Privacy Policy
1. About this policy
Joy Early Learning Centre is committed to protecting the privacy of the children, families, staff and visitors we work with. This Privacy Policy explains what personal information we collect, why we collect it, how we use, store and disclose it, and how you can access, correct or make a complaint about your personal information.
We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), and by our obligations under the Education and Care Services National Law and National Regulations, and (where applicable) the Family Assistance Law governing the Child Care Subsidy (CCS).
By enrolling a child with us, or by using our services, you consent to the collection, use and disclosure of personal information as described in this policy, except where we tell you otherwise at the time of collection.
2. Personal information we collect
The personal information we collect depends on your relationship with the centre (prospective family, enrolled family, employee, contractor or visitor). It may include:
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Names, dates of birth, addresses, phone numbers and email addresses of children, parents/guardians and emergency contacts
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Family and custody arrangements, court orders, and authorised pick-up persons
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Enrolment and attendance records, including Child Care Subsidy (CCS) enrolment and attendance data submitted to Services Australia via the Child Care Subsidy System (CCSS)
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Centrelink Customer Reference Numbers (CRNs) and other information required to administer CCS
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Billing, payment and account information
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Photographs and video footage of children, for learning documentation, portfolios, displays and centre communications (see Section 4)
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CCTV footage recorded on the premises for safety and security purposes (see Section 5)
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Health, medical, dietary and allergy information, immunisation records, and information about additional needs or support requirements (see Section 3)
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Educator and staff records, including qualifications, Working with Children Check details, employment history and performance records
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Correspondence, incident, injury, trauma and illness records, and behaviour guidance records
3. Sensitive information
Health, medical and other sensitive information (such as allergy details, medical conditions, immunisation status, and information about a child’s additional needs) is collected only where necessary — primarily to keep children safe and to meet our legal obligations under the Education and Care Services National Law and National Regulations (including immunisation and medical management requirements).
We only collect sensitive information with the consent of a parent or guardian, or where collection is otherwise permitted or required by law (for example, to respond to a medical emergency). Sensitive information is only accessed by educators and staff who need it to care for your child, and is stored and disclosed subject to the additional safeguards described in Sections 6 and 7.
4. Photographs and video of children
We may take photographs and videos of children for purposes such as learning portfolios and observations, documentation required under the National Quality Framework, display within the centre, and centre newsletters, social media or marketing materials.
We will seek specific consent from a parent or guardian at enrolment (and separately for external uses such as marketing or social media) before using a child’s image outside of internal learning records. You may withdraw this consent, or limit how your child’s image is used, at any time by notifying the Centre Director in writing. We ask that families who photograph or film at the centre (for example, at events) respect the privacy of other children and do not share images publicly without the relevant families’ consent.
5. CCTV
CCTV cameras operate in designated areas of the centre for the safety and security of children, staff, families and property. Signage is displayed to notify visitors that CCTV is in use. CCTV footage is stored securely, accessed only by authorised personnel, and retained for 30 days unless required for a longer period to investigate an incident, respond to a legal request, or comply with a regulatory requirement. CCTV is not installed in areas where children are toileted, change nappies or sleep, in accordance with the National Regulations.
6. How we collect personal information
We generally collect personal information directly from parents and guardians through enrolment forms, our childcare management software, in person, by phone or email, and through our website or online enrolment portal. We may also collect information from:
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Government agencies, such as Services Australia (for CCS eligibility and subsidy administration) and the Australian Children’s Education and Care Quality Authority (ACECQA)
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Medical practitioners, allied health professionals or specialists (with consent), where relevant to a child’s care
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Other early learning services, schools or referral agencies, where a child transfers to or from our care
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Publicly available sources, where reasonably necessary
Where practicable, we will only collect personal information that is reasonably necessary for our functions and activities as an approved education and care service.
7. How we use and disclose personal information
We use personal information to:
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Provide education and care services, including individual learning and development programs
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Manage enrolments, attendance, billing and Child Care Subsidy claims
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Communicate with families about a child’s day, health, development and centre matters
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Meet our legal and regulatory obligations, including under the Education and Care Services National Law and Regulations, work health and safety laws, and child protection laws (including mandatory reporting obligations)
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Ensure the safety, health and wellbeing of children and staff
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Improve our services, and for internal record-keeping and administration
We may disclose personal information to:
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Services Australia, for the administration of the Child Care Subsidy
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The regulatory authority, ACECQA, and other government agencies as required or authorised by law
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Medical or emergency services, in the event of illness, injury or emergency
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Our software, payment and IT service providers, who help us operate the centre (see Section 8)
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Other parties with your consent, or as otherwise required or authorised by law (for example, in response to a subpoena, court order, or a mandatory reporting obligation)
We do not sell personal information, and we do not use or disclose personal information for a purpose other than the primary purpose of collection unless permitted under the Privacy Act or the Australian Privacy Principles.
8. Data storage and security
We store personal information in our childcare management software, secure physical files, and other IT systems. We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, including:
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Restricting access to personal and sensitive information to staff who need it to perform their role
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Password-protecting and encrypting electronic records where appropriate
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Storing physical records in locked filing systems
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Using reputable third-party service providers who are contractually required to protect personal information
Some of our service providers (for example, cloud software or hosting providers) may store or process information on servers located overseas. Where this occurs, we take reasonable steps to ensure those providers handle personal information consistently with the Australian Privacy Principles. (for example, Storypark in Wellington, New Zealand)
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We retain personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law (for example, education and care records must generally be retained for a minimum period after a child leaves the service, as prescribed by the National Regulations). We securely destroy or de-identify personal information once it is no longer required.
9. Access to and correction of your personal information
You may request access to the personal information we hold about you or your child, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, contact the Centre Director using the details in Section 12.
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We will respond to access and correction requests within a reasonable timeframe, generally within 30 days. In some circumstances we may be unable to provide access (for example, where it would unreasonably impact the privacy of others, or where access is restricted by law) — if so, we will explain our reasons in writing.
10. Complaints
If you have a concern about how we have handled personal information, please contact the Centre Director in the first instance using the details in Section 12. We will investigate your complaint and aim to respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
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Website: www.oaic.gov.au
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Phone: 1300 363 992
Complaints about the operation of the centre more broadly may also be directed to [insert relevant state/territory regulatory authority, e.g. the NSW Department of Education, Early Childhood Education and Care Directorate].
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available [on our website / at the centre front desk], and we will notify families of any significant changes.
12. Contact us
If you have any questions about this Privacy Policy or how we handle personal information, please contact:
Joy Early Learning Centres Pty Ltd
Attention: Centre Director
Email: enquiries@seedsofjoy.com.au
Address: 4-8 Standish Ave, Gregory Hills NSW 2557
Hours
Monday to Friday
7.00am to 6.00pm
Opening Early 2027