Privacy Policy

This privacy policy applies to Green Leaves Early Learning Centres Pty Ltd (ACN 602 270 440) and any holding company or subsidiary (“Green Leaves”). Green Leaves is committed to protecting your privacy and complying with the Privacy Act 1988 (“Privacy Act”).

1. Who and what does this privacy policy apply to?

This privacy policy describes how Green Leaves handles your personal information.

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Sensitive information is personal information that includes information or an opinion about an individual’s racial or ethnic origin, political opinions or associations, religious or philosophical beliefs, trade union membership or associations, sexual orientation or practices, criminal record, health or genetic information and some biometric information.

In the course of its business, Green Leaves collects personal information of:

• Children attending Green Leaves Early Learning Centres (Centres) and their families
• Children and their families who join the waitlists for Centres
• Staff, including agency staff, their emergency contacts, and people applying for jobs with Green Leaves
• Referees of job applicants
• Health providers of children attending Centres
• Personnel of the organisations with whom Green Leaves deals, including organisations it sponsors, suppliers, service providers and registered training organisations
• Members of the public, including visitors at Centres and people who make enquiries.

2. Collection, use and disclosure

Children attending Centres and their parents and guardians

What personal information is collected

Green Leaves collects personal information about children attending Centres and their parents/guardians in order to deliver high quality early learning to children, and in order to comply with laws requiring certain information to be collected.

The types of information typically collected by Green Leaves about children attending Centres and their parents/guardians include:

• identity information, such as name, gender, address and date of birth, as well as a copy of the child’s identity document(s) such as birth certificate;
• contact details of the parent/guardian;
• court orders, parenting plans and parenting orders (where applicable);
• information about the child’s health and healthcare arrangements;
• information about the child, their home life and their interests and any parenting preferences volunteered by the parent or guardian on the enrolment form;
• information and updates about children’s attendance at the Centre;
• payment details such as bank account details or credit/debit card details and signature, and information required to process child care subsidy (CCS) including Centrelink CRN.

Some of the information collected by Green Leaves is sensitive information, including information about a child’s cultural background and health.

How it is collected

Generally, Green Leaves collects personal information directly from children and their parents/guardians – usually via its enrolment form.

However, on occasion, it may collect personal information:

• through observations of the child while at the Centre;
• via CCTV at Centres;
• from Centrelink, in relation to childcare subsidy percentage and activity hours; and
• from third parties, in relation to information Green Leaves is required to collect to manage a child’s Additional Child Care Subsidy (ACCS) entitlement.

How it is used and disclosed

Personal information about children and their parents/guardians is typically used for the primary purpose of providing early learning services to children and managing their enrolment. It may also be used to:

• manage health risks at the Centre;
• send marketing updates and surveys in accordance with marketing preferences;
• send immunisation reminders,

and for other purposes set out in a collection notice.

Green Leaves takes steps to keep children’s personal information private, however it may need to disclose personal information in some circumstances where permitted by law. This may include disclosure:

• to the child’s parents/guardians;
• to authorised contacts and Storypark update recipients in accordance with their parent/guardian’s directions;
• to regulators verifying Green Leaves’ compliance with record keeping requirements in relation to children;
• to State health departments in the case of an outbreak of an infectious disease (however, children will not be identified if not required to be);
• to Green Leaves website visitors and Facebook group members (where their parent/guardian has consented to photos being shared on these platforms);
• to Centrelink, for the purposes of:
  (i) linking parents/guardians to the Centre so that Centrelink can pay their CCS entitlement; and
  (ii) assisting parents/guardians to apply for ACCS
• to government bodies for the purposes of:
  (i) arranging or claiming funding for children’s kindergarten/pre-school program; and
  (ii) in response to a request for census information; and
• to law enforcement agencies at their request.

Green Leaves has policies in place that restrict a child’s personal information being shared with parents/guardians of other children at the Centre.

Prospective children and their parents and families

What personal information is collected

Green Leaves needs to collect some information about your child and you in order to determine whether we have a space available for them add your child to our waitlist. This information may include:

• identity information, such as name, gender, address and date of birth, as well as a copy of the child’s identity document(s) such as birth certificate;
• contact details of the parent/guardian;
• proposed attendance start date and days;
• information about the child’s health and healthcare arrangements;
• court orders, parenting plans and parenting orders (where applicable);
• information about the child, their home life and their interests and any parenting preferences volunteered by the parent or guardian on the enrolment form.

Green Leaves may also take into account your history of dealings with other Green Leaves Centres.

How it is collected

Green Leaves collects this information directly from you, and from our records about your dealings with other Green Leaves Centres.

How it is used and disclosed

Personal information about waitlisted children and their parents/guardians is used determine whether and when we can offer a position at a Centre for a child.

It may also be used to send marketing updates and surveys in accordance with marketing preferences.

Green Leaves does not typically disclose this personal information to third parties, except where permitted by law such as in limited circumstances to law enforcement agencies.

Green Leaves staff

Green Leaves collects personal information from our staff, including trainee staff and agency staff, in order to run our early education business and manage and support our staff. Our collection notices detail the types of personal information collected and how it is used and disclosed.

People who want to work with us

What personal information is collected

Green Leaves collects personal information from people who want to work with us for the purposes of assessing their application and determining whether to offer them employment. This personal information may include:

• name and contact details;
• employment history and qualifications and anything else you tell us about yourself;
• referee’s assessment of the applicant’s work performance;
• information provided by, and assessment of, the applicant during a job interview; and
• where the applicant applies through a recruitment platform such as Seek, information on the applicant’s profile.

