Created 23rd November 2021
This policy outlines how Specially 4 You Education uses and manages personal information provided to or collected by it.
Who We Are
Specially 4 You Education specialises in English teaching and tutoring and is committed to providing quality services to you. Our website address is: https://specially4you.education. This policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The National Privacy Principles govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au.
What personal data we collect and why we collect it
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses, phone and facsimile numbers.
This Personal Information is obtained in many ways including by forms filled out by parents or students, face-to-face and online meetings and interviews, correspondence, by telephone, by email, via our website https://specially4you.education, from your website (where applicable), from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or policy of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it. This will include, but is not limited to:
Keeping parents informed about matters related to their child’s tutoring through correspondence and newsletters.
When you visit our website or send emails to us, you are communicating with us electronically. You consent to receive communications from us electronically. We will communicate with you by e-mail or by posting notices on our website. You agree that all agreements, notices, disclosures and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing.
Day-to-day administration
To satisfy our legal obligations and allow us to discharge our duty of care.
In some cases where the requested Personal Information about a student or a parent is not provided, Specially 4 You Education may not be able to enrol or continue the enrolment of a student.
Sensitive Information
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
• For the primary purpose for which it was obtained
• For a secondary purpose that is directly related to the primary purpose
• With your consent; or where required or authorised by law.
Media
If we upload images to the website of your child, we aim to remove any embedded location data (EXIF GPS) and do not include any identifiers.
Contact forms
The contact form on this website collects name and email, and possibly a phone number and a personal message. There is no obligation to leave any details. If these details are left on the site, they are used for the purposes of communicating with the customer. These details will be kept on the email server for a reasonable length of time to aid further communication.
Cookies
Cookies may be used for the purpose of tracking website visitors in Analytics. These ‘cookies’ allow the collection of personally identifiable information from visitors. The information collected by these tools may include the IP address of the device you are using and information about sites that IP address has come from, the pages accessed on our site and the next site visited. We use the information to maintain, secure and improve our website and to enhance your experience when using them. Please see more under the heading Analytics.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
We may use Google Analytics on the website to track visitors. Google Analytics (and Google AdSense and other analytics and ad serving networks) track your website visitors using ‘cookies’. And these ‘cookies’ allow the collection of personally identifiable information from your visitors.
The information collected by these tools may include the IP address of the device you are using and information about sites that IP address has come from, the pages accessed on our site and the next site visited. We use the information to maintain, secure and improve our website and to enhance your experience when using them. In relation to Google Analytics, you can opt-out of the collection of this information using the Google Analytics Opt-out Browser Add-on.
Who we share your data with
Your Personal Information may be disclosed in a number of circumstances, including the following:
• Member of staff; and
• Third parties where you consent to the use or disclosure; and
• Where required or authorised by law.
How long we retain your data
Please see “Security of personal information”. All data will be kept as long as it is required to conduct business with our students and only for the purpose of communicating with each student and for government regulations. Most of the Personal Information is or will be stored in client files, which will be kept by us for a minimum of seven (7) years.
What rights you have over your data
You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments if made, may be checked through an automated spam detection service.
Your contact information
You may access the Personal Information we hold about you and update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.
Specially 4 You Education will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information.
In order to protect your Personal Information, we may require identification from you before releasing the requested information.
Maintaining the quality of your personal Information
It is important to us that your Personal Information is up-to-date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up-to-date or is inaccurate, please advise us as soon as practicable, so we can update our records and ensure we can continue to provide quality services to you.
Additional information
How we protect your data
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.
When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files, which will be kept by us for a minimum of seven (7) years.
What data breach procedures we have in place
We protect your personal information by upholding Australia’s national privacy laws, resolving privacy complaints and investigating potential data breaches. We give guidance on how to handle your personal information and promote awareness of your privacy rights.
What third parties we receive data from
Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances, we may be provided with information by third parties. In such a case, we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
What automated decision making and/or profiling we do with user data
We do not use and automated decision making or profiling with user data.
Industry regulatory disclosure requirements
Use of Student and Staff work
The work that is produced whilst a student or staff member is at Specially 4 You Education may be utilised by the Specially 4 You Education at its discretion for Specially 4 You Education publications. Visual media (eg photographs and videos) of Specially 4 You Education activities involving a student or staff member may be used in Specially 4 You Education publications. As per the enrolment terms and conditions, Specially 4 You Education may utilise photographs and/or audiovisual material of activities, staff, students and other personnel in various publications such as newsletters, magazines, website, prospectus and other public relations material, for both internal and external promotion of Specially 4 You Education.
Parents and staff are requested to advise Specially 4 You Education where they do not give such consent.
Policy Updates
This Policy may change from time to time and is available on our website.
PRIVACY POLICY COMPLAINTS AND ENQUIRIES
If you have any queries or complaints about our Privacy Policy please contact us at:
Specially 4 You Education
34 Rodlarni Crescent
Berwick Vic 3806
online@specially4you.education
Mobile 0431 467 145