertake work integrated learning such as practical placements or voluntary workplace activities. In those instances, we may be required to share your personal information with host organisations and/or their agents or representatives to enable you to participate in the placement program.

 

To facilitate and enable programs relevant to your course we may be required to share your personal information with external organisations such as professional bodies, industry associations or government agencies.

 

If you participate in an exchange program, dual enrolment, or similar arrangement with one of our international partners we may be required to share your personal information to the relevant partnering educational institution.

 

If you are an international student, we may disclose personal information about you to third parties located outside of Victoria in some circumstances. This may include: 

• where we are required to disclose certain information about international students to the Commonwealth Government's Department of Home Affairs via Provider Registration and International Students Management System (PRISMS)
• if applicable, disclosing information about you to the recruitment agent in your home country (unless you request that we do not disclose such information)
• disclosing information about you to other third parties in your home country for marketing purposes, such as for promoting our educational services in your home country
• with your consent, disclosing information about you to AusTrade in relation to any scholarships you may be receiving or
• where we have a partnership with an educational institute in another country that delivers our qualifications at which you have a dual enrolment or at which you are participating in an exchange program, we may disclose information to that overseas educational institution (including your results).

 

Before BKI discloses personal information about you to a third party including a third party who is outside of Australia BKI will take steps that are reasonable in the circumstances to ensure that the recipient:

• complies with its obligations under relevant privacy laws and only uses and processes the personal information for permitted purposes; and
• does not transfer personal information outside of Australia without BKI’s consent and unless the overseas recipient provides an undertaking that the personal information will be protected at a standard comparable to Australian privacy laws
• has in place appropriate security arrangement to prevent unauthorised access.

 

What rights of access and correction do you have?

You have the right to access and correct personal information about yourself under Victorian laws. In many instances current students will be able to access and correct your personal information by contacting Student Support Services.

 

There may be circumstances where access to information cannot be granted as it may compromise the privacy of another individual. In those instances, BKI may require requests for access to be sought through the Freedom of Information Act 1982 (Vic). Further information about this process is available on our Freedom of Information page (hyperlink)

 

Anonymity

So far as is reasonably possible, we are happy to deal with you anonymously or under a pseudonym if you prefer. We are happy to provide information about our services without requiring you to provide contact details.

 

If you do deal with us under a pseudonym, we would prefer to know, so we avoid collecting inaccurate information. Similarly, if you have provided us with your contact details, and those details subsequently change, please contact us at customerenquiries@kangan.edu.au so we can ensure our records are accurate.

 

Our student counselling service or other support services

We make a counselling service available to our students. If you receive counselling services from us, we may collect additional personal information about you, including health information about you, as part of providing this service. Health information includes any information or an opinion about an individual's physical, mental, or psychological health, any disability that an individual has and any details of any health or medical services provided to an individual. 

 

We will only collect health information about you with your consent.

 

When you access any of our special category student support services further information on the types of information we may collect, our use and management of that information will be explained in the relevant privacy collection notices specific to those services.

 

Health and personal information about you collected for these services will only be used for the purpose of providing the services to you. Any counselling service that we provide is confidential and any information that you provide to us will be held in the strictest confidence. Any health information that we collect about you will be separately stored by our counsellors and will not form part of your student records.  

 

Surveys

You may receive a student survey which may be run by a government department or an NCVER employee, agent, third-party contractor, or another authorised agency. Please note you may opt out of the survey at the time of being contacted.

 

 

Data Breach

A data breach occurs when personal information that is held by an organisation is accessed or disclosed in a way that it shouldn’t have been (e.g., where it is lost, stolen, or given to the wrong person).

 

Examples of data breaches include:

• When an employee takes paper records, an unencrypted USB stick or laptop out of the office and the information is lost or stolen.

• When an organisation mistakenly provides personal information to the wrong person.

• When an organisation’s database is illegally accessed by staff members or by individuals outside of the organisation.

 

In the event of a suspected data breach, refer to BKI’s Feedback Procedure (hyperlink Procedure), which is informed by the OVIC’s four recommending steps for responding to a data breach (or suspected breach).

 

Turning 18 years during your enrolment and sharing of your information

Prior to 18 years of age, BKI shares your information with your nominated adult, such as parent or guardian.  BKI will continue to share this information, for the duration of your enrolment, with your nominated adult after you turn 18 years, unless you specifically contact us to request a change to this arrangement or enrol in a different course after you turn 18.

 

How to contact us or make a complaint

If you feel that we have breached your privacy, wish to make a complaint about the way we have handled your personal information, or want to discuss any other privacy matter with us, please contact us on information@bendigokangan.edu.au

 

We take all breaches of privacy and privacy complaints seriously. If we have not handled your information in accordance with our Privacy and FOI Policy, our policy principle is to let you know of this and what we are doing to address this.

 

Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take. 

 

 

Why we collect vaccination information

BKI collects, records, and holds vaccination information when it is required to do so by a state or territory public health order or policy, including directions made under the Public Health and Wellbeing Act 2008 (Vic).

 

What vaccination information do we collect?

Vaccination information collected by BKI includes:

• appointment information if a person is scheduled for a vaccination. If a person has a confirmed appointment for their first or second doses that will confirm their intended vaccination status within the required timeframes.
• records and information derived from a record of information made under the Australian Immunisation Register Act 2015. This may be a letter from a medical practitioner confirming vaccinations or confirming a legitimate medical exemption in accordance with the public health order requirements; a certificate of immunisation; or an immunisation history statement obtained under the Australian Immunisation Register.

 

How we handle vaccination information

Vaccination information is handled in accordance with applicable requirements set out in the relevant public health order or direction, and in accordance with BKI’s Privacy and Freedom of Information Policy, the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic).

