Privacy and personal information

Privacy Policy

How our school collects, uses, protects and shares personal information.

1. About this privacy policy

This policy explains how Denmark Senior High School handles personal information through this website and connected online services. It supports the Department of Education's privacy framework and the Information Privacy Principles in the Privacy and Responsible Information Sharing Act 2024 (WA) (PRIS Act).

A specific collection notice may appear when you complete a form, register, make a payment or use another service. That notice explains the particular collection and should be read with this policy. If the specific notice and this general policy differ, the specific notice applies to that collection.

2. Personal information we may collect and hold

Depending on how you use the website, the School may collect and hold:

• identity and contact information, such as names, email addresses, telephone numbers and postal addresses;
• student, parent, carer, staff, volunteer and community-member information supplied through accounts, registrations or forms;
• information in enquiries, applications, permissions, consent records, submissions, event registrations and newsletter preferences;
• health, dietary, accessibility, cultural or other sensitive personal information when it is necessary for a school activity and lawfully collected;
• transaction and order information for canteen, event, ticket or other payments; full payment-card details are handled by the payment provider and are not stored by the SchoolWeb platform;
• account and security information, including usernames, access roles, authentication events and audit records; and
• technical information such as IP address, browser and device information, pages visited, referring pages, cookies and service logs.

3. Why we collect and use personal information

The School may handle personal information when it is necessary to:

• provide education, student support and school administration;
• respond to enquiries and communicate with students, families, staff and the community;
• manage enrolments, events, activities, permissions, forms, newsletters, accounts, orders and payments;
• protect students, users, systems and the school community, including investigating misuse or security incidents;
• maintain records, improve services and meet reporting, audit and legal obligations; and
• perform other school or Department functions explained in a collection notice or authorised by law.

Where it is lawful and practical, you may interact with the School anonymously or using a pseudonym. Some services cannot be provided without identifying information—for example, enrolment, student-specific services, authenticated accounts, payments or activities where safety and duty-of-care obligations apply.

4. Collection notices and choices

When the School collects personal information directly from you, it will provide a clear collection notice at or before collection, or as soon as practicable afterwards. The notice will identify the purpose, intended uses and disclosures, the School contact, whether collection is required, and the main consequences if the information is not provided.

Only provide sensitive personal information when a form or authorised staff member requests it for a stated purpose. Do not place unnecessary personal or sensitive information in open text fields.

5. Disclosure and service providers

The School may disclose personal information when necessary and permitted, including to:

• authorised Department and school staff;
• other public entities, schools, emergency services or service providers where authorised or required for education, wellbeing, safety, administration or law enforcement;
• SchoolWeb and approved technology, communications, hosting and payment providers that support the relevant service; and
• other recipients identified in a collection notice, authorised by you, or required or permitted by law.

SchoolWeb provides the website platform under arrangements with the School. It does not become responsible for deciding the School’s educational or administrative purposes merely because it supplies the software. Service providers must handle information consistently with applicable contracts, security requirements and privacy obligations.

6. Storage and disclosures outside Australia

SchoolWeb states that primary SchoolWeb data is hosted in Australia. Some optional integrations or external services chosen by the School may process information in another country. The School will assess these services and provide information in the relevant collection notice where an overseas disclosure may occur. External websites linked from this site operate under their own privacy policies.

7. Security, retention and deletion

The School, the Department and authorised service providers use administrative, technical and physical safeguards appropriate to the information and risks involved. Access is limited according to role and operational need. No online service can guarantee absolute security.

School records are retained, archived and disposed of in accordance with Department requirements, the State Records Act 2000 (WA), applicable retention and disposal authorities, and other legal obligations. Information that is no longer required will be destroyed or permanently de-identified where the law permits.

8. Cookies, analytics and technical logs

The website may use essential cookies for security, authentication and user preferences, and limited analytics or performance tools to understand and improve the service. These tools may collect technical identifiers and usage information. The School does not use the public website to sell personal information or serve targeted advertising.

You can restrict cookies in your browser, although authenticated or interactive features may not work correctly. A service-specific notice will identify any non-essential analytics or tracking introduced by the School.

9. Automated decision-making and artificial intelligence

At the date of this policy, the public website does not use personal information to make significant decisions about individuals solely by automated means. SchoolWeb may provide optional assistive artificial-intelligence features to authorised staff. Those tools are intended to support, not replace, staff judgement, and their outputs require human review.

If the School introduces an automated process that uses personal information to make a significant decision, it will assess the privacy risks, update this policy and relevant collection notices, explain the process to affected individuals, and provide a way to request human involvement as required by the PRIS Act.

10. Access and correction

You may ask to access or correct personal information held about you. Access to government documents is generally managed under the Freedom of Information Act 1992 (WA), while other access or correction pathways may also apply. The School may need to verify your identity and may lawfully limit access in some circumstances, including where disclosure could affect another person or a child’s safety.

11. Privacy enquiries and complaints

Contact Denmark Senior High School at [email protected]. Please describe the information or activity concerned and the outcome you are seeking. Privacy complaints about the Department, including schools, are managed under the Department's Complaints and Notifications Policy.

You should generally raise a privacy complaint with the School or Department first. If it is not resolved within a reasonable period—usually 30 days—you may be able to complain to the Office of the Information Commissioner Western Australia.

12. Related policies and information

13. Changes to this policy

The School may update this policy when its practices, services or legal obligations change. The current version and review date will be published on this page. Material changes affecting a particular collection will also be communicated through an updated collection notice or another appropriate channel.