How it is collected

Generally, Green Leaves collects personal information about job applicants directly from job applicants, from their recruitment platform profile (if applicable), from observations during interviews and from referees’ assessments.

How it is used and disclosed

Personal information about job applicants is typically used for the primary purpose of determining whether the applicant is suitable to be offered employment with Green Leaves for the position they have applied for. It may also be used to let the applicant know about future job opportunities.

Green Leaves does not typically disclose this personal information to third parties, except where permitted by law.

Referees of job applicants

What personal information is collected

We typically collect from referees:

• name, contact details, role and organisation; and
• reference provided in relation to the job applicant.

Green Leaves may also form a view about the kinds of roles at Green Leaves that may be of interest to the referee.

How it is collected

Green Leaves generally finds out information about a referee from a job applicant. Any further information is generally provided by the referee.

How it is used and disclosed

Personal information about referees of job applicants is typically used for the primary purpose of conducting a reference check to determine whether the job applicant is suitable to be employed by Green Leaves for the position they have applied for. Green Leaves may also get in touch with relevant job opportunities at Green Leaves that we think may interest you.

Green Leaves does not typically disclose this personal information to third parties, except where permitted by law.

Other categories of people

Green Leaves also collects some limited personal information of:

• Children attending the Centre’s authorised contacts – for the purpose of verifying their entitlement to collect or receive information about a child.
• Health providers to children attending Centres – as this is required by law to be collected.
• Visitors at Centres – for the purposes of verifying the legitimate interest of people who visit the Centre and verifying the number of persons at a Centre to appropriately manage emergency procedures.
• People who give reviews online of Green Leaves or its Centres – for the purpose of managing and responding to those reviews, where appropriate.
• Emergency contacts of staff – for the purpose of contacting the person in the case of an emergency involving a staff member.
• Parents of trainee staff (where the trainee is younger than 18) – for the purposes of obtaining parental authorisation for the trainee’s placement at Green Leaves.
• Personnel of the organisations with whom Green Leaves deals, including organisations it sponsors, suppliers, service providers and registered training organisations – for the purposes of managing Green Leaves’ relationship with the organisation.

Green Leaves generally does not use these categories of personal information for other purposes, except where permitted by law.

Personal information described in this section may be disclosed where permitted by law, such as, in limited circumstances, to law enforcement agencies.

3. Personal information held in IT systems offshore

Green Leaves uses some IT systems in which some information is stored overseas. The countries in which information may be stored include the United States, Canada, South America, Denmark, Ireland, Singapore and Germany.

Otherwise, Green Leaves does not routinely disclose personal information to recipients located outside Australia.

4. Opting out of marketing

Green Leaves may send you marketing communications, in accordance with your marketing preferences.

You may opt out of receiving marketing communications by using the unsubscribe functionality in the message or by contacting Green Leaves.

5. How we hold personal information

Green Leaves takes reasonable steps to ensure your personal information is secure. Green Leaves uses professional IT system providers and personal information held electronically is subject to access controls.

Paper records relating to the children attending Centres are kept in locked rooms in the Centres and are reviewed to be archived on a six monthly basis. Archived records are stored in a secure facility offsite.

Green Leaves takes reasonable steps to avoid security incidents affecting personal information it holds, but also has in place procedures to manage any suspected security incidents to minimise potential harm.

Green Leaves will notify you and the Office of the Australian Information Commissioner if personal information is accessed or disclosed without authorisation or is lost where that unauthorised access, disclosure or loss is likely to result in serious harm to you.

6. How you can access your personal information or ask for correction

You can access your personal information by contacting Green Leaves – see ‘Contact us’ below.

In some circumstances which are prescribed by the Privacy Act, such as where to do so might put a person at risk of harm or have an unreasonable impact on the privacy of others, Green Leaves may decline access to personal information. Green Leaves will inform you of the reasons why if your request for access to personal information is denied.

Green Leaves may ask you to update your personal information from time to time. You can also request a correction of any personal information by contacting us – see ‘Contact us’ below.

Green Leaves will generally update your information as you have requested.

However, if we decline to correct your personal information in accordance with law, Green Leaves will inform you the reasons why your request is denied. If this is the case, you can ask for a statement to be associated with your personal information that acknowledges you think your personal information is inaccurate, out of date, incomplete, irrelevant or misleading.

7. How to lodge a complaint

If you wish to make a complaint or provide feedback in relation to this policy or Green Leaves’ handling of your personal information, you can contact Green Leaves – see ‘Contact us’ below.
Green Leaves takes complaints about privacy very seriously and will endeavour to provide a response within 30 days.

If you are unhappy with our response, then you can lodge a written complaint with the Office of the Australian Information Commissioner – you can find its details at www.oaic.gov.au.

8. Updates to this Privacy Policy

This Privacy Policy was last updated in August 2024. It may be amended from time to time to keep it up to date. The most recent version of this policy will be available on the Green Leaves website at www.greenleaveselc.com.au/privacy-policy.

9. Contact us

If you have any questions or comments in relation to this privacy policy, please contact us by:

Postal Address: PO Box 549, Bulimba QLD 4172
Email Address: info@greenleaveselc.com.au
Phone number: 07 3902 6888

 

Collection Notices

Collection Notice – Agency staff

Collection Notice – Children attending Centres and their parents and guardians

Collection Notice – Green Leaves employees

Collection Notice – Members of the public

Collection Notice – Referees of job applicants

Collection Notice – Waitlisted children and their parents and guardians