 

How we share vaccination information

To confirm compliance with the public health orders and directions, BKI may be required to disclose vaccination information if an Authorised Officer requests BKI to produce vaccination information held by it. Authorised Officers may include Work Safe Inspectors and other Victorian Government agencies and department officers exercising public health risk powers.

 

Additionally, where a person is a worker of another employer, then BKI is authorised under the public health orders to share vaccination information with the employer of that worker. Similarly, BKI may collect vaccination information from another employer in respect of their workers to the extent necessary to comply with the public health orders or policy.

 

Limits on the information and rights of access

BKI will only collect, hold, and disclose Vaccination Information in accordance with and as necessary to comply with its obligations under the relevant state or territory public health orders, directions, or policy.

 

Persons providing vaccination information to BKI have a right to request access to their health information under the Privacy and Data Protection Act 2014 (Vic), the Health Records Act 2001 (Vic) and in accordance with BKI’s Privacy and Freedom of Information Policy.

 

What if a person does not provide vaccination information?

If a person does not provide vaccination information to BKI and a public health order is in place which requires BKI to collect and record vaccination information from that person before allowing them to enter a site operated by BKI, then BKI has a duty to exclude that person from entering BKI’s site.

What information does BKI collect and why?

BKI collects your personal information during the recruitment and on boarding processes, and throughout your employment at BKI. We will mainly collect information directly from you. There may be circumstances where information may be provided on your behalf, for example, to verify that you meet the requirements of your employment, such as from professional associations, training providers, medical practitioners, or government agencies. We will only collect information from other sources with your consent or in accordance with the law.

 

Generally, the personal information that we collect from you to support your employment at BKI includes:

• your name
• personal and emergency contact details
• date of birth
• gender
• referee details
• tax file number and bank account details
• citizenship, passport and/or visa details
• superannuation information
• health and disability details
• previous employment details
• your qualifications
• details of paid outside work and directorships
• other information relevant to your employment and work-related matters.

 

The information is often collected from several sources. For instance, you provide us with information when completing employment forms and when entering data directly into our computerised PC&S system. Others, such as previous employers and nominated referees, other employees, and students, may also provide us with information about your employment history and work-related matters.

 

You are not required to provide us with all this personal information, however, if you choose not to provide the information requested, it may prevent BKI from processing your application or employment related request.

 

If you are injured or become ill in the course of your employment or engagement as a contractor, we may also collect additional relevant information. This may include health information about your injury or illness, details of any WorkCover claim that you make, your return-to-work plan and any other health-related declarations, statements, or assessments.

 

If you opt to provide it to us, we also collect information about your race/ethnicity, and sexual orientation/gender identity. This information is only used in aggregated reporting to help BKI provide the appropriate support services for its employees.

 

How do we keep your information secure?

We hold your information in secure and purpose specific business systems. These systems have access and security policies and procedures in place which are designed to protect your personal information and to ensure that only employees with appropriate authorisation can access this information. The information is retained in accordance with the Public Records Act 1973 (Vic).

 

What will your personal information be used and disclosed for?

We will use and/or disclose your personal information to manage processes associated with your employment relationship with us, including for:

• recruitment, selection, and appointment functions.
• verifying details for your employment including work rights and relevant qualifications,
• licences or permits, health and background checks.
• payroll processing.
• superannuation administration.
• insurance purposes and the management of work-related travel.
• contacting or locating you or notifying the relevant authority or your emergency
• contact if there are reasonable grounds to be concerned about your welfare or safety.
• risk management, workplace health and safety and workers compensation matters.
• managing and investigating performance, conduct, and disciplinary matters.
• employees training and development.
• benchmarking, reporting, analysis, quality assurance and planning purposes.
• employees’ appraisals, probation, and promotion.
• informing you about BKI news and events, activities, courses, and opportunities that may be of interest to you as an employee of BKI.
• compliance, where we are legally required to provide information to the Australian Taxation Office, the Department of Education and Training and Victorian Government Department of Treasury and Finance or other Victorian Government agencies; and
• additional specific services that are related to your employment. For example, for recruitment and travel management, BKI engages external service providers who will have access to your personal information. The providers performing these services are bound by BKI’s privacy and security requirements.

 

In addition, aggregated data about employees, with personal identifiers removed, is routinely provided to the Australian Bureau of Statistics, the Workplace Gender Equity Agency, Australian Higher Education Industry Association and various local and international education institutions ranking bodies.

 

Information provided by job applicants is used solely for the recruitment function. It is disclosed only to employees and/or relevant panel members involved in the selection process and is treated confidentially. This information is only retained for as long as it is required for the purpose it was collected and is then securely destroyed in accordance with our legislative obligations and our retention and disposal of records policies.

 

BKI will only use or disclose your personal information:

• for the purpose for which it was collected (such as to meet the object and functions of BKI including Education and Training Reform Act 2006.
• for a directly related purpose
• when we have the appropriate consent to do so, or
• as otherwise required, permitted, or authorised by law.

 

What rights of access and correction do you have?

You have the right to access and correct personal information about yourself under Victorian laws. As an employee, you can access and change some information held about you through People Hub.

 

If you have questions regarding the access and correction of other information about you held by BKI’s People Culture & Strategy, please contact peopleoperations@kangan.edu.au

 

There may be circumstances where access to information cannot be granted as it may compromise the privacy of another individual. In those instances, BKI may require requests for access to be sought through the Freedom of Information Act 1982. Further information about this process is available on our Freedom of Information page 

 

How to contact us or make a complaint

If you feel that we have breached your privacy, or if you wish to make a complaint about the way we have handled your personal information, you can contact us on 03 5483 1319 or information@bendigokangan.edu.au

 

Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps that you can